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Delete custom form responses

Updated

Available for the following plans: Plus, Unlimited HR, Engage, Elite, Unlimited HR+Payroll,
Available for the following HR plans: Premium, Platinum
Available for the following User Access levels: Admin

Maintaining clean and accurate reporting is a baseline requirement for any organisation. The custom form response deletion feature allows Administrators and Owners to remove test submissions or unwanted data that might otherwise clutter employee files or pollute auditing records. Once removed, these responses are permanently hidden from all customer-facing views.


 

This article will show you how to manage the following:

Remove an individual form response

Delete a single response entry
  1. Log in to Employment Hero.
  2. On the left-hand side navigation menu, click on Compliance.
  3. Navigate to the Forms option.
  4. On the form whose responses you would like to  delete, click on the 3 dots.
  5. Click on Manage Forms.
  6. Locate the response row you want to remove and click the three-dot menu under Actions.
  7. Select the Delete option.
  8. A confirmation modal titled Delete response will appear.
  9. Review the warning: "You are about to permanently delete this response. This cannot be undone. The response will also be removed from the employee's file".
  10. If the response is tied to an active approval workflow, the modal will also note that the pending approval workflow for this response will be cancelled.
  11. Click the Delete button to confirm.

Delete multiple form responses in bulk

Use bulk actions to remove several responses
  1. Log in to Employment Hero.
  2. On the left-hand side navigation menu, click on Compliance.
  3. Navigate to the Forms option.
  4. On the form whose responses you would like to  delete, click on the 3 dots.
  5. Click on Manage Forms.
  6. Click on the Responses tab for the specific form you wish to manage.
  7. Tick the checkboxes next to the responses you wish to select.
    • To select every response visible on the current page, tick the Select all checkbox in the table header.
  8. A bulk action bar will appear at the bottom of the page showing the count of selected responses.
  9. Click the Delete selected button.
    • An info tooltip on Delete selected reads: "Permanently removes selected responses from the responses list and employee files. This action cannot be undone".
    • If no responses are selected, the button is disabled and displays the tooltip: "Select one or more responses to use this action".
  10. Review the Delete responses confirmation modal.
    • The modal will state: "You are about to permanently delete [n] responses. This cannot be undone. Deleted responses will also be removed from employee files".
    • If any selected responses have active approval workflows, the modal will add: "Any pending approval workflows for the selected responses will be cancelled".
  11. Click Delete to finalise the removal.

Cancel pending approval workflows through deletion

Manage workflows during deletion

Deleting a response that is currently part of a pending approval workflow will automatically cancel that workflow. This applies to both individual deletions and bulk actions.

  1. Follow the standard steps to delete a response or multiple responses.
  2. Observe the specific warning in the confirmation modal regarding approval workflow cancellation.
  3. Upon clicking Delete, the response is removed and the associated approval workflow is immediately cancelled within the workflow engine.

Further information

Who has access to delete responses?

The ability to see and use the Delete button is restricted to Administrators, Owners, or users with the create/edit custom form CSS permission. While users with view-only permission can see selection checkboxes and the bulk action bar, they will not see the Delete button or row menu option.

Can I delete approved or draft responses?

Yes. Both responses that have already been approved and those still in draft status can be deleted using the same standard flows. When you delete an approved response, the associated approval record is also soft-deleted.

What happens to the data after deletion?

Deleted responses are permanently removed from the responses list, the submitting employee's file, and all other customer-facing views. Once the deletion is confirmed, the data cannot be recovered through the product.

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