Understand how to remove personally identifiable information from Education Cloud.
| Available in: Lightning Experience |
| Available in: Enterprise, Performance, Unlimited, and Developer Editions with Education Cloud |
| User Permissions Needed | |
|---|---|
| To delete application documents and data: | Education Cloud Full Access |
Applications contain a large amount 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 documents and data, such as transcripts and letters of recommendation. For more information about Education Cloud and personally identifiable information, see Data Protection and Privacy.
Consider these items when you delete application documents and data.
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Deleting an individual application doesn't delete its associated tasks, document checklist items, or files.
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Typically, admissions directors or Salesforce administrators manage application documents and data. If other staff members are involved, make sure they have the necessary permissions. In case of issues, ask your Salesforce administrator to verify permissions.
Delete Documents
In Education Cloud, each application's related documents save as Document Checklist Item records. By default, you can't delete files from document checklist items.
Enable Checklist Items with Attachments
Before users can delete documents, enable a setting that lets them delete document checklist items.
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From Setup, in the Quick Find box, search for Document Checklist Settings, and then select Document Checklist Settings.
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Turn on Checklist Items with Attachments.
After you enable the Checklist Items with Attachments setting, if you delete a file's document checklist item while they're still related, you can't delete the file from Salesforce later.
Delete an Application Requirement Document
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From the App Launcher, search for and select Document Checklist Items.
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Next to the file that you want to delete, click the Actions Menu
and select Delete. -
Click Delete to confirm.
Delete Data
A variety of records store the data that results from an applicant's responses to application questions. The subject of the question determines the type of record. For example, a Contact record stores a birthdate, and a Person Education record stores the information about the college an applicant previously attended.
- From the App Launcher, search for and select the object that has the record you want to delete.
- Click and then select Delete. Alternatively, you can be more specific and delete individual fields from the record.
- Click Delete to confirm.
See Delete Records.