Document versions and trash in a data room
Upload new versions of a file without losing the old ones, restore an earlier version, and find deleted files in the trash. Deleted files can be restored until the trash is emptied automatically after the chosen period.
When you replace a document in a data room, Arcili keeps the old version in a version history instead of overwriting it. If you delete a file, it goes to the room's trash, where it can be restored — until it is permanently removed. Both are logged in the activity.
Versions and trash are part of the Data room module, which is an add-on.
1Upload a new version
Open a file row, click the … menu (or right-click the file), and choose . In the panel you see the current version at the top and all earlier versions below.
Current version The latest version with file name, size and when it was last updated.
Version 1 Earlier versions are shown with a version number and when they were replaced.
Click Upload new version and pick a file. The new file becomes the current version, and the previous one is automatically moved down into the history. The file keeps its place in the folder structure.
You can only upload a new version when you have write access and while the room is active. An archived data room is read-only.
2Download or restore an earlier version
For each earlier version in the history you can:
- 1Download — get the old version without changing anything in the room ().
- 2Restore this version — make the selected version the current one again ().
When you restore, the current version is saved to the history first, and the selected version becomes the current one. You don't lose the version you restore from. Only participants with write access can restore.
3Delete a file
Files are deleted from the … menu on the row via . You are asked to confirm, because the content is removed from the data room for all participants. A deleted file disappears from the folder but moves to the trash — it is not gone yet.
4Restore from the trash
Click Trash at the top of Documents. Deleted files and folders are listed here with the time they were deleted. For each entry you can:
| Action | Meaning |
|---|---|
| Restore | The file is put back into the data room |
| Delete permanently | The file and all its versions are deleted forever and can NOT be restored |
Deleting permanently removes the file and its entire version history irreversibly. If in doubt, rely on the trash's automatic clean-up instead.
5When the trash is emptied
The trash is emptied automatically after the room's retention period. The default is 30 days. You change the period under in the Clean-up & GDPR section at Empty trash after — you can choose 7, 14, 30, 60 or 90 days.
The same section has a GDPR clean-up, Permanently delete archived rooms after, which after a number of months (or never) permanently deletes all content in an archived room. The activity log is kept as documentation.
When the trash is emptied — automatically or manually — the files and their versions are gone for good. This cannot be undone.