Permanently deleting documents from the Recycle Bin – OkiOki

Do you have sensitive documents that you want to permanently remove from OkiOki? With Permanent delete, you irreversibly remove a document and all related files from the system. This article explains where to find the action, what exactly happens, and which confirmations you will see.

This functionality is available for documents that were previously deleted and are in the Recycle Bin / Prullenbak.

What is the difference between “Delete” and “Permanent delete”?

Delete: the document disappears from your active lists and moves to the Recycle Bin. You can usually still restore it.
Permanent delete: the document is permanently deleted. You can no longer find or recover it in OkiOki.

Where can you find “Permanent delete”?

1) From the recycle bin list

Open the Recycle Bin, click on the overflow menu (the button with three dots) next to a document, and choose Permanent delete.

2) On the detail page of a deleted document

Open a deleted document. On the detail page, you will also find the option Permanent delete.

What is deleted with “Permanent delete”?

The scan and all scan pages
Related files and storage (attachments/binaries)
Extraction data and extraction jobs
Linked document records such as invoice/credit note/Peppol messages associated with this document

After completion, the document disappears permanently from the recycle bin and is not recoverable.

Note: If a document was part of a booking, the booking status may change when you previously moved the document to the recycle bin or delete it permanently. Check for any outstanding tasks after permanent deletion.

Confirmation before permanent deletion

OkiOki always shows a confirmation window to prevent errors.

Confirmation for 1 document

If you permanently delete this document, you will no longer be able to find it in OkiOki.

Confirmation for multiple documents (bulk)

If you permanently delete these documents, you will no longer be able to find them in OkiOki.

Permanently deleting multiple documents at once

Select multiple documents in the recycle bin and choose Permanent delete from the multi-select action menu. Then confirm in the dialog.

Frequently asked questions

Can I still recover a document after “Permanent delete”?

No. The action is irreversible. If you are unsure, restore the document first or download a copy for your own archive, and only then delete it permanently.

What if I got an error message when permanently deleting?

Errors due to interconnections have been resolved in recent updates. Please try again. If you still see an error message, contact support and mention the document and the time.

Step-by-step plan: safe permanent deletion

Go to Documents and open the Recycle Bin.
Choose the document (or select multiple).
Click on Permanent delete via the overflow menu or the multi-select menu.
Read the confirmation carefully and click Delete (for bulk: first type Yes).
Wait for the confirmation; the document disappears from the list.

Best practice: First delete all no-longer-needed documents from the recycle bin in small batches. This way you can better control the impact and prevent unintended loss.

Support

Need help or see unexpected behavior? Create a support ticket from the app or via the help center. Include screenshots and the time of the action where possible.