Download and delete documents safely

Export the files you need and check the full scope before deleting a document.

Document Management: download and delete documents safely

Before you start

You need access to the document and the download action. Deleting requires separate authorization. Follow your organization's records policy before removing anything.

Download one document

  1. Open the document and confirm its identity against the record you need.
  2. Use its download action.
  3. Open the downloaded file and check its contents and file type.

Check whether the result is the original file or a generated representation. A download is an export; it is not a live synchronized copy and does not delete the stored document.

Download a folder

  1. Review the selected folder and the nested content you expect to include.
  2. Use the folder download action available in your environment.
  3. Monitor the result for completion, errors or partial output.
  4. Open every downloaded archive or part and compare its contents with the intended scope.

Check nested folders and repeated file names carefully. Do not treat one successful archive as proof that a larger export contains everything. If the result is incomplete, preserve the error and expected document list before retrying.

Before deleting

Deleting a document can remove it from every folder where that same document is filed. It is not a way to remove only one filing location. Confirm the affected record and all its locations before continuing.

Confirm recovery options with your administrator or support before deletion. Do not assume there is a recycle bin or that a History entry restores the file.

A document copied from a form submission is distinct from its source. Do not assume deleting either record deletes the other or every external copy. Removing a relationship is also different from deleting a document.

Delete one document

  1. Confirm you are authorized to remove the record.
  2. Check the original file, identifying fields and every filing location.
  3. Use the delete action and read the confirmation's stated scope.
  4. Confirm only if the described result matches your intent.
  5. Check the result in the affected locations and retain any completion or error information.

Delete documents in a folder

A bulk deletion can also remove documents from other folders where they are filed. Cancellation does not undo deletions that have already completed.

Before starting, review the document count, nested scope and records filed elsewhere. If you cannot establish the full affected set, ask an administrator to review it first.

Use the available bulk action only after confirming its scope. Review completed, failed and remaining items afterward. Do not assume a cancelled or partially completed operation left every document untouched.

After deletion and retention questions

If the result differs from your intent, stop further deletion and contact support with the document identifiers, time and action taken. Ask what recovery, if any, is possible.

Manual deletion does not schedule or enforce your organization's retention policy. Keep retention decisions in your approved records-management process.

If it does not work

For missing actions, ask your administrator about access. For partial downloads or deletion problems, use the support checklist.

Last reviewed by Lindsay Miceli and published on October 20, 2026 10AM ET