docs(admin): rewrite deleted files configuration chapter

Update, expand, and clarify trash-bin retention policies, size limits, interactions with quotas, background jobs details, and the various commands based on the current files_trashbin implementation.

Assisted-by: Copilot:gpt-5.6-luna

Signed-off-by: Josh <josh.t.richards@gmail.com>

Author: joshtrichards

admin_manual/configuration_files/trashbin_configuration.rst

@@ -1,57 +1,342 @@
-=========================
-Deleted Items (trash bin)
-=========================
+=============
+Deleted Files
+=============
 
-If the trash bin app is enabled (default), this setting defines the policy
-for when files and folders in the trash bin will be permanently deleted.
+Introduction
+------------
+
+When a file or folder is deleted, Nextcloud normally moves it to the trash bin
+instead of deleting it immediately. This allows the item to be restored later.
+
+Items in the trash bin are permanently deleted when one of the following occurs:
+
+- The account owner selects *Delete permanently*.
+- The configured retention policy expires the item.
+- The effective trash-bin size limit is exceeded and the item is eligible for
+  removal to free space.
+
+Logged-in accounts can access their trash bin by selecting *Deleted files* in
+the **Files** area of the Nextcloud Web interface. Items in the trash bin can
+be restored, downloaded, or permanently deleted.
+
+For information about using the trash bin as an account holder, see the
+:doc:`Deleted files <../user_manual/en/files/deleted_file_management>` section
+of the User Manual.
+
+.. note:: If the *Versions* app is enabled, versions associated with a deleted
+   file are moved to the trash bin and are restored when the file is restored.
+
+When a file is restored, Nextcloud attempts to restore it to its original
+location. If that location no longer exists or is not writable, the file is
+restored to the account's files root. If a file with the same name already
+exists, the restored file receives a unique name.
+
+This functionality is provided by the *Deleted files* app, whose application
+ID is ``files_trashbin``. The app provides:
+
+- The web interface for viewing, restoring, downloading, and permanently
+  deleting items.
+- The trash-bin filesystem integration.
+- Automatic expiration through a background job.
+- The ``trashbin:size``, ``trashbin:expire``, ``trashbin:cleanup``, and
+  ``trashbin:restore`` commands.
+
+Policy Configuration
+--------------------
+
+The ``files_trashbin`` app uses two related mechanisms to determine when items
+are permanently deleted:
+
+- A time-based retention policy configured with
+  ``trashbin_retention_obligation``.
+- An effective trash-bin size limit, configured explicitly or calculated from
+  the account's available space.
+
+The default retention policy is ``auto``. In the default configuration, items
+are retained for at least 30 days. After that minimum retention period, eligible
+items may be permanently deleted when space is needed.
+
+The default effective trash-bin size is calculated as follows:
+
+- For an account with a quota, the trash bin may use up to 50% of the
+  account's remaining quota space.
+- For an account without a quota, the trash bin may use the available
+  filesystem space.
+- If an explicit global or per-account trash-bin size is configured, that
+  value overrides the calculated default.
+
+The 50% calculation is based on the account's **remaining** quota space, not
+the account's total quota. For example, if an account has a 10 GB quota and is
+already using 8 GB, the default trash-bin allowance is calculated from the
+remaining 2 GB.
+
+When the effective trash-bin limit is exceeded, Nextcloud processes the oldest
+items first. An item can be removed to free space only when it is eligible
+under the configured retention policy.
+
+The global retention policy is configured with the
+``trashbin_retention_obligation`` setting in ``config/config.php``:
+
+.. code-block:: php
+
+   'trashbin_retention_obligation' => 'auto',
+
+Available retention policy values are described below. ``D1`` and ``D2`` are
+numbers of days.
+
+``auto``
+   The default policy. This is equivalent to ``auto, auto``.
+
+   Files and folders are retained for at least 30 days. After 30 days, they may
+   be permanently deleted when space is needed.
+
+``D1, auto``
+   Files and folders are retained for at least ``D1`` days. After that, they
+   may be permanently deleted when space is needed.
+
+``auto, D2``
+   Files and folders may be permanently deleted when space is needed,
+   regardless of age. In addition, all items older than ``D2`` days are
+   permanently deleted automatically, even when space is not currently needed.
+
+``D1, D2``
+   Files and folders are retained for at least ``D1`` days. Items older than
+   ``D2`` days are permanently deleted automatically.
+
+   If the effective trash-bin size is exceeded, items older than ``D1`` days
+   may also be deleted early to free space, oldest first. Items younger than
+   ``D1`` days are protected from size-based cleanup.
+
+   Items older than ``D2`` days are deleted automatically even when space is
+   not currently needed. If ``D2`` is smaller than ``D1``, Nextcloud adjusts
+   the effective maximum retention period to ``D1``.
+
+``disabled``
+   Automatic trash-bin expiration is disabled. Files and folders remain in the
+   trash bin until they are manually deleted or another operation removes them.
+
+A single numeric value is also accepted. The value is used as the minimum
+retention period, while the default maximum retention period is 30 days. If
+the resulting maximum period would be shorter than the minimum period, the
+maximum is raised to match the minimum.
+
+For example, ``10`` is equivalent to ``10, 30``: items are retained for at
+least 10 days and are automatically deleted once they exceed 30 days. By
+contrast, ``45`` is equivalent to ``45, 45``, because the default maximum
+of 30 days is shorter than the 45-day minimum and is therefore raised to
+match it.
 
