Restoring deleted documents from the recycle bin

Did you accidentally delete a document? As long as it is in the recycle bin (Recycle Bin), you can easily restore it. In this article you will read about:

• which documents you can and cannot restore

• how to find the recycle bin

• what exactly happens to the document and any bookings

1. What is the recycle bin in OkiOki?

The recycle bin is a separate page where you can find deleted documents and, where permitted, restore them.

Important:

• The recycle bin only shows documents that:

  • were added by you (manual upload, email, storage, …) and

  • were deleted by you, and

  • were deleted within the last 30 days.

• The recycle bin does not show:

  • hard duplicates

  • original documents that you yourself have split (only the final, split documents remain relevant)

2. Which documents can I not restore ?

You can restore most deleted documents, but there are a few exceptions.

The following documents do not end up in the recycle bin or cannot be restored:

• Bank statements (including credit card statements)

• Document drafts (for example draft invoices, draft credit notes, draft quotes)

• Finalized documents (e.g. sent sales invoices, sent credit notes, sent quotes)

• Hard duplicates (duplicate documents that OkiOki internally marks as duplicates)

When you delete such documents, they are permanently deleted and cannot be restored via the recycle bin.

3. How do I open the recycle bin?

You can find the recycle bin via the Documents section:

1. Go to Documents in the main menu.

2. In the sub-navigation you will see “Recycle bin” / “Prullenbak” as the last item, with a recycle bin icon.

3. Click on Recycle bin / Prullenbak to open the overview page with deleted documents.

On this page:

• You will by default see the deleted documents, sorted with the most recently deleted at the top.

• You can switch between list view and tile view (grid).

4. How can I restore a document?

You can restore a document in two ways:

4.1. Restore from the recycle bin list

1. Open the recycle bin / Recycle Bin.

2. Find the document you want to restore. You can use the existing filters:

   • sort & group

   • amount filter

   • date filter

   • document type filter

   • source (email, upload, storage, …)

3. Open the overflow menu (…) next to the document.

4. Choose “Restore” / “Herstellen”.

If the document can be restored (so not a bank statement, draft or finalized document), it will be:

• restored to your normal document overview

• reprocessed by OkiOki (see section 6)

4.2. Restore from the detail page of a deleted document

1. Click on a document in the recycle bin to open the detail page.

2. On this page:

   • you see the scan of the document

   • the data is read-only; the right detail column is not shown

   • only the action “Restore” is available (if restoring is permitted)

3. Click “Restore” to restore the document.

5. How long does a document remain in the recycle bin?

• The recycle bin shows all documents that were deleted in the last 30 days.

• After this period the document disappears from the recycle bin and you can no longer restore it.

If you want to keep a document, restore it in time.

6. What happens technically when restoring?

When you restore a document from the recycle bin:

• The scan is reprocessed as if it is a new document.

• All previously extracted data (such as recognized amounts, VAT, counterparty, …) is detached and determined again.

This ensures that:

• old, possibly incorrect recognitions do not persist

• the document properly runs through the normal OkiOki flows again (todo list, bookings, …)

7. What about bookings and documents that have already been sent to the accountant?

• If you delete a document that is already linked to a booking, that booking is marked as “incomplete”.

• If you restore the document:

  • the document is reprocessed

  • the system takes into account the existing logic regarding bookings and links

Documents that have already been sent to your accountant can also (if they are not finalized) end up in the recycle bin and be restored, with the same limitations as above.

8. No results found? Check the recycle bin

When you search in the document overview and no results are found, OkiOki shows a message along the lines of:

“Oops, it seems your search returned no results…
Check your recycle bin to see if the document you are looking for has perhaps been deleted.”

This is an extra hint to first check the recycle bin before uploading the document again.