Only Owners and Admin users can access and manage Retained Data. To learn more about mailroom user access, feel free to check the full list of mailroom users and their permissions here.
What is Retained Data?
When you delete a parcel, recipient, user, or site from your Parcel Tracker account, it is not immediately removed from the system. Instead, it is moved to the Retained Data section, where it is stored for a configurable period of time before being permanently deleted. This gives you the flexibility to recover accidentally deleted records or export data before it is gone for good.
When you delete a recipient, user, or site, a confirmation pop-up will appear showing any related data that will also be moved to Retained Data. For example, deleting a recipient will also move their associated parcels, and deleting a site will also move its associated recipients. The pop-up will always show you exactly what related data will be affected before you confirm the deletion.
Accessing Retained Data
To view your retained data, log in to your Parcel Tracker account on the web platform and go to Settings > Retained data.
Here you will find four tabs:
Parcels- Deleted parcel recordsRecipients- Deleted recipient profilesUsers- Deleted mailroom usersSites- Deleted sites
Restoring or Permanently Deleting Records
To restore or permanently delete one or more records:
Check the box next to the record(s) you wish to action.
A toolbar will appear at the bottom of the screen showing the number of selected items.
Choose one of the following:
Click
Restoreto recover the selected record(s) back to your active account.Click
Delete foreverto permanently and irreversibly remove the selected record(s) from your system.
Exporting Retained Data
If you need to keep a copy of your deleted records before they are permanently removed, you can export them:
Navigate to the relevant tab (
Parcels,Recipients,Users, orSites).
Click the
Exportbutton in the top right corner of the screen.
Choose one of the following:
Export View- exports only the records currently visible based on your active filters or sorting.Export All Parcels- exports all records in the selected tab regardless of any filters applied.
Setting the Retention Period
The retention period determines how long deleted data is stored before it is automatically and permanently deleted from the system. You can view your current retention period at the top of the Retained Data page.
To change the retention period:
Click
Editnext to theRetention periodlabel at the top of the page.
Set your preferred duration using the
Years,Months, andDaysfields.
If you want data to be retained indefinitely, check the
Retain content permanentlytoggle.
Click
Save Changesto apply your settings.
Once the retention period expires, data is permanently deleted and cannot be recovered.
Need more help?
If you have any questions or run into issues managing your retained data, please reach out to our support team here for assistance!