Bulk Deleting Participant Documents

Overview

The Account Owner can start a background operation that removes all eligible Documents from one Participant, including archived Documents. Most eligible Documents are permanently deleted. A file that came from an SMS conversation is detached from this Participant instead, so its SMS source and any other eligible record that still uses it are preserved. Other roles cannot start or view this tool.

How to Bulk Delete Documents

Open Data Management

Open Settings > Data Management, then choose bulk Participant Document deletion.

Select a Participant

Select one Participant and choose Continue. The preview counts the Documents currently in scope.

Review and Confirm

Review the Participant and count, then select Delete All Documents and confirm. Only one bulk deletion can process for the same Participant at a time. A second request is rejected until the first finishes.

Wait for Processing

The operation runs in the background. When normal processing completes, the Account Owner who started it receives a notification and can open the results. If the background job itself fails, the result is marked failed; do not assume a completion notification was sent.

Understanding the Results

The result records the total found, number deleted, and each protected Document that was skipped. Successfully deleted Documents remain deleted even when other Documents were protected. An unexpected job failure is different from a completed operation with protected skips.

Documents That Cannot Be Deleted

Astalty skips a Document when it is attached to a Participant Record, Signature Request or Form Submission. It can also skip an SMS-origin file when the file remains on a Case Note that cannot be changed.

An SMS-origin file can be removed from the Participant while remaining listed through another record, such as a Plan. The result explains whether a file was skipped or remains elsewhere. Remove a blocking relationship only when doing so is independently appropriate, then start a new operation for the remaining Documents. Retrying does not restore earlier deletions.