None of the periods on this page can be changed on a screen, except the one for locked accounts. Most of it is removed by a maintenance job that runs every five minutes and deletes in batches, so a large backlog takes several runs.
What Collabase deletes on its own
What Collabase keeps until you act
Notification data
A nightly job deletes notifications 90 days after they were created, whether they were read or not. On the first run after an update it works through a large backlog in portions and picks up the rest the next night. When an account is deleted, its inbox, its notification settings and its pending summary mails are removed. In the inboxes of other people, the person still shows as the name followed by(deleted).
Export a person’s notifications
For a data-access request, a system administrator can download the notifications and settings of one person as a JSON file. The file shows the entries as the person would see them: in their language, and an entry about something they can no longer open appears without its content. This is the only way an administrator sees data from someone else’s inbox. Every export is written to the audit log as Notifications exported for a data-access request, with the number of entries and no content. If that entry cannot be written, nothing is exported. Request the file withGET /api/admin/users/{id}/notifications/export while signed in as a system administrator, where {id} is the ID of the person.
The life of a deleted work item
The diagram follows a project or a work item from deletion to the point where only a backup brings it back. Spaces and pages follow the same path without the 30-day step: they wait in the trash until someone acts.Delete something for good
1
Open the trash
Go to Administration → Data & Backup → Trash. The list shows Type, Title, Space and Deleted on. Narrow it with All, Spaces, Projects, Pages or Work Items.
2
Open the item's menu
Click Open menu at the end of the row and choose Permanent delete.
3
Confirm
The dialog asks Permanently delete “name”?. Click Permanent delete. Item permanently deleted confirms it.
A permanent delete cannot be undone in Collabase. A deleted project is removed together with the work items listed under it (incl. n work items). After that, only a full restore of a backup brings it back, and a full restore replaces everything else as well.
Backups keep what Collabase deleted
Deleting data in Collabase does not remove it from backups you took before. A request to erase personal data is complete only when those backups have expired, too. Set the retention of your backups with that in mind, see Backup and restore.Troubleshooting
Related pages
Backup and restore
What a backup contains, and the trash in detail.
Audit log
Who deleted or restored what, and when.
Security policies
The period after which locked accounts are anonymized.
Data protection
How Collabase handles personal data.