Delete Form’s Data and Documents

The Delete Form’s Data and Documents tools allow internal users to securely and permanently remove uploaded documents and/or data from published actions. These tools address customer needs for compliance with data retention policies and the secure removal of sensitive information, especially for workspaces tied to past academic years.

With these new tools on the published action page, PowerSchool employees with elevated permission levels can selectively remove uploaded documents and/or data upon customer request.

Note:

• These deletions are permanent and unrecoverable.

• They should only be performed at the explicit request of the customer and after confirming the consequences.

• If documents were delivered to a customer’s SIS via API, deleting them in Enrollment also makes them inaccessible in the SIS.

Scope and Access

• Available only to internal users with the Management role. Without this role, the pertinent sections within the sidebar of the published action are not shown.

• The published action must be Closed or Scheduled Close status.

• Jobs run as background tasks during the nightly processing window (2:00 AM through 5:00 AM CT).

• Jobs are executed one at a time, in queue order (oldest to newest). If not completed within the window, the job is automatically queued for the following night.

Delete Uploaded Documents

Deletes only the documents associated with the published action, including:

• Uploaded documents in DocumentFields, HiddenFields configured to store documents, and ImageFields.

• Document GUIDs in DocumentFields, HiddenFields configured to store documents, and ImageFields from roster records, action sessions, submissions, and submission records.

Delete Data and Uploaded Documents

Deletes all data and all documents associated with the published action, including:

• Primary records: online data container, roster, action sessions, action submissions, submissions, school choice student, year-round update submissions.

• Secondary records: submission history, field-level change history, communication history, approval history, note history, tag history, delivery history, and audit logs.

• Documents: Uploaded documents and GUIDs in DocumentFields, HiddenFields storing documents, and ImageFields.

Scheduled Job History

Once the background job begins processing the queued published action, the job appears in the Scheduled Job History page with:

• Title: will display the job type that was performed along with the form title, academic year, and form ID.

• Job Type: will be DeletePublishedActionData, regardless of the job that was initialized from the published action.

• Status:

  • Completed: job finished with no errors/skips.

  • Failed: job finished with at least one error or skipped item; no automatic retry.

  • Review: job finished with at least one error or skipped item; but will retry automatically the next night.

• Items Processed / Items to Process / Items Skipped counts (documents, images, records).

Job details and error reports are available in the Scheduled Job Detail page.

Retry Logic

If a nightly job fails to successfully delete the data from the published action:

• It will automatically retry for up to three consecutive nights. No action is required from any user.

• Enrollment Support will investigate why the deletion failed to process successfully.

• After three failed attempts, the job is removed from the queue. The deletion must be manually rescheduled by Enrollment Support.