# Entries/Batches Missing After Deletions

If entries or batches disappear unexpectedly, it’s usually due to
deletions or cleanup policies.

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## Entry Deletions

- Trashing an entry means it will not be part of any future batches
  unless it’s restored.
- Permanently deleting entries from Gravity Forms removes them from
  eligibility.
- A batch created later won’t include those deleted entries, even if
  they matched the filter originally.

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## Batch Deletions

- Permanently deleting a batch entry will also delete the entire batch.
- Use caution when cleaning up, as this action cannot be undone.

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## Batch Cleanup

- In **Global Settings**, you can set how often completed and canceled
  batches are cleaned up.
- Options include 1 month, 6 months, 1 year, or Never.
- Once the time is reached, those batches are automatically removed.

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## Active Batches

- Scheduled, pending, or in-progress batches are never deleted. Only completed or canceled batches that haven't been updated within your chosen retention period (1 month, 6 months, etc.) will be cleaned up automatically.
- They remain visible until completed, canceled, or marked complete
  manually.

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## Tips

- If you rely on long-term reporting, set cleanup to **Never** or export
  logs regularly.
- Communicate to staff that deleting or trashing entries also affects
  mailing lists.
- Review your host’s backup policy in case you need to restore lost
  data.

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Understanding how deletions, trashing, and cleanup interact ensures you
don’t lose visibility into past campaigns unintentionally.
