Important: Purged templates & documents are permanently deleted and cannot be recovered.
This article covers:
Note: The same instructions and setup apply to Template Deletion Rules, which allow admins to automatically delete templates under defined conditions.
Accessing Document Deletion Rules
As an Organisation Admin, navigate to Support > Organisation > Select the relevant Organization
Select Privacy & Security
From this page, admins can view, create, edit, run, enable/disable, or delete purge rules.
Purge/Deletion Rules (Organisation-Level)
Organisation admins can control which documents are purged by defining conditions based on document attributes such as the template used, author, creation date, document state, or assigned labels.
Purge cycles run automatically once per day at 00:00, based on the organisation’s time zone.
These settings help enforce long-term retention policies, such as deleting completed documents after a fixed number of days/months.
Create a Purge/Deletion Rule
To create a new rule, Click Add Rule.
Enter a Rule name (required).
Define one or more purge conditions:
Delete documents older than X days.
Delete documents from template (select one or more templates).
Delete documents from author (select organisation users).
Delete documents within a date range.
Delete documents in a specific state.
Delete documents with specific labels.
Click Save.
At least one condition must be set to save the rule.
Once saved, the rule becomes active but does not affect existing documents unless run manually.
Manage Existing Rules
Each rule in the list includes:
On/Off toggle — enable or disable the rule.
Edit — update the rule name or conditions.
Run rule now — apply the rule immediately to existing documents.
Delete — permanently remove the rule.
Changes to a rule do not retroactively restore documents that have already been purged.
Run a Rule Manually
To apply a rule to existing documents, make sure the toggle is on (rule is enabled):
Select the rule from the list > click ‘Run Rule’ (Play button) > confirm the action.
This immediately purges all documents that meet the rule’s conditions.
Usage Notes
Rules do not run immediately after being created and activated. Active rules will run once per day at 00:00, according to the organisation's time zone settings.
Newly created or updated rules do not automatically purge existing documents unless they are run manually or activated.
Purged documents cannot be recovered.