Cleanup tasks that soft-delete data from the user interface

When users delete records in F2’s user interface, they are first placed in the "My deleted records" list and disappear from the lists "My inbox", "My desktop", "My archive", "My sent records", as well as search lists based on these. There are two ways to delete a record:

Read more about deleting records in the user interface.

There are two cleanup tasks that handle records that have been in "My deleted records" for a specified number of days. One cleanup task soft-deletes records that meet one of the requirements for soft deletion. The other cleanup task removes record’s visibility for the user if one or more requirements for soft deletion aren’t met.

This cleanup task soft-deletes records that have been in a user’s "My deleted records" list in F2 for a specified number of days. Soft deletion takes place if one or more of the following requirements are met:

Users can recover deleted records from "My deleted records" before the cleanup task soft-deletes them.

Read more about the cleanup task that handles shared records which are not deleted for everyone.

Configuration

Default value: 30 days.

The default value is the number of days that records that meet one of the requirements will remain in "My deleted records" before the cleanup task soft-deletes them from the user interface. Configure the default value to your organisation’s needs.

F2 calculates the number of days since a user placed the record in "My deleted records" by clicking on "Delete record" or "Delete for everyone".

A user can share a record by, for example, emailing or chatting it to other users.

When a record is shared, it can only be soft-deleted through the "Delete for everyone" function, which requires the privilege "Can delete shared records for everyone".

In all other instances, it is only possible to remove the record’s visibility from personal search lists. This happens automatically when the record is placed in "My deleted records". This cleanup task removes the record from "My deleted records" if the record cannot be soft-deleted with the cleanup task Soft-delete records from "My deleted records". The cleanup task clears the "My deleted records" list. Other users can still access the record, and the user who deleted the record can find it in the "Archive". If other users share the record with the user who deleted the record, the record will reappear in the user’s search lists.

F2 does not soft-delete shared records whose visibility is removed for only one user. This means that the cleanup task Remove soft-deleted records permanently does not apply. The record is no longer considered shared if it is deleted by all users with whom it was shared except one. If the final user chooses to delete the record, it will be soft-deleted by the task Soft-delete records from "My deleted records".

Configuration

Default value: 30 days.

The default value is the number of days that records that cannot be soft-deleted will remain in "My deleted records" before this cleanup task removes their visibility. Configure the default value to your organisation’s needs.

F2 calculates the number of days since a user placed the record in "My deleted records" by clicking on "Delete record".