Deleting Case Notes

Case Note Deletion lets Admins permanently delete case notes from Astalty. It is turned off for every organisation until the Account Owner switches it on from Settings → Data Management.

Overview

Astalty normally keeps every case note, so a note that was written in error, saved against the wrong Participant, or created during a data migration has to be corrected rather than removed. Turning on Case Note Deletion adds a Delete Note option to the notes lists across the platform, so an Admin can remove one outright.

Deletion is deliberately gated in two stages: the Account Owner decides whether the organisation allows it at all, and then only Admins can actually delete a note.

Who Can Do What

This is stricter than it first appears, and it is worth setting expectations before you switch it on:

• Only the Account Owner can turn the setting on. No other user sees the Case Note Deletion card, and the ability cannot be granted to an Admin through Role Permissions.
• Only Admins can delete a case note. Managers, Support Workers and Team Members never see the Delete Note option, whatever the setting says.
• Authors cannot delete their own notes. A Support Worker who writes a note in error still has to ask an Admin to remove it — the setting gives authors no delete ability of their own.

Turning On Case Note Deletion

1. From the left-hand menu, select Settings.
2. Select Data Management.
3. On the Case Note Deletion card, select Enable.
4. Read the confirmation message, then select Enable again.

The status chip on the card changes from Disabled to Enabled, and the button becomes Disable.

To turn it off again, select Disable and confirm. Existing notes are untouched — the Delete Note option simply stops appearing, so nobody can delete a case note until it is switched back on. Anything already deleted stays deleted.

Deleting a Case Note

Deletion happens from the notes list itself, not from Settings:

1. Open the notes list that contains the note.
2. Select the three-dot menu at the right of that note's row.
3. Select Delete Note.
4. In the Delete Case Note dialog, select Delete.

The note disappears from the list once it is deleted. Astalty does not show a confirmation message, so the note leaving the list is your only signal that it worked.

Where the Delete Note Option Appears

Once the setting is on, an Admin sees Delete Note on the notes lists for:

• a Participant, on the Notes tab of their profile
• a support, on its Notes tab
• a Group Support, both on an individual Participant's Notes tab and on the All Participants Notes tab
• an internal event, on its Notes card
• a task, in its Notes section

It is not available on notes recorded against a user's record or against a Participant's plan. Those notes cannot be deleted from Astalty at all, even with the setting on.

What Deleting a Case Note Removes

Deleting a case note is a hard delete, not an archive. Along with the note itself, Astalty removes:

• Every revision of the note. The revision history that Admins can normally review goes with it, so there is no record of what the note previously said.
• Any flags on the note. A flagged note disappears from the Note Flagging queue, whether or not it had been reviewed.
• The goal link recorded against the note. If the note linked a support to a Participant's goal, that link is removed.

What Is Not Affected

Deleting a case note leaves everything it was attached to in place:

• the shift, support, Group Support, task or internal event the note was recorded against
• any Documents attached to the note
• other notes on the same record

Things to Keep in Mind

• It is a web-only action. Case notes cannot be deleted from the Astalty mobile app or through the Public API. An Admin has to use Astalty in a browser.
• A note locked by clock-out cannot be deleted by its author. Where Lock Case Notes After Clock-Out is turned on, the Support Worker who wrote the note cannot delete it once the grace period passes — but that lock does not stop an Admin deleting somebody else's locked note.
• System-generated notes cannot be deleted. Notes Astalty creates automatically, such as alert notes, are locked and never show the Delete Note option.
• A missing option is not an error. When the setting is off, or a user lacks the permission, or the note is locked, Delete Note is hidden from the menu entirely rather than greyed out. Astalty gives no on-screen reason why, so check the setting first if an Admin reports the option missing.
• Consider correcting rather than deleting. Editing a note keeps its revision history, which is usually a better audit position than removing the record. Reach for deletion when the note should never have existed — a duplicate, a note on the wrong Participant, or migration data.