This article explains how you can recover deleted files – for Flex 32.12 or later
Introduction
If you delete files from the database, the file metadata is stored in a separate database table. Note that all the file history however is permanently deleted, with the exception of order details and invoice details. The actual files remain on the storage servers no longer than 180 days.
Instead of deleting files from the database, you may want to consider hiding the files instead – so that those files and all file history remain available to administrators/staff members. This may be especially important if you use the invoicing and payment runs functions.
Recovering files
It is possible to recover deleted files within 180 days after files were deleted from the database.
Even after 180 days the metadata will remain available, but the original (high res) files will have been purged from the storage servers.
To recover files from a specific supplier:
- Go to Supplier management, find the supplier and click on the Actions button.
- In the Actions dialog, select “Retrieve file count information and list recoverable files” and click on the Next button.
- If there are deleted files, the next step will show a link. For example “15 deleted files – click to recover files”.
- Click this link to open a dialog with a list of deleted files. Note that the list will show the 1000 most recently deleted files only.
- If files can be recovered, a checkbox will show in front of the file names. Select the file(s) that you want to recover by ticking the checkbox(es) and then click “Recover”.
To recover files by file id:
- Go to Supplier management, and click on “Find deleted files” in the toolbar.
- Enter the 8 digit file id. Or to find files with id’s starting with the numbers that you enter, end your input with an asterisk. For example “000022*”. Note that you must enter at least 4 digits if you want to perform a wildcard search (e.g. 0025*).
- Click on the Find button
- If files can be recovered, a checkbox will show in front of the file names. Select the file(s) that you want to recover by ticking the checkbox(es) and then click “Recover”.
The list of deleted files is ordered by the delete date, displaying the most recently deleted files first. The list will not show more than 1000 files.
The metadata of the deleted files will be moved to the processing queue and metadata processing rules are used to process the metadata. The files will be online again within several minutes. Note that the file will retain its original position in the index. The metadata of recovered files will be removed from the “deleted files” table.
The metadata properties dialog (tabsheet “System”) will show if and when a file was recovered, including the name of the staff member.
Files can be deleted and recovered multiple times.
Files that were deleted longer than 180 days ago
If you need to recover files that were deleted longer than 180 days ago, then create a support ticket.
