WORKING WITH DOCUMENTS

Deleting and undeleting documents
When you delete a document, Notes places the document in the trash until you empty it. You need Author access to a database to delete documents you've created, and Editor or greater access to delete documents others have created.

To delete documents

1. Select a document you want to delete. To select more than one document to delete, click in the column to the left of each document title to select them.

2. Choose Edit - Delete, or press the DELETE key. Notes displays an X next to the title of the document.

3. Choose View - Refresh to refresh the database and permanently delete any documents stored in the trash, or press the F9 key. Notes deletes the documents from all folders and views in the database.

Tip To remove a document from a folder without deleting it from a database, select the document, and choose Actions - Folder - Remove From Folder. The document is still accessible from the All Documents view.

Note You can make copies of documents by archiving them. This allows you to remove documents from a database without losing them. The archiving tool allows you to base document deletions on days since last activity, last modification, or expiration.

To undo marking a document for deletion

To clear the X next to a document, which removes the option to delete the document, select the document marked for deletion and choose Edit - Delete, or press the DELETE key.

To undelete documents in databases

You must go through this procedure before you can undelete documents in a database. If this isn't set up, and you have documents in your trash can, you cannot retrieve the deleted documents once you empty your trash can. Note that not all databases have trash cans for deleted documents.

You need Author access to a database to delete documents you've created, and Editor or greater access to delete documents others have created.

1. Open the database; choose File - Database - Properties; click the Advanced tab.


2. Select "Allow soft deletions."

3. Specify a time, in hours, for undeletion to be available in the "Soft delete expires time in hours" field; click check mark to save. For example, enter 2 if you want to allow a 2-hour retrieval period for documents you have deleted before they are permanently deleted.

4. Choose Create - View in the database you are setting up soft deletions.

5. Enter a view name that helps identify that there are deleted documents in the view, for example "Deleted Documents."

6. Select "Shared, contains deleted documents" from the "View Type" field.

7. Choose a location for the view, and then click OK.

Note Deleted documents can be seen in this view until the timer you customized deletes them permanently.

See Also