Deletion only proceeds after an authorized user explicitly confirms it. This article covers how notifications work, how to review and confirm or cancel a scheduled deletion, and where the deletion date appears on your matters.

Xakia sends reminder notifications at four intervals before a matter’s scheduled deletion date. Each notification is delivered simultaneously via email and the in-app notification bell.

Each email includes a summary card with the matter number, matter name, completion date, retention period, scheduled deletion date, and Matter Manager. The email provides two action buttons:

These buttons work without requiring you to log into Xakia — clicking either one from your email completes the action immediately.

As the deletion date approaches, the email tone escalates. The 3-month email is informational. The 1-month email warns this is your final month to act. The 7-day final notice uses urgent language and red action buttons, emphasizing that deletion is permanent and irreversible.

Retention notifications also appear in the notification bell within Xakia. Clicking a retention notification opens the matter and displays the Review Matter Retention modal automatically.

Actioning a notification via either channel (email or in-app) updates the status across both — confirming via email dismisses the in-app notification, and vice versa.

The Review Matter Retention modal can be accessed by clicking a retention notification in Xakia, or from Matter Retention email. It displays:

A note below the summary confirms that the action will be recorded in the matter audit log.

Once a matter is completed or cancelled with a retention period assigned, a Matter retention section appears on the matter detail page (Details tab). This section shows the Deletion Date — the date the matter is scheduled for permanent deletion.

If your administrator has granted override permissions, you can change the deletion date using the date picker. The deletion date cannot be set to less than 3 months from today. Changing the deletion date resets any prior deletion confirmation — the matter must be re-confirmed against the new date.

When you complete or cancel a matter, a Retention Period dropdown appears at the bottom of the Status Notes panel. This is pre-populated with the value determined by your organization's retention rules.

If your administrator has granted override permissions, you can change the retention period before saving. The available options are: 1 Year, 2 Year, 3 Year, 5 Year, 7 Year, 10 Year, and Do Not Delete (DND).

Selecting Do Not Delete prevents any deletion date from being set. If you later reopen the completion workflow and select a timed period, the deletion date is calculated from the original completion date plus the selected period.

A matter cannot be deleted until deletion has been explicitly confirmed. You can confirm deletion via the email notification buttons, the in-app Review Matter Retention modal, or the matter detail page.

Once confirmed, a green badge appears on the matter detail page showing “Deletion confirmed by [user] on [date]”.

To cancel a confirmed deletion, change the Retention Period to Do Not Delete (DND). This clears the deletion date, removes the confirmation badge, and cancels any pending notifications. Fresh notifications are scheduled if a timed period is later reassigned.

Need help?

If you have any questions, please contact us at support@xakiatech.com or reach out to your Customer Success Manager.