> For the complete documentation index, see [llms.txt](https://docs.daylite.app/help/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.daylite.app/help/mac-fundamentals/tools-and-utilities/the-trash.md).
# The Trash
Recover accidentally deleted items from Daylite's Trash, restore them with all links intact, or permanently delete to keep your database clean.
The Trash in Daylite is a temporary holding area for deleted records. When you delete an item in Daylite — a Contact, Opportunity, Task, Email, or any other record — it is not permanently erased. Instead, it moves to Daylite's own Trash, where it stays until you choose to restore it or permanently delete it. This soft-delete system protects your data from accidental loss and gives you time to recover anything removed by mistake.
{% hint style="info" icon="lightbulb" %}
**Trash in Daylite** works the same way as **macOS Trash**.
Items that are added to the Trash will stay there until deleted.
{% endhint %}
**Key facts:**
* Deleting a record in Daylite moves it to Daylite's Trash, not to macOS Trash
* Items remain in the Trash indefinitely — there is no automatic expiration
* Restoring an item from the Trash preserves all its previous links to other records
* Only database administrators and super-users can view and manage other users' Trash
* Unlinking a record is not the same as deleting it — unlinking removes a connection between two records, while deleting moves the record itself to the Trash
***
## What Happens When You Delete an Item?
When you delete a record in Daylite, the record moves to Daylite's internal Trash — not to macOS Trash. The deleted item:
* Disappears from all active views, search results, and Activity Views
* Retains all of its linked records and data internally, so that restoring the item returns it to its original state
* Remains in the Trash indefinitely until you choose to restore it or permanently delete it
Daylite uses this soft-delete approach so that accidental deletions are always recoverable. Nothing is permanently lost unless you explicitly choose to permanently delete it from the Trash.
***
## How Do You Open the Trash?
To open the Trash Manager:
1. Go to **Window > Trash** from the Daylite menu bar.
The Trash Manager window opens, displaying all items that have been deleted from Daylite.
***
## How Do You Use the Trash Manager?
The Trash Manager provides several tools for reviewing and managing deleted records.
### **Sorting**
You can sort the Trash Manager by three columns:
* **Item Name** — the name of the deleted record
* **Deleted By** — the user who deleted the item
* **Deletion Date** — when the item was deleted
Click any column header to sort by that column. Items are sorted by Deletion Date by default, with the most recently deleted items at the top.
### **Search**
Use the search bar at the top of the Trash Manager to find
### **Identifying Record Types**
Each record type displays a distinct icon in the Trash Manager, making it easy to distinguish between People, Companies, Emails, Tasks, Appointments, Forms, Groups, Opportunities, Projects, and Notes.
### **Viewing Other Users' Trash**
If you are an administrator or super-user in Daylite, you can view and manage items deleted by other users. Select **Other User's Trash** to see their deleted items. This option is not available to standard users.
### **Refreshing the List**
If other items have been deleted while the Trash Manager is open, click **Refresh** to update the list.
***
## How to Restore a Trashed Item
Restoring an item returns it to Daylite and preserves all of its previous links to other records. To restore one or more items:
1. Open the Trash Manager by going to **Window > Trash**.
2. Select the item or items you want to restore.
3. Click **Restore**.
The restored records reappear in their original locations in Daylite with all linked records intact.
***
## How to Permanently Delete a Trashed Item
Permanent deletion removes records from the Daylite database entirely. This action cannot be undone.
1. Open the Trash Manager by going to **Window > Trash**.
2. Select the item or items you want to permanently delete.
3. Click **Delete Permanently**.
{% hint style="info" icon="lightbulb" %}
**Tip:** Consider permanently deleting items from the Trash every quarter as a part of your data maintenance plan. This keeps the Trash to a manageable size while still preserving enough history to recover anything accidentally deleted.
{% endhint %}
To delete older items efficiently, sort the Trash by **Deletion Date** with the oldest items first, then select and permanently delete items in batches.
***
## What's the Difference between Unlinking and Deleting?
This is one of the most common sources of confusion in Daylite, and the distinction matters:
**Unlinking** removes the connection between two records. The records themselves remain in Daylite. For example, if a Person is linked to the wrong Opportunity, you can unlink the Person from that Opportunity. The Person record and the Opportunity record both stay in Daylite — only the link between them is removed.
**Deleting** moves the record itself to the Daylite Trash. A deleted Contact, Task, or Opportunity no longer appears in your views, Activity Views, or search results until you restore it. Deleting removes the record from active use; unlinking removes only a relationship.
This distinction is especially important for emails. When you remove an email from a Daylite item (such as unlinking it from a Project), the email stays in Daylite and in your email account — only the connection is severed. When you remove an email from Daylite entirely, it moves to the Daylite Trash and no longer appears in Activity Views or Stored Emails, but it is not deleted from your email account. Even then, the email is not permanently erased from the Daylite database until you go to the Trash and permanently delete it.
For detailed steps on removing and unlinking emails, see [Removing Emails from Daylite](https://docs.daylite.app/help/mac-fundamentals/email/removing-emails-from-daylite).
***
## Frequently Asked Questions
**Does deleting an item in Daylite permanently erase it?**
No. Deleting a record in Daylite moves it to Daylite's internal Trash, where it remains until you choose to permanently delete it. No data is permanently lost unless you explicitly remove it from the Trash.
**Is the Daylite Trash the same as macOS Trash?**
No. Daylite has its own separate Trash system. Items deleted in Daylite do not appear in macOS Trash, and emptying macOS Trash does not affect Daylite records.
**What happens to linked records when I delete something in Daylite?**
The links are preserved internally. If you restore the deleted item from the Trash, all of its previous links to other records are restored along with it.
**Can I recover an item that was permanently deleted from the Trash?**
No. Permanent deletion removes the record from the Daylite database entirely and cannot be undone.
**If I remove an email from Daylite, does it delete from my email account?**
No. Removing an email from Daylite moves it to the Daylite Trash and removes it from Activity Views and Stored Emails, but the email remains in your connected email account (Gmail, iCloud, Outlook, etc.). Deleting an email using the Trash icon in the Mail toolbar deletes it from your email account but keeps any copy already stored in Daylite. For detailed steps, see [Removing Emails from Daylite](https://docs.daylite.app/help/mac-fundamentals/email/removing-emails-from-daylite).
**Can a standard user see items deleted by other team members?**
No. Only administrators and super-users can view and manage other users' Trash. Standard users can access the Trash Manager to see and restore items they deleted themselves, but they cannot see items deleted by other team members.
**Can I restrict users from deleting records in Daylite?**
Yes. Administrators can configure user permissions to prevent specific users from deleting records through **Settings > Users & Teams > \[User] > Advanced.**
---
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