> ## Documentation Index
> Fetch the complete documentation index at: https://learn.nextedy.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Configure Remove/Delete Actions

> Control how risk items and downstream tasks are removed from the Nextedy RISKSHEET grid by choosing among permanent deletion, recycle bin retention, and status-based soft-delete strategies.

export const LastReviewed = ({date}) => {
  if (!date) return null;
  const formatted = new Date(`${date}T00:00:00Z`).toLocaleDateString("en-US", {
    year: "numeric",
    month: "long",
    day: "numeric",
    timeZone: "UTC"
  });
  return <p className="mt-10 text-sm text-gray-400 dark:text-zinc-500 not-prose">
      Last reviewed on {formatted}
    </p>;
};

<Steps>
  <Step title="Choose a Remove Strategy">
    <Frame>
      <img src="https://mintcdn.com/none-17b4493f/AIn5YJnEEQyTvSQd/risksheet/images/48001191986/1.png?fit=max&auto=format&n=AIn5YJnEEQyTvSQd&q=85&s=5e8a2de0806904e35707481859a5c62f" alt="Removing a risk item from the Risksheet grid — behavior is controlled by the removeStrategy property" width="3106" height="980" data-path="risksheet/images/48001191986/1.png" />
    </Frame>

    The `dataTypes.risk.removeStrategy` property in the sheet configuration determines what happens when a user removes a risk item from the grid. Risksheet supports four removal strategies. The default is `delete`, which permanently removes the work item from Polarion:

    ```yaml theme={null}
    dataTypes:
      risk:
        type: fmeaRisk
        role: has_risk
        removeStrategy: delete
    ```

    | Strategy      | Behavior                                                           | Recoverable                        | Version      |
    | ------------- | ------------------------------------------------------------------ | ---------------------------------- | ------------ |
    | `delete`      | Permanently deletes the Polarion work item                         | No                                 | All versions |
    | `rejected`    | Transitions the item to a rejected status, hiding it from the grid | Yes, via workflow transition       | All versions |
    | `recycle_bin` | Moves the work item to a hidden recycle bin instead of deleting it | Yes, via recycle bin restore       | All versions |
    | `hide`        | Item remains but is filtered out by `rejectedStatus`               | Yes, by clearing the status filter | v23.7.7+     |

    <Frame>
      <img src="https://mintcdn.com/none-17b4493f/yWl5nA2D0IzEnZC1/risksheet/diagrams/guides/risk-management/remove-delete-risk/diagram-1.svg?fit=max&auto=format&n=yWl5nA2D0IzEnZC1&q=85&s=04bde9a5f149badd24d32b191cc61d30" alt="diagram" style={{ maxWidth: "720px", width: "100%" }} width="720" height="320" data-path="risksheet/diagrams/guides/risk-management/remove-delete-risk/diagram-1.svg" />
    </Frame>

    For regulated environments where traceability requires preserving all risk items (for example, ISO 26262, ISO 14971), the `rejected`, `recycle_bin`, or `hide` strategies are recommended over hard `delete`. The `hide` strategy (v23.7.7+) is the lightest touch — the work item is untouched, and visibility is controlled purely through the configured `rejectedStatus` filter.
  </Step>

  <Step title="Configure Status-Based Soft Delete">
    For the `rejected` and `hide` strategies, configure the rejected status properties in the sheet configuration. These hide the item from the grid by transitioning it to (or filtering it by) a specific workflow state:

    ```yaml theme={null}
    dataTypes:
      risk:
        type: fmeaRisk
        role: has_risk
        removeStrategy: rejected
        rejectedAction: reject
        rejectedStatus: rejected
        rejectedResolution: invalid
    ```

    | Property             | Default    | Description                                                                     |
    | -------------------- | ---------- | ------------------------------------------------------------------------------- |
    | `rejectedAction`     | `reject`   | Workflow action to execute when removing the item (used by `rejected`)          |
    | `rejectedStatus`     | `rejected` | Target status after the action executes; also the status that `hide` filters on |
    | `rejectedResolution` | `invalid`  | Resolution value set on the work item                                           |

    When a user removes a risk item with the `rejected` strategy, Risksheet executes the workflow action, setting the item's status and resolution. Items in the `rejectedStatus` are automatically filtered from the grid view. With `hide`, the work item itself stays unchanged — only the grid's filter on `rejectedStatus` controls visibility.

