Delete Application Documents and Data in the App

Review considerations for deleting documents, and learn how to delete documents or data from Admissions Connect.

Before You Begin

Working with applications means handling a lot of personal data, also known as personally identifiable information (PII). If applicants or students contact your team to remove their PII, you need a way to remove application data and documents, such as transcripts and letters of recommendation.

Deleting an Action Plan doesn't delete its associated Tasks, Document Checklist Items, or Files associated with the Document Checklist Items.

Important Typically, only admissions directors or Admissions Connect administrators manage application data and documents. If your institution plans to have additional staff members delete data and documents, make sure these users have the correct permissions to do so. If you're an admissions staff member completing these tasks and you can't follow along with the documented steps, ask your Admissions Connect administrator to check your permissions.

Delete Documents
In Admissions Connect, application documents are attached to Document Checklist Item records, which are child records of an Action Plan that’s assigned to the Application. By default, you can’t delete Files from Document Checklist Items.
Delete Data
When an applicant answers a question on their application, that information is stored in various records depending on the subject of the question. For example, a birthdate is stored in a Contact record, and the information about what college an applicant previously attended is stored in an Education History record. In Admissions Connect, applicant data is displayed in the Admissions Connect components using Tasks that are associated with Action Plans.

Delete Documents

In Admissions Connect, application documents are attached to Document Checklist Item records, which are child records of an Action Plan that’s assigned to the Application. By default, you can’t delete Files from Document Checklist Items.

Before you can delete anything, go to Setup and search for and select Document Checklist Settings. Then enable the Checklist Items with Attachments setting.

Now you’re ready to delete an Application requirement document.

From the app, open an Application record and navigate to the Action Plan record.
1. On the Application record, click the Related tab.
2. In the list of Action Plans, click on the Action Plan name that you want to remove the attached document from. If you don't see the plan you're looking for, click View All.
Delete the File attached to the Document Checklist Item.
1. On the Action Plan record, click the Document Checklist Item name related to the file that you want to delete.
2. Click the file name to open its preview.
3. Click the action menu, then click Delete.
Delete the Action Plan from the Application.
1. Go back to the Action Plan record, then click Delete.
Delete the Document Checklist Item.
1. Go back to the Document Checklist Item record. You might still have this open as a subtab of the Application. If you don’t have it open, use a Document Checklist Item list view to find the record you want to delete.
2. On the record page, click the action menu, the click Delete.

When deleting documents, keep in mind that:

You can’t delete a Document Checklist Item record that’s associated with an Action Plan.
After enabling the Checklist Items with Attachments setting, when a File’s Document Checklist Item is deleted while it’s still associated, the File can’t be deleted from Salesforce later.

Delete Data

When an applicant answers a question on their application, that information is stored in various records depending on the subject of the question. For example, a birthdate is stored in a Contact record, and the information about what college an applicant previously attended is stored in an Education History record. In Admissions Connect, applicant data is displayed in the Admissions Connect components using Tasks that are associated with Action Plans.

Delete the Action Plan record assigned to an Application.

Note Deleting the Action Plan ensures that the data you want to delete isn’t displayed in the Admissions Connect components. Keep in mind that the data still exists in Admissions Connect until you delete it.
1. From the app, open an Application record.
2. Click the Related tab.
3. In the list of Action Plans, click on the Action Plan name that you want to delete.
4. Click Delete.
Delete the data. Find and open the record you want to delete, then click Delete. Alternatively, you can be more specific and delete individual fields from the record.