Adds an entry note with information about the user who moved the entry to the trash.

gk_note_on_trash.php

<?php // DO NOT COPY THIS LINE

/**
 * Add a note whenever a Gravity Forms entry is moved to the Trash.
 *
 * Hook: gform_update_status — fires when an entry’s status changes
 * (e.g., active → trash, spam → active).
 */
add_action( 'gform_update_status', 'gk_note_on_trash', 10, 3 );

function gk_note_on_trash( $entry_id, $new_status, $old_status ) {

	// Only act on transitions INTO the trash.
	if ( $new_status !== 'trash' || $old_status === 'trash' ) {
		return;
	}

	$entry = GFAPI::get_entry( $entry_id );
	if ( is_wp_error( $entry ) ) {
		// Stop gracefully if the entry cannot be fetched.
		return;
	}

	$current_user = wp_get_current_user();
	$user_id      = ( $current_user && $current_user->exists() ) ? $current_user->ID : 0;
	$user_name    = ( $current_user && $current_user->exists() ) ? $current_user->display_name : __( 'System', 'gk' );

	$note_text = sprintf(
		/* translators: 1: user display name, 2: user ID */
		__( 'Entry moved to Trash by %1$s (user ID %2$d).', 'gk' ),
		$user_name,
		$user_id
	);

	// Record the note on the entry.
	GFAPI::add_note(
		$entry_id,   // Entry ID.
		$user_id,    // User ID (0 = System/anonymous).
		$user_name,  // User display name.
		$note_text,  // Note content.
		'system',    // note_type.
		'trash'      // sub_type (custom tag to keep things clear).
	);
}