Trash
Find records deleted from your CRM in Trash, restore the ones you still need, or erase them for good before their days run out.
Updated 28 October 2026 · 4 min read
When you delete a record, it goes to Trash. It stays there for 30 days. Until then you can restore it as it was. After that it is erased for good.
Say a teammate tidies up the deals list and deletes a renewal that was still open. Open Trash, search for the deal and select Restore. It's back in the deals list with its comments, files and activities.
Before you start
- Permission: View Trash, plus the view permission for each kind of record, such as View Deals. Permanently Delete from Trash to erase records.
- Plan: Every plan. See Plans and limits.
- Set up first: Nothing.
What goes to Trash
Deleted leads, contacts, accounts, deals, quotes, contracts, subscriptions, assets, tasks, meetings, calls and products. You see the deleted records you could see before they were deleted. An admin with View All Records sees all of Trash.
A deleted account takes its contacts, deals, quotes and contracts with it. Trash shows them under the account's row, as Includes 2 contacts, 1 deal. Each one says With account, or Deleted separately if it was deleted on its own before. See Delete and restore a record.
The Trash page
Select Trash under Data in the menu on the left.
- The notice at the top says how long deleted records are kept. Select × to hide it.
- The buttons above the list filter by kind of record, with how many of each are in Trash.
- Filter by Deleted by, by owner or by the date it was deleted, or search by name.
- Deleted On shows when it was deleted and how many days are left. The days turn red when 2 or fewer are left.
Select a record's name to open it. A banner says when it was deleted and when it's erased. You can't change it until you restore it.
Restore a record
- Find the record in Trash.
- Select Restore (the arrow) on its row, or select several records with their checkboxes and select Restore at the top.
- Confirm.
You can also select Restore on the banner of the deleted record's page.
A restored record comes back with its comments, files and activities. A restored account also brings back the records deleted with it, but not those deleted separately. A restored meeting comes back as Scheduled.
To restore a record, you need its view and edit permissions, such as View Deals and Edit Deals. You must also be its owner, the person who created it, or have its delete permission.
Restore what it belongs to first. A deleted contact whose account is also in Trash, or a quote whose deal is in Trash, can't come back on its own.
Delete records for good
- Delete permanently (the bin) on a row, or select several with their checkboxes and select Delete Permanently, erases those records now.
- Empty Trash erases every record you can see in Trash. Type
DELETEto confirm.
You need Permanently Delete from Trash, and the delete permission for that kind of record. A record that live records still use, such as a product on a live deal, is skipped. A window lists each skipped record and why.
You can't undo this. The record, its comments, files and chats are gone for good.
Troubleshooting
| Message | Why | What to do |
|---|---|---|
| A restore asks you to restore another record first | The account, contact, deal, product or asset it belongs to is also in Trash | Restore that record, then this one |
| "Only its owner, its creator or someone who can delete it can restore this record." | You don't own it, didn't create it and can't delete it | Ask its owner, or your admin |
| "This record can no longer be restored." | Its days to restore have run out | Add the record again |
| "A live record with the same details already exists." | Someone has added the same record again since it was deleted | Use the live record, or change it first |
| A record is skipped because it's still linked | Live records still use it | Remove the link, or delete those records first |
| Empty Trash is missing | You don't have Permanently Delete from Trash, or Trash is empty | Ask your admin |
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