Deleted Items Governance: Automations

User Guide

Automate the clean-up of deleted content across sites based on defined rules.

Overview

Automations allow you to:

• Automatically delete deleted items based on conditions
• Maintain site hygiene without manual effort
• Run clean-ups on a defined schedule
• Ensure consistency at scale

Key Concepts

Set and Forget

Once configured, automations run in the background with no user input required.

Scoped Execution

Automations only return sites where deleted items match the defined conditions.

Creating an Automation

1. Go to Govern > Automations
2. Select Site > Empty Deleted Items
3. Define your conditions:
   • Mandatory: Deleted file age
   • Optional: Site filters (status, owner, purpose, etc.)
4. Set schedule:
   • Weekly or monthly
   • Delay period applied
5. Configure notifications:
   • When results are found
   • When deletions are completed
6. Activate your automation

Example Rule

Delete all deleted items older than 90 days on active sites.

What Automation Shows

• Standard site fields
• Filtered deleted items size (to be deleted)
• Number of deleted items (to be deleted)

How Automation Runs

• Runs in the background according to schedule
• No user input required after setup
• Uses optimised processing to avoid performance impact

Manual Actions Within Automations

From the automation results screen, you can:

• Select one or more sites
• Empty only filtered deleted items
• Empty the entire Deleted Items folder

Best Practices

• Create exceptions to prevent accidental deletion of key sites’ information
• Start with conservative rules (e.g. >90 days)
• Use notifications to monitor impact