Bringing Deleted Files back from Recycle Bin with a workflow, is it possible?

asked on January 31, 2019

Hello All,

I am looking to build a workflow that can bring deleted files back from the recycle bin. We are keeping these files in recycle bin for 30 days and we really don’t want to increase this time limit. However, sometimes a user decides that a deleted file is needed later or someone deletes a file accidentally and never realizes it until the file is long gone. Basically, I am trying to find a solution for these situations without increasing the purge time limit.

My plan was to make a workflow/business process that can restore these files and sends it to an email address so we can keep them there for a long time but I am not sure if this is even possible. Is there any way to do this? Can we make a search in Recycle Bin with a workflow?

Thank you very much!

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replied on February 1, 2019 • Show version history

Hi Justin,

Thank you for your prompt response, sorry I am fairly new to building workflows, should have explained better. I would like to create a copy of every deleted file and send this copy to an e-mail address. The original file will still be kept in the recycle bin for 30 days, but a copy of it will be in an e-mail address so we can bring it back at a later date if it's needed. We don’t want to extend the retention time. It would significantly increase the amount of data to process for the system which could potentially lead to new issues. So many files&pages are deleting here every day. Therefore, I am looking for a solution to get around this issue.
Let's say the user pressed the delete button and deleted a file. This should kick off a workflow that creates a copy of that file and sends it to an e-mail address. I tried to use Move Entry-Action (Copy)-Entry to move(starting entry) with starting rule Entry Deleted but I think laserfiche approaches these files in a different way and as soon as an entry is deleted it cant be found by the workflow. (See attached pics) Is there any way to do this?

Thank you,

Onur

for lf 1.jpg (4.61 KB)

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For lf 2.jpg (28.44 KB)

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lf 3.jpg (15.98 KB)

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lf 4.jpg (15.23 KB)

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replied on February 12, 2019

Move Entry will not work on a deleted entry. You would need to restore the entry before moving it or emailing it out.

I'm not sure I fully understand the proposed solution. You would end up with potentially a large part of your repository replicated into a mailbox. How would you manage (hundreds of) thousands of documents in this mailbox? What if a document is deleted, restored, then deleted again? You would have multiple copies in this mailbox and no really clear way to figure out which one you want to restore. And you would only have the document contents, none of its metadata fields, versions or audit history.

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replied on February 13, 2019

Ok, what would be the way to restore the entry from recycle bin with a workflow before we moving it or emailing it out? How I can configure the search syntax to make a search in recycle bin only? How can I search deleted pages rather than documents?

I am aware that the proposed solution is not the best one, its just the best we have come up with and I am open for any ideas. As I mentioned before, we don't want to extend 30 days of retention time. That is certain, so I am just trying to find a way around it. We already have a workflow that notifies certain users when a document or folder is manually deleted so we are already getting hundreds of emails every day. These e-mails have the date time, EntryID, UserID, file name and the path of the deleted file to help us to track down the situations if its needed. I would like to include the pages or the documents itself to these emails too. However, we cant track pages deleted because there is no type=page in configuration.

In the attached picture, you can see the pages deleted by the user from documents. Simply, I am trying to keep these longer than 30 days in case they would be needed in the future while avoiding to extend 30 days retention period.

Recycle Bin pic.jpg (115.1 KB)

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Bringing Deleted Files back from Recycle Bin with a workflow, is it possible?

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