Sitemate products follow a consistent lifecycle pattern across all record types (forms, templates, photos, lists, list items, assets, folders, and more). It goes:
Active → Archived → Deleted → Hard Deleted
This pattern is used across Dashpivot, Gearbelt, and Flowsite, ensuring predictable and safe behavior wherever you work. It protects your data by reducing the chances of accidental loss while keeping interfaces clean.
Understanding Active State
Active state means your records are available in normal views or in the active folder. This is the first view users will see, and this is the default state for all forms, templates, lists, photos, and other record types in Sitemate products. Basically, all newly created records start in this state.
Understanding Archived State
The Archived state means your form or record is not available in the day-to-day normal view without deleting it. Archiving is the required first step before any record is deleted.
This is done to reduce the chances of accidental data loss while still keeping your workspace tidy. The standard flow is that all records or forms must be archived before they can be deleted.
When a record is archived:
It moves to the Archived tab.
It is not shown in standard views unless it is filtered to include/exclude Archived items when searching.
You can restore it back to Active at any time.
It remains fully intact and do not affect storage limits or performance.
Understanding Deleted State:
Deleting or removing records means removing them after archiving first. A record is Deleted only after it has been archived. When deleting, users must confirm (e.g., type DELETE) to proceed. This confirms intent and prevents accidental data loss.
When a record is deleted:
It is no longer visible in the product interface
May be recoverable by Sitemate Support in emergencies
Not permanently removed unless hard deleted
Deleting a record is rarely needed but if you must, the standard flow would be as follows:
Archive the item first (if not already archived).
From Archived, choose Delete by clicking the red trash icon.
Type [DELETE] to confirm
Understanding Hard Deleted State
A Hard Deleted record is permanently removed from Sitemate systems.
This action is irreversible and cannot be recovered by anyone, including Sitemate Support. We strongly suggest to Archive records when available to avoid losing data.
When a record is hard deleted:
It is no longer visible in the product interface
It is permanent and cannot be recovered by anyone, including Sitemate support
Frequently Asked Questions regarding Archive and Delete
When should I archive vs delete?
When should I archive vs delete?
Archiving is preferred and highly encouraged. There’s no storage limit or performance impact for archived items so deleting is rarely necessary. You should only remove templates and forms when you’re certain the record is no longer needed and you don’t want it visible—even in Archived.
If you need help deciding whether to Archive or Delete, choose to Archive it’s safer and reversible.
How to request recovery of a deleted record in Sitemate Products?
How to request recovery of a deleted record in Sitemate Products?
If a record is hard deleted it cannot be recovered. If there are records that have accidentally been deleted from the archived folder, contact Sitemate Support immediately with the following information:
Product (Dashpivot/Gearbelt/Flowsite)
Project/workspace and folder/path
Record type (form, photo, list, item)
Name/ID and approximate date/time of deletion
If it is still feasible, Support will conduct an emergency retrieval. It's strongly supported to Archive instead of deleting.
Recovery Matrix
Status | Visible in Normal Views | User Can Restore | Sitemate Can Recover | Permanent |
Active | Yes | N/A | N/A | No |
Archived | No (unless filtered) | Yes | N/A | No |
Deleted | No | No | Yes (emergency) | No |
Hard Deleted | No | No | No | Yes |