(New UI) Using the Content Library Trash

Overview

The application allows users to delete Q&A pairs and documents from the Content Library and from Moderation, moving them to the Content Library trash.

Note: From Moderation, only rejected content moves to the trash; there is no delete option in Moderation.

When you delete anything from the Content Library, you will receive a message that it is being moved into the Content Library trash.

• Deleted content remains in the Content Library trash for the retention period, after which it is deleted permanently.
• If you use the Duplicate report or the Deduplicate function to delete content, it is sent to the trash.
• Responsive only displays content that users can read or edit. The user can restore, or permanently delete, only the items that they can edit based on their edit permissions.
• Users can only restore content from Collections and Business Units that they can access.

Use Case: You accidentally deleted items in the Content Library, or in Moderation, and you want to restore them.

Restrictions

Content cannot be restored under the following circumstances:

• If content is put in Moderation, and is deleted there, it goes into the Content Library trash.
  • If the version still in the Content Library goes into Moderation again, and the change is accepted back into the Content Library, the version in the Content Library trash cannot be restored.
  • If the version still in the Content Library is deleted, it goes into the Content Library trash. The version deleted from the Content Library can be restored but the version deleted from Moderation cannot.
• If you use the Duplicate report to delete content, it does not appear in the Content Library trash; it is deleted permanently.

Permissions

The ability to restore deleted content depends on your permissions.

In general, your ability to see and restore content in the Content Library trash mirrors your permissions in the Content Library (if you can view the items in the Content Library, you can see it in the Content Library trash). If you can delete items from the Content Library, you can permanently delete it or restore it from the Content Library trash.

Review Cycle Impacts

Responsive retains a record of the review schedule assigned to Q&A pairs or documents, even while in the Content Library trash. If restored, the review cycle continues as though it had never been deleted. For example:

• Content will not be sent out for its regularly scheduled review as long as it is in the Content Library trash.
• If it is moved to the trash before its review date, and is restored during or after its review date, its status after the restoration will be Pending Review and it will still need to be reviewed.
• If content is deleted during the review period, and is restored immediately (still within the review period) or after its review date, its status after restoration will be Pending Review.
• If more than one person is scheduled to review the content, reviews and updates made before the deletion will be kept after the restoration, no matter if the review order is Any or All.

Viewing Content in the Content Library Trash

1. Click the Trash icon in the footer menu of the Content Library.
2. The trash is automatically filtered by the person who deleted the content. To see all of the currently deleted content, click the X after the person’s name to remove the filter. All deleted items are listed.
   
3. Use the following options to help you locate an item:
   • Click the Filter icon at the top of the page to see additional filter options. You can select from a number of filters to find content ( such as Q&A pairs or documents, specific tags, who deleted the content, and more; scroll down to see all the options), then click Apply.
   • Use the green Plus icon to add a filter and the red Minus icon to remove one. Click + Add Filter to see more filter options. 
   • To sort the trash, select a criteria from the drop-down list.
   • Toggle the Sort By icon to sort results from newest to oldest.
   • Click the Menu  icon next to the item to view its properties and activities.

Restoring or Deleting Content from the Content Library Trash

Deleting and restoring content creates entries in the Activities log. You can quickly items, or delete them permanently, by doing the following:

1. Click the Trash icon in the footer menu of the Content Library.
2. Locate the item you want to delete or restore, then click Restore to restore the item or Delete Forever to remove the item.
   Note: Q&A pairs and files that have been deleted appear on cards in the Content Library Trash. See Content Library Trash Cards below for detailed information on these cards.
   
   • You can restore or delete multiple items by selecting the checkboxes associated with them, or by clicking the Select All checkbox at the top of the page.
   • If you have multiple pages of deleted content you can specify if you want to select all the items from the current page or from all pages.

Setting the Trash Retention Period

Content sent to the Content Library Trash will be retained for 30 days by default, but you can change it:

1. Go to Organization Settings > Content Library > Preferences, then scroll down to the Trash Retention Period setting. 
2. Click the Edit icon.
3. Change the retention period to a number between 30 and 90. If you are reducing the current value, you will receive a warning that the content past the new value will be deleted automatically.
4. Click Submit.