Archive vs. Trash
Datamolino has two separate ways to remove a document from your active working view, and they behave very differently.
👉 What is Archive
Archive is a separate tab for documents you've finished working on. Moving a document to Archive removes it from your All Files view, but it stays in your account, remains searchable, and can be restored at any time.
👉 What is Trash
Trash is a holding area for deleted documents. Instead of being removed immediately, deleted documents sit in Trash for 45 days - giving you time to restore them if needed - before being permanently deleted.
The short rule: archive is reversible and permanent storage; deleting is reversible only for 45 days and ends in permanent removal.
Archive a document
👉 How to archive a single document?
Open the document you want to archive. The Archive button is at the top of the view. Once clicked, the document will move to the archive tab.
👉 How to bring an archived document back?
Go to the Archive tab.
Open the document you want to unarchive.
Click the Unarchive button at the top of the view.
👉 Are archived documents editable?
No. Archived documents are read-only. To make changes, unarchive the document first, edit it, and then archive it again if needed.
Archive many documents at once
You can archive multiple documents in a single action. There are two common paths: selecting documents from the list, or filtering first and archiving the filtered results.
Bulk operations are limited to 100 documents at a time. If you need to archive more than that, repeat the action in batches or use the filter-based approach below.
👉 How to archive multiple documents from the list?
Open the tab you want to archive from (Ready Files, for example).
Select the documents using the checkboxes on the left of each row.
Go to Tools Menu and select Archive from the drop-down
👉 How to archive a large number of documents using a filter?
Open the tab you want to archive from.
Open the filter and enter your criteria (date range, supplier, status, and so on).
Click Filter.
Click Archive all.
Auto-archive on export
Datamolino can archive documents automatically after a successful export. This is controlled by the Auto-archive exported documents setting in Folder Settings. When the setting is on, an exported document moves straight from the exported state into Archive without you having to do anything.
Auto-archive is on by default. If you prefer to keep exported documents visible in All Files and archive them manually, you can turn it off in Folder Menu → Accounting & Automation → Workflow.
Delete a document
Deleting moves the document into the Trash tab. It is not removed from your account immediately - it stays in Trash for 45 days, after which it is permanently and automatically deleted.
👉 How to delete a single document?
Open the document you want to delete.
Click the actions menu (☰) and select Delete.
The document will move to the Trash tab. The Trash tab is located at the far right of the tab bar.
👉 How to delete multiple documents at once?
Select the documents you want to delete using the checkboxes.
Click the Tools menu and select Delete.
The documents will move to the Trash tab located at the far right of the tab bar. As with archive, bulk delete is limited to 100 documents per action.
👉 Can I permanently delete a document?
No - deleted documents are held in Trash for 45 days before being permanently removed. This is intentional, to protect against accidental deletion.
Restore Documents
Deleted documents are held in the Trash tab for 45 days before being permanently removed. During that time, you can restore them at any point by undeleting them.
👉 How to restore a single document?
Go to the Trash tab.
Open the document you want to restore.
Click the actions menu (☰) and select Undelete.
The document will reappear in All Files.
👉 How to restore multiple documents at once?
Go to the Trash tab.
Select the documents you want to restore using the checkboxes.
Click the Tools menu and select Undelete.
The documents will reappear in All Files.
What cannot be archived or deleted
A few states prevent archive or delete actions. Surfacing them up front saves a trip back to the document:
Documents being processed - Documents that are still uploading, extracting, templating, repairing, or exporting cannot be sent to Trash. Wait until the document reaches a ready state, then try again.
Documents in an approval flow - If your folder uses the Approval Flow add-on, documents with an approval status of awaiting approval, approved, or rejected cannot be deleted via bulk delete. Resolve or remove the approval state first.
Delete archived documents
Archived documents can be deleted, which moves them into Trash and starts the 45-day countdown to permanent removal. There are two ways to do this.
👉 How to delete a single archived document
Open the archived document.
Click the actions menu (☰) and select Delete.
👉 How to delete multiple archived documents at once?
Go to the Archive tab.
Select the documents you want to delete.
Click the Tools menu
Choose Delete from the drop down.
