Using the Recycle Bin

The recycle bin holds files that have expired or were deleted from Document. To open the recycle bin, click Recycle Bin on the button bar.

Your firm can limit the size of the recycle bin. Staff members with permission to permanently delete files receive a notification if the recycle bin size exceeds that limit. They also receive a notification if the files being deleted are larger than the amount of space available in the recycle bin.

The User Deleted and Expired tabs display files in a paginated format that defaults to 2,000 results per page. You can adjust the preferred number of results at the bottom of the window. If you adjust the number of results, your selection is retained for the next time you open Recycle Bin.

ClosedSearch for a file in the recycle bin.

  1. Click the tab you want to search.

    Note: Search is only available for the User Deleted and Expired tabs.

  2. In the Search section, use the drop-down list to select the Closedfield to use as search criteria.

    The available search fields are:

    • Entity ID
    • Entity Name
    • Primary Partner
    • Deleted by
    • File Type
  3. Either select or enter the search term in the Search text box.
  4. Click Search.
  5. If needed, you can Closedgroup, sort, or filter the search results.
    • To group, drag the header for the column you want to group by above the grid.
    • To sort, click the column name in the header row for the column you want to sort results by.
    • To filter, click the icon above the grid, then select the filter criteria.

ClosedDelete files from the recycle bin.

Your rights determine if you can permanently delete files from the recycle bin. You have the option to delete files manually using one of the procedures below. A staff member with the Recycle bin options permission can also set the recycle bin options so that files are purged automatically.

Warning: Once files are deleted from the recycle bin, they cannot be recovered.

To delete all files from the recycle bin:

  1. Click Recycle Bin on the Document button bar.
  2. Click Empty Recycle Bin.
  3. Click Yes to confirm that you want to delete all files.

To delete a single file in the recycle bin:

  1. Click Recycle Bin on the Document button bar.
  2. Locate the file to be deleted on one of the Closedtabs. If needed, you can use the search process described above.
    • User deleted. Lists files deleted manually by a staff member but not yet permanently deleted.
    • Expired. Lists files deleted automatically based on their expiration dates but not yet permanently deleted.
  3. Right-click the file, and then select Delete.

    4. Note: The items on the right-click menu vary depending on your permissions and security group assignments. Administrative users can change permissions and security group assignments in Administration Manager. See the Administration Manager Help and the topic Managing Access in CCH® ProSystem fx® for more information.

  4. Click Yes to confirm that you want to permanently delete the file.

ClosedRestore files from the recycle bin.

Depending on the rights assigned to you, you may be able restore files from the recycle bin to Document. Files on the File deletion log tab have been permanently deleted and cannot be restored. You can, however, view metadataClosed Descriptive information about a file that is used to help organize files. Examples of metadata you can assign to files in Document include class, subclass, document type, and keywords, among others. for the files listed on this tab for 365 days after the files were deleted.

Use the following procedure to restore all files listed on the User deleted and Expired tabs.

  1. Click Recycle Bin on the Document button bar.
  2. Click Restore All Items.
  3. Click Yes to confirm that you want to restore the files.

To restore a single deleted file, do the following:

  1. Click Recycle Bin on the Document button bar.
  2. Locate the file to be restored on one of the Closedtabs.
    • User deleted. Lists files deleted manually by a staff member but not yet permanently deleted.
    • Expired. Lists files deleted automatically based on their expiration dates but not yet permanently deleted.
  3. Right-click the file and select Restore.

    4. Note: The items on the right-click menu vary depending on your permissions and security group assignments. Administrative users can change permissions and security group assignments in Administration Manager. See the Administration Manager Help and the topic Managing Access in CCH® ProSystem fx® for more information.

  4. Click Yes to confirm that you want to restore the file to its previous location.

ClosedExplain the recycle bin tabs.

Files that have been deleted display on one of the following tabs:

  • User deleted. Lists files deleted manually by a staff member but not yet permanently deleted.
  • Expired. Lists files deleted automatically based on their expiration dates but not yet permanently deleted. To print or export the list, right-click the grid and select Print or Export.

When files are initially deleted from Document, they are listed on either the User deleted or Expired tab, depending on how they were deleted. You can permanently delete files by emptying the recycle bin or by selecting individual files for deletion.

Note: If your firm uses Document's automatic purge option, the recycle bin is emptied at regular intervals without additional staff interaction. If your firm uses the automatic purge options, we recommend that you inform all staff members of the purge schedule.

ClosedExplain the other recycle bin components.