How to restore a deleted work file?

What should be done first when you notice a file has been deleted?

1. "Don't try to recreate the same file. Saving a new file with the same name may cause name conflicts during rollback.
2. "Remember where the file is. Note which folder it is in, under what name, and approximately when it was deleted.
3. "Check the Trash. If your system has a trash bin, the file is likely there.
4. "If the folder itself was deleted, restore the folder first. It returns along with its contents.
5. "Report immediately if you cannot find it. If restoration from backup is required, early reporting increases the chance of recovering the file before new backups overwrite it.

What is the difference between the trash bin and restoring from backup?

The Trash holds deleted files for a specified period and allows authorised users to restore them themselves. The file returns to its original state and folder as it was at the moment of deletion.

Restoring from backup is done from a copy taken by the system at an earlier point. Changes made between the time the backup was taken and deletion are lost; the request, approval, and restore process can also take days. Therefore, backups are for disasters, while the trash bin is for daily errors.

How long should the trash retention period be?

Most accidental deletions are noticed within a few days; however, this period may extend during holidays or end-of-period rushes. A thirty-day retention period is a safe starting point as it covers a full monthly cycle.

Shortening the duration empties storage space earlier but reduces the chance of recovery. When files containing personal data need to be deleted, permanent deletion is used instead of waiting for the trash; since this process cannot be undone, it should only be accessible to authorized individuals.

How can you reduce accidental deletion?

• Grant deletion permission only to responsible persons in each area; other users can upload but cannot delete.
• Review selection before bulk operations; deleting a folder deletes everything inside it.
• Maintain an activity log showing who deleted what; this allows you to immediately see what went missing and when issues arise.

Example: How to recover a folder deleted at the end of the period?

An employee from the accounting team accidentally deletes the 'September Reconciliations' folder while clearing unused drafts at period-end. The folder contains twelve subfolders and hundreds of files. The next morning, a customer requests a reconciliation document, and it is noticed that the folder is missing.

The solution in a system with a recycle bin takes a few minutes: the person with deletion permissions opens the recycle bin, selects the 'September Reconciliations' folder, and restores it. The folder returns to its original place along with all subfolders and files. Checking the activity history shows which folder was deleted by whom and when; this also allows checking whether anything else was deleted.

If the same incident occurred on a shared drive without a trash bin, IT would be asked to restore from backup; changes made after the backup was taken would be lost, and the process would take one or several days.

What happens if there is a name conflict while restoring a file?

Someone may have saved a new file with the same name in the same folder after the file was deleted. A well-designed system does not overwrite any file in this case: the restored file returns with a different name and the two files sit side by side. You decide which one is valid by examining their contents.

The situation is slightly different in folders. If a folder with the same name already exists in the same parent folder, someone must rename the deleted folder before restoring it. This prevents the contents of the two folders from accidentally mixing.

Who should be granted delete and restore permissions?

Deletion and restoration are two sides of the same permission: anyone who can manage the recycle bin can both restore and permanently delete. Therefore, assigning deletion permission to one owner and one backup in each area reduces both accidental deletion and accidental permanent deletion. Other users notify the owner when a file needs to be deleted; the owner then regularly reviews the recycle bin.

Checklist against file loss

If all the following conditions are met, a mistakenly deleted business file will likely be restored within a few minutes:

• The system used has a trash bin that holds deleted files.
• The trash retention period covers the organisation’s business cycle (usually one month).
• Deletion permission is limited to a small number of people in each area.
• Permanent deletion and emptying the trash bin are only available to responsible parties.
• An activity log is kept showing who deleted what and when.
• Version history is stored separately for older versions of documents; even without deletion, incorrect changes can be reverted.

How do the Trash and Version History complement each other?

The Recycle Bin restores deleted files; version history restores a file that hasn't been deleted but was incorrectly modified to its previous state. Most daily errors are of the second kind: a table is saved with the wrong formula, or an incorrect clause is added to a contract. In this case, there is no need to delete the file or restore from backup; simply restore the previous version and continue working.

How does SmartFiles solve this?

Deleted files and folders in SmartFiles go to the trash bin first and wait there for a period determined by the organisation administrator (between 0 and 30 days, default 30). A user with deletion rights selects the file and restores it to its original location using Rewrite.

When a deleted folder is restored, all its subfolders and files return with it. If a new file with the same name was created in the same folder, the restored file returns as name (2); nothing is overwritten.

Users with history permission can see which file was deleted or restored, by whom, and when, in the area's activity history.

The duration each item has been in the trash is displayed next to it. Permanent deletion and emptying the trash require confirmation as these actions are irreversible, and are only accessible to users with delete permissions; the freed storage space is immediately reflected in the storage indicator.

Version history and trash binRestoring a file from the TrashAdjust trash storage duration

Frequently asked questions

Are the versions of a file restored from the trash also restored?

Yes. In SmartFiles, files in the trash are stored along with their version history and return with their versions when restored.

Can a file whose trash period has expired be restored?

No. When the time expires, the file is permanently deleted. Therefore, the retention period should be chosen based on the time it takes for your organization to notice wrong deletions.

Does permanently deleted file come back?

No. Permanent deletion cannot be undone; the file and all its versions are deleted. SmartFiles allows this operation only to persons with delete permission.

Can I restore a file deleted by someone else?

Yes, if you have delete permission in the area. Items deleted from that area in the recycle bin are visible regardless of who deleted them.

How to find out who deleted a file?

In SmartFiles, a person with History permission in the area sees the area's recent operations via the Activity history button in the sidebar. Move to trash, restore, and permanent delete operations are listed with person and time.