 .. note::
 
-    If the user quota limit is exceeded due to deleted files in the trash bin,
-    retention settings will be ignored and files will be cleaned up until
-    the quota requirements are met.
-
-The app allows for two settings, a minimum time for trash bin retention,
-and a maximum time for trash bin retention.
-Minimum time is the number of days a file will be kept, after which it
-may be deleted. Maximum time is the number of days at which it is guaranteed
-to be deleted.
-Both minimum and maximum times can be set together to explicitly define
-file and folder deletion. For migration purposes, this setting is installed
-initially set to "auto", which is equivalent to the default setting in
-Nextcloud.
-
-You may alter the default pattern in ``config.php``. The default setting is
-``auto``, which sets the default pattern::
-
- 'trashbin_retention_obligation' => 'auto',
-
-Available values:
-
-* ``auto``
-    default setting. keeps files and folders in the trash bin for 30 days
-    and automatically deletes anytime after that if space is needed (note:
-    files may not be deleted if space is not needed).
-* ``D, auto``
-    keeps files and folders in the trash bin for D+ days, delete anytime if
-    space needed (note: files may not be deleted if space is not needed)
-* ``auto, D``
-    delete all files in the trash bin that are older than D days
-    automatically, delete other files anytime if space needed
-* ``D1, D2``
-    keep files and folders in the trash bin for at least D1 days and
-    delete when exceeds D2 days (note: files will not be deleted automatically if space is needed)
-* ``disabled``
-    trash bin auto clean disabled, files and folders will be kept forever
-
-Background job
+   Unlike ``auto``, ``D1, auto``, and ``auto, D2``, this form (including a
+   bare numeric value) disables purely space-triggered cleanup of the trash
+   bin. Items may still be removed early if the trash-bin size limit is
+   exceeded, but only once they are older than the minimum retention period
+   (``D1``).
+
+For clarity, use the explicit ``D1, D2`` form when configuring a numeric
+retention policy.
+
+Trash-bin Size Limits
+---------------------
+
+The ``trashbin:size`` command configures or displays the effective trash-bin
+size.
+
+To display the global default and any per-account values:
+
+.. code-block:: console
+
+   sudo -u www-data php occ trashbin:size
+
+To configure a global trash-bin size:
+
+.. code-block:: console
+
+   sudo -u www-data php occ trashbin:size 10G
+
+To configure a size for a specific account:
+
+.. code-block:: console
+
+   sudo -u www-data php occ trashbin:size --user USER_ID 10G
+
+The ``size`` argument accepts values understood by Nextcloud's file-size
+parser, such as ``500M`` or ``10G``.
+
+A per-account value takes precedence over the global value. If no per-account
+value is configured, the account uses the global value. If neither value is
+configured, Nextcloud uses the calculated default based on the account's
+remaining quota space or available filesystem space.
+
+To display the configured value for one account:
+
+.. code-block:: console
+
+   sudo -u www-data php occ trashbin:size --user USER_ID
+
+Changing a per-account size schedules cleanup for that account. Changing the
+global size causes existing trash bins to be cleaned up, although an account's
+trash bin can temporarily exceed the newly configured size until cleanup is
+performed or another item is moved to the trash bin.
+
+Interaction with Quotas
+~~~~~~~~~~~~~~~~~~~~~~~
+
+An explicit trash-bin size is independent of the account quota. It can
+therefore be used for accounts both with and without quotas.
+
+For accounts with quotas, the following order applies:
+
+#. A per-account ``trashbin_size`` value is used when configured.
+#. Otherwise, the global ``files_trashbin`` ``trashbin_size`` value is used
+   when configured.
+#. Otherwise, the default limit is calculated from 50% of the account's
+   remaining quota space.
+
+When no explicit trash-bin size is configured for an account without a quota,
+the available filesystem space is used to determine whether the trash bin
+needs cleanup.
+
+Trash-bin cleanup does not necessarily remove all deleted files when an
+account exceeds its quota. Items are removed according to the retention policy
+and in oldest-first order until the effective trash-bin space requirement is
+satisfied.
+
+Background Jobs
+---------------
+
+The ``files_trashbin`` app registers a background job for policies with a
+configured maximum retention age, such as ``auto, D2`` and ``D1, D2``. The job
+runs at a 30-minute interval, processes accounts in batches of 10, and runs
+for no more than 30 minutes per invocation.
+
+For the default ``auto`` policy and other policies without a configured
+maximum retention age, the background job does not perform an expiration pass.
+For ``disabled``, automatic expiration is disabled.
+
+Space-based cleanup can instead be scheduled when trash-bin usage or available
+space changes.
+
+The background job is controlled by the ``files_trashbin`` app configuration
+value ``background_job_expire_trash``. It is enabled by default.
+
+To disable the background job:
+
+.. code-block:: console
+
+   sudo -u www-data php occ config:app:set \
+      --value=no files_trashbin background_job_expire_trash
+
+To re-enable it, remove the override:
+
+.. code-block:: console
+
+   sudo -u www-data php occ config:app:delete \
+      files_trashbin background_job_expire_trash
+
+When the background job is disabled, administrators can run expiration
+manually with ``occ trashbin:expire`` or configure an external system task to
+run that command.
+
+Other Commands
 --------------
 
