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By default an agent with the right scope and a Full access organization can delete a file or a vault, and the item goes to the trash. Delete approval adds a person to that step: the agent asks, and the member whose agent it is decides. It applies to the agents of personal access tokens and of apps connected through the hosted connector. It does not govern organization API keys.

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For administrators

Open Organization Settings, go to the AI agents tab and find Delete approval: The API reports the setting as deleteApproval on GET /organization: NONE or SELF. The approval is the member’s own, not an administrator’s. It covers deleting a file or a vault. Restoring never needs it (Trash and restore for agents), and agents never delete records.

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For members: what happens

1

The agent asks to delete

The delete is refused with agent_approval_required (403). Nothing is deleted. The error carries an actionId, the status PENDING and expiresAt: the request stays open for 24 hours.
2

You get the request

In the ROOTKey app you get the notification An agent is waiting for your approval. The request is under Pending approvals, on its own page at /agent-approvals/{actionId}. The ROOTKey MCP server puts the link in the error, so your agent can hand it to you.
3

You approve or deny

You approve with a fresh two-factor check. A member who has not turned on two-factor authentication cannot approve.
4

The agent repeats the same request

It runs once. The approval can be used for about 10 minutes after you give it.
If the agent repeats the request while it waits, it gets the same actionId back and nothing new is created. It should wait for you, then repeat the call once, never in a loop. If you deny it, the agent gets agent_approval_denied with the same actionId and the status DENIED. If too many requests of yours are waiting, a new one gets agent_approval_limit_reached.

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What an approval does not change

  • A delete in a Restricted vault is refused whatever you approve (agent_restricted_data_denied).
  • Everything else about the call still applies: the scope, the organization’s mode, your role and your teams.
  • The delete goes to the trash, as always. You can bring it back: see Trash and restore for agents.

AI agents in your organization

The other settings an administrator chooses for agents.

Errors

Every code an agent can be refused with, and what to change.