    <Warning title="Workflow action must exist on the work item type">
      The `rejectedAction` must correspond to a valid workflow action available from the item's current state. If the action does not exist or is not reachable, the removal fails with a "No rejected action found" error. Verify the workflow configuration in Polarion's workflow editor.
    </Warning>

    <Warning title="Imported work items may fail to delete">
      Work items imported via the Polarion XLSX importer may fail to delete even when manually created items delete without error. The "No rejected action found" error indicates a workflow mismatch specific to imported items. Verify that the `rejectedAction` is available from the workflow state assigned to imported work items.
    </Warning>
  </Step>

  <Step title="Verify Workflow Configuration">
    Ensure your Polarion work item workflow supports the configured transition:

    1. Open the Polarion workflow editor for your risk work item type
    2. Verify that the `reject` action (or your configured `rejectedAction`) is available from all active states
    3. Confirm the action transitions to the `rejected` status (or your configured `rejectedStatus`)
    4. Ensure the `rejected` status allows the configured resolution value

    <Tip title="Resolution field is not editable in Risksheet">
      The Polarion resolution field cannot be directly displayed or edited in the Risksheet grid. Use `rejectedAction`, `rejectedStatus`, and `rejectedResolution` in the `dataTypes` section of the sheet configuration to handle rejection automatically through the workflow.
    </Tip>

    <Note title="Electronic signatures are not supported">
      Risksheet does not support electronic signatures for rejection workflows due to Polarion API limitations. If your process requires signatures when rejecting items, split the rejection into a Risksheet action (without signature) and a separate Polarion workflow action (with signature) performed outside Risksheet.
    </Note>
  </Step>

  <Step title="Configure Task Removal Behavior">
    Downstream task items have their own removal logic with two distinct behaviors depending on whether the risk item has single or multiple tasks:

    * **Multiple tasks**: the task row is deleted from the grid, and the link relationship is removed
    * **Single task**: the task fields are cleared from the row, but the risk item row is preserved

    All task removal operations are fully undoable through the undo function.

    <Tip title="Prevent task removal">
      Tasks linked to a risk item with the read-only flag set are protected from removal. Use Polarion permissions on the underlying task work item type to enforce stricter constraints when needed.
    </Tip>
  </Step>

  <Step title="Restrict Item Creation">
    To prevent users from creating new items directly in Risksheet (ensuring all required fields are filled in Polarion), the sheet configuration offers two controls:

    * Set `canCreate: false` on `dataTypes.task` to globally disable task creation from the grid
    * Set `canCreate: false` on individual `itemLink`, `multiItemLink`, or `taskLink` column configurations to allow linking existing items only

    ```yaml theme={null}
    dataTypes:
      task:
        type: mitigation
        role: mitigates
        canCreate: false
    columns:
      - bindings: linkedReq
        type: itemLink
        canCreate: false
    ```

    <Tip title="Toolbar delete vs. keyboard Delete">
      The toolbar delete button removes the entire row from the grid. To clear only a cell's content without removing the row, use the keyboard Delete key instead.
    </Tip>
  </Step>
</Steps>

## Verification

After saving your sheet configuration:

1. Open a Risksheet document with risk items
2. Right-click on a risk item to open the context menu
3. Select the remove option
4. For `delete`: confirm the item is permanently removed from Polarion
5. For `rejected`: confirm the item disappears from the grid and that its status and resolution match the configured values in Polarion
6. For `recycle_bin`: confirm the item is no longer visible in Polarion's main views but can be recovered from the recycle bin
7. For `hide` (v23.7.7+): confirm the item is hidden from the grid but still exists unchanged in Polarion, and reappears when the `rejectedStatus` filter is cleared

You should now see the configured remove behavior when deleting risk items. With any non-`delete` strategy, items are hidden from Risksheet but remain as work items in Polarion — all data continues to live in Polarion and is subject to Polarion authorization and audit. You can find soft-removed items using Polarion queries that include the rejected status, and restore them by changing the status back to an active state.

## See Also

* [Configure Multiple Risk Types](/risksheet/guides/risk-management/multiple-risk-types) — risk type configuration
* [Configure Downstream Tasks](/risksheet/guides/risk-management/downstream-tasks) — task data type setup
* [Configure Permissions](/risksheet/guides/administration/permissions) — access control for removal actions
* [Customize the Context Menu](/risksheet/guides/customization/context-menu) — context menu options
* [Configure FMEA Workflows](/risksheet/guides/risk-management/fmea-configuration) — FMEA workflow with reject actions

<LastReviewed date="2026-06-24" />