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Retention and deletion

Choose how long to keep requests, receipts, and notifications in each workspace. Deletion controls depend on the resource and your permissions.

Set retention

  1. Select the workspace and open Retention.
  2. Review the Requests, Receipts, and Notifications periods on free and trial plans, or Requests and receipts and Notifications on paid plans. Intermediate slider values appear in a small bubble above the thumb; the endpoints are 1 month and Never delete.
  3. If your plan and permissions allow changes, choose a period for each and select Save.

Personal users manage their own settings. Organization Owners and Admins manage the organization's policy. Personal Free and Business Trial retention is fixed at one month for both requests and notifications. Receipts are retained for five years on Personal Free and one month on Business Trial, measured from receipt creation. Paid plans allow configurable Requests and receipts and Notifications periods, including Never delete.

When Personal Free or Business Trial becomes active, both periods automatically change to one month, including a previous Never delete setting. A scheduled downgrade keeps your current retention settings until the paid period ends. Requests and notifications older than one month then become eligible for background cleanup. Receipt cleanup follows the current plan's receipt period, including for existing receipts; upgrading before cleanup can extend their retention.

Retention is not a backup

Records can be removed by background cleanup after their retention period. Choose a policy that supports your recordkeeping needs before accumulating important workflow history.

Retention reminders

Before requests and receipts reach their retention deadline, their owners receive Retention deletion reminders. The standard notice period is one week. Each reminder identifies the affected record and its deletion date. Emails link to that record, the workspace's retention settings, and this guide. Request reminders go to the requester; receipt reminders go only to the receipt's owner. Each request or receipt generates one reminder; changing its retention deadline does not reset that reminder.

Manage In-app and Email delivery under User profile → Notifications → Retention deletion reminders. Both start enabled. Disabling reminders does not disable retention cleanup. To keep records longer, change the retention period if your plan and permissions allow it, or contact your organization's Owner or Admin. Email reminders use notification email tokens and require sufficient tokens in the workspace.

Reminders follow your notification preferences and normal delivery retries. Retention cleanup follows its configured schedule even if a reminder is disabled or cannot be delivered. Reminders apply to automatic request and receipt retention; notification cleanup, manual deletion, organization deletion, and payment-related cleanup follow their own rules.

Delete individual records

Use the delete action offered for a request, task, receipt, employee, team, template, or delegation only when you intend to remove that record. Read the confirmation and any validation message.

Only a receipt's owner can delete it manually. Manual deletion and retention cleanup both remove the receipt and its verification links together. Deleting your receipt does not remove the original request or other participants' receipts. Removing the original request does not remove its receipts.

A relationship from another record can prevent deletion. Resolve the identified relationship where appropriate. Repeated retries do not remove the dependency.

A request with a newer revision cannot be deleted while that revision references it. Start with the latest revision when removing a revision chain. Deletion schedules cleanup; wait for that revision to be removed before retrying its predecessor.

Deleting a request makes it immediately eligible for background cleanup, regardless of its age. Previously consumed tokens are not refunded.

Receipts preserve file metadata and hashes without extending attachment retention. Deleting a receipt does not delete or schedule its original attachments for cleanup.

Files associated with deleted workflow records can be scheduled for later cleanup, so their stored content and usage may not disappear immediately. Profile avatars and organization logos can be removed immediately when replaced or deleted.

Delete an organization

Organization deletion removes access immediately

Only the Owner can schedule organization deletion. The organization immediately disappears from workspace selection and becomes inaccessible; background processing removes its data later. Preserve required records before confirming. The cleanup delay is not a recovery option.

Payment suspension has its own deadline. Resolve failed payments through Plans before that deadline. Expiry removes business organizations; Personal workspaces lose workflow data and return to Personal Free while retaining identity and profile. A retention setting does not override this billing recovery process.