-To permanently delete files a background jobs runs every 30 minutes.
-It's possible to deactivate the background job and setup a (system) cron to expire the versions via occ.
+The below operations are useful under certain circumstances, but do not typically
+need to be used directly.
+
+Expiring Items Manually
+~~~~~~~~~~~~~~~~~~~~~~~
+
+To expire eligible items for all accounts:
+
+.. code-block:: console
+
+   sudo -u www-data php occ trashbin:expire
+
+To expire eligible items for one or more accounts:
+
+.. code-block:: console
+
+   sudo -u www-data php occ trashbin:expire USER_ID
+
+.. code-block:: console
+
+   sudo -u www-data php occ trashbin:expire USER_ID_1 USER_ID_2
+
+The command displays a progress bar when processing all accounts. Use
+``--quiet`` to suppress the progress bar:
+
+.. code-block:: console
+
+   sudo -u www-data php occ trashbin:expire --quiet
+
+For any active retention policy, including the default ``auto`` policy,
+``trashbin:expire`` performs a full expiration pass: it deletes items that
+exceed the configured maximum age, and it also deletes items to satisfy the
+effective trash-bin size limit when needed, subject to the retention
+policy's minimum age.
+
+If trash-bin expiration is disabled (``trashbin_retention_obligation`` set
+to ``disabled``), ``trashbin:expire`` does not delete any items and exits
+with a non-zero status.
+
+Space-based cleanup can also be triggered automatically outside of
+``trashbin:expire`` and the background job — for example, when a file is
+moved to the trash bin or when a change to the account's available space
+causes the effective trash-bin limit to be exceeded.
+
+The trash-bin expiration command is provided by the
+``files_trashbin`` app:
+
+.. code-block:: console
+
+   sudo -u www-data php occ list files_trashbin
+
+Removing All Trashed Items
+~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+To immediately and permanently delete **all** trashed items for all users
+from all configured user backends, bypassing the retention policy entirely,
+use ``trashbin:cleanup --all-users``:
+
+.. code-block:: console
+
+   sudo -u www-data php occ trashbin:cleanup --all-users
+
+To clean up the trash bin for one or more specific accounts:
+
+.. code-block:: console
+
+   sudo -u www-data php occ trashbin:cleanup USER_ID_1 USER_ID_2
+
+The command requires either one or more account IDs or ``--all-users``.
+These forms are mutually exclusive.
+
+.. danger::
+
+   This command deletes trashed items unconditionally and does not honor
+   the configured retention policy. Deleted items cannot be recovered.
+
+Restoring All Trashed Items
+~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+To restore all trashed items for one or more accounts:
+
+.. code-block:: console
+
+   sudo -u www-data php occ trashbin:restore USER_ID_1 USER_ID_2
+
+To restore trashed items for all users from all configured user backends:
+
+.. code-block:: console
 
-Deactivate background job: ``occ config:app:set --value=no files_trashbin background_job_expire_trash``
+   sudo -u www-data php occ trashbin:restore --all-users
 
-Activate background job: ``occ config:app:delete files_trashbin background_job_expire_trash``
+Account IDs and ``--all-users`` are mutually exclusive. The command requires
+one or the other.
 
-Expire versions: ``occ trashbin:expire`` or ``occ trashbin:expire --quiet`` (without the progress bar)
+The command supports additional filters, including ``--since``, ``--until``,
+and ``--scope`` (``user``, ``groupfolders``, or ``all``), as well as
+``--dry-run`` to preview which items would be restored without performing any
+action. See ``occ trashbin:restore --help`` for details.