System Admins can automatically move inactive matters to the bin after a configurable period of inactivity. This helps you stay on top of inactive matters, reduces manual clean-up, and supports compliance with data retention policies - all without the need for external tools or manual effort.
Turning on auto-bin
Go to Admin System > Settings
Click on the card called Auto-bin inactive matters
Customise your settings (see below) and press Turn on auto-bin
Setting | Explanation |
Inactivity period | How long a matter must be inactive before it's automatically binned (min = 30 days | max = 365 days) |
Custom message for binning warning email | An optional message (max 250 characters, plain text only) that appears in the email sent to Matter Admins one week before their matter is binned.
Use this to provide additional context, instructions, or contact details. |
CC recipients for binning warning email | Lets you specify additional people (eg compliance or IT team) to be copied on the binning warning email. Useful for ensuring oversight or internal record-keeping.
Email domains must match a domain assigned to your organization. |
How auto-bin works once turned on
Once the auto-bin feature is turned on, the system will begin checking all your matters daily for inactivity based on the inactivity period you’ve set (eg 180 days).
If a matter is within 7 days of reaching that period, the following happens:
Binning warning email is sent to the Matter Admins of the matters scheduled for binning (along with your optional custom message and any CC recipients you've configured)
Matter Admins have 7 days to review the matter or take action before it is automatically moved to the bin.
After the 7-day warning period, the matter is binned automatically (unless someone views or takes action on the matter in that period).
This process repeats daily, so new inactive matters will continue to be picked up and handled in the same way.
Good to know
When turned on, any matters that already exceed the inactivity threshold - or will meet the threshold within the next 7 days - will still receive a warning email. These matters will then be held and not binned until 7 full days have passed from when the feature was enabled.
System will be recorded as the user who binned the matter
Any activity in the matter (including viewing the matter) will reset the inactivity timer
Editing auto-bin settings
You can update the auto-bin settings at any time. To make changes:
Go to Admin System > Settings
Click on the card called Auto-bin inactive matters
Make changes to the setting you want to edit
Press Save to apply your updates
Changes will take effect immediately and apply to all future binning checks.
Turning off auto-bin
You can turn off the auto-bin feature at any time. To do so:
Go to Admin System > Settings
Click on the card called Auto-bin inactive matters
Press Disable in the bottom right corner
When auto-binning is turned off, new inactive matters will no longer be automatically marked for binning.
However, any matters that were already scheduled to be binned before the feature was disabled will still be binned as originally scheduled. For example, if a matter was set to be auto-binned in 7 days and the feature is turned off on day 5, that matter will still be moved to the bin on day 7.