Overview
This article is for all users—including Administrators, Posting Managers, Non Posting Managers, Viewing Managers, and Assigned Users—who need to manage application notes and attached files. It explains who can edit or delete notes, how note history is tracked, how to delete manually uploaded files, and how to handle applicant-supplied attachments.
How to Manage Application Notes and Attached Files
Follow the steps below to edit or delete notes and to delete attachments from an application record.
Edit or Delete an Application Note (Within 30 Minutes)
Open the application record and go to the Timeline.
In the note history, select Edit within 30 minutes of creating your note to make changes.
Or select Delete within 30 minutes of creating your note to remove it.
Only the note’s author or an Administrator can edit or delete notes.
Important: Deleting a note is permanent. Deletions are tracked in the Timeline with the deleting user’s name, date, and time, and the original note cannot be retrieved.
Note: When a note is edited, the editing user’s name, date, and time appear at the bottom of the note details. The original text is not tracked, and the note’s original creation date does not change.
Note: This capability depends on configuration. If the feature to edit/delete notes is disabled, the options will not appear. An Administrator can contact the Support Team to request turning off the “Enable Editing/Deleting Notes on Application” feature.
Delete Manually Uploaded Files (Admin or Uploader Only)
From the application record, select the Resume tab to view attachments.
Select Delete next to a file that was manually uploaded by an Administrator or by the user who originally uploaded it.
When prompted, select Submit to confirm deletion.
Or select Cancel to exit without deleting.
Important: If the file was supplied during the application process—or if file deletion is not enabled—the Delete option is not available. After deletion, the file no longer appears under the Resume tab.
Handle Applicant-Supplied Files (Cannot Be Deleted by Staff)
Applicant-uploaded files cannot be removed by staff. Ask the applicant to remove the file.
Set the application to editable status by selecting Reset the Application to Incomplete.
The applicant can then sign in and remove their attachment.
Reporting/Troubleshooting/Best Practices
If you do not see Edit or Delete for a note, the feature may be disabled, the 30-minute window has passed, or you are not the note’s author or an Administrator.
If you do not see Delete for a file, it may have been supplied during the application process or file deletion is not enabled.
Confirm the application record and Timeline/Resume locations before taking action to ensure you are modifying the correct item.
FAQs
Who can edit or delete a note on an application?
The note’s author or an Administrator can edit or delete a note, and only within 30 minutes of creation if the feature is enabled.
How long do I have to edit or delete a note?
You have 30 minutes from the time the note is created, assuming the feature is enabled.
What happens when a note is deleted?
The deletion is tracked with the user’s name, date, and time in the Timeline, and the original note cannot be retrieved.
What happens when a note is edited?
The editor’s name, date, and time are shown on the note; the original text is not tracked, and the creation date does not change.
Who can delete manually uploaded files on an application?
The Administrator or the user who uploaded the file can delete it from the Resume tab.
Can I delete files the applicant uploaded?
No. Reset the application to Incomplete so the applicant can remove the attachment themselves.