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Delete and Recover Backlog Items

Delete backlog items that should never have existed and recover deleted items using Recent Changes, Advanced Search, or API queries.

Who deletes and recovers backlog items: Project Admins delete test data, duplicates, and items created in error. Team members may recover accidentally deleted items they own. Product owners verify that critical backlog items aren't deleted by mistake and coordinate recovery when needed.

Permission requirement: Deleting backlog items requires elevated permissions (typically Project Admin role or specific delete permissions). Recovering deleted items (Undo Delete) requires the same permission level as deletion. Viewing deleted items in Recent Changes or Advanced Search requires appropriate project access. Specific permissions depend on your organization's security configuration.

note

Stories are also called Backlog Items. These terms are used interchangeably throughout Digital.ai Agility.

When to Delete Backlog Items​

You should only delete a story (also called a Backlog Item) if it should not have existed in the first place, such as:

  • Duplicate entries created by mistake
  • Items created in error
  • Test data that should not be in the production system

Important: If a backlog item was actually used for tracking work, it should be closed instead of deleted. Closing preserves the item for historical reporting purposes while indicating that no further work is needed.

What Happens When You Delete a Backlog Item​

Deleting a story hides all references to it in the system:

  • The backlog item's child items (tasks and tests), attachments, and links are also deleted
  • Some items in hierarchies cannot be deleted if child items exist. For example, you cannot delete a parent portfolio item if child portfolio items and backlog items exist under it. You must first delete (or move) the children before deleting the parent
  • If a backlog item that has effort tracked against it is deleted, the effort will still be counted and visible on list reports

Delete Backlog Items​

Option 1: In Any Grid​

  1. Click the hamburger icon Hamburger icon > Product > Backlog.
  2. Locate the item you want to delete.
  3. Select Delete from the Edit drop-down button.
  4. Confirm the deletion.

Option 2: On an Asset Details Page​

  1. Click the hamburger icon Hamburger icon > Product > Backlog.
  2. Click on a backlog item title or ID anywhere within the application.
  3. On the asset details page, select Delete from the Edit drop-down button.
  4. Click Delete to confirm.

Locate Deleted Items​

If you need to find a deleted item, use one of these methods:

Option 1: In Recent Changes​

All of your deleted items display in your Recent Changes list. If you realize just after deleting an item that it shouldn't have been deleted, you can view and access it from that list.

The Advanced Search allows you to search for an item that may have been deleted by mistake by you or anyone else. This is useful when you don't know who deleted the item or suspect something used to be there but is no longer visible.

  1. Click the hamburger icon Hamburger icon > Product > Backlog.
  2. Navigate to Advanced Search.
  3. Enter your search criteria.
  4. Select Deleted from the advanced search options to return any deleted assets that match your criteria.

Option 3: Using the API​

Deleted items can also be viewed through an API query. Here's a query example that returns all deleted backlog items in XML format:

http://(server)/(VersionOne)/rest-1.v1/Data/Story?where=IsDeleted='True'

Note: Replace http://(server)/(VersionOne)/ with the initial URL of your Digital.ai Agility system. The query can be further refined by adding a 'where' clause or by selecting certain attributes to be returned. See the rest-1.v1/Data topic for more information on refining queries.

Recover Deleted Items​

If an item is deleted by mistake, you can use Undo Delete to reverse the deletion and restore it to the system. This works for most item types (some exceptions like list values or custom fields cannot be undeleted).

What Gets Restored​

When you undo a delete:

  • All previous relationships are re-established, including links, attachments, child tasks or tests, and other associations
  • If you undo the delete of an item that caused cascaded deletes to child items (tasks, tests, links, or attachments), undoing the delete will restore all child items that were deleted at that same time

How to Undo Delete​

The Undo Delete action is available in two locations:

  1. On the Details Page: Access the deleted item and use the Undo Delete option
  2. In Advanced Search Deleted View: Find the deleted item in the Deleted view of the Advanced Search page and select Undo Delete

Best Practices​

  1. Close Instead of Delete: For backlog items that were actually used for tracking work, close them instead of deleting to preserve historical data.
  2. Verify Before Deleting: Double-check that you're deleting the correct item and that it truly should not exist in the system.
  3. Check Dependencies: Before deleting, verify the item doesn't have children (tasks, tests) or relationships that should be preserved.
  4. Use Recent Changes: Bookmark or check your Recent Changes list immediately after deletion in case you need to quickly recover an item.
  5. Document Reason: If you must delete an item with tracked effort, consider adding a comment explaining why before deletion.
  6. Recover Quickly: If you realize a deletion was a mistake, use Undo Delete immediately to restore all relationships intact.
  7. Train Team Members: Ensure team members understand the difference between closing and deleting to prevent accidental data loss.
  8. Audit Deletions: Use Advanced Search periodically to review deleted items and ensure no important data was removed by mistake.
  9. Use API for Bulk Recovery: For recovering multiple deleted items, consider using the API to identify and restore them efficiently.
  10. Preserve Reporting Data: Remember that closed items still contribute to velocity and other metrics, while deleted items may distort historical reporting.

Troubleshooting​

Why don't I see the Delete option for a backlog item?​

The Delete option requires elevated permissions (typically Project Admin role or specific delete permissions). If Delete doesn't appear in the Edit dropdown menu, you lack the necessary permissions. Contact your Project Admin or Site Admin to request delete permissions if your role requires this capability. Some organizations intentionally restrict delete access to prevent accidental data loss.

Why can't I delete a backlog item that has no tasks or tests?​

Several factors prevent deletion beyond child items: (1) The backlog item may have tracked effort (actuals logged) - systems often protect items with time tracking. (2) The item may be in a closed sprint or project - reopen the container first. (3) The item may be a parent in a portfolio hierarchy - check for child portfolio items or relationships. (4) The item may have dependencies with other stories - remove dependency links first. Review the error message for specific guidance.

Why don't I see a deleted item in my Recent Changes list?​

Recent Changes shows only items you personally deleted or edited. If someone else deleted the item, it won't appear in your Recent Changes - use Advanced Search with the Deleted filter instead to find items deleted by any user. Also note that Recent Changes has a limited history (typically last 20-50 actions) - older deletions may no longer appear. For comprehensive deleted item searches, use Advanced Search or API queries.

Why does Undo Delete fail or not restore all relationships?​

Undo Delete works for most asset types but has limitations: (1) Some system configuration items (list values, custom field definitions) cannot be undeleted. (2) If related assets (parent portfolio item, target sprint) were also deleted, relationships may not fully restore until those items are also recovered. (3) Very old deletions (over 90 days in some systems) may not be recoverable. (4) If the project containing the item was deleted, recover the project first, then the backlog item. Try recovering related assets before the primary item for best results.

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