Users with sufficient permission can delete documents from a new hire to assist you with relevant employee document retention regulations for your region.  A deleted document from the Electronic Filing Cabinet cannot be restored or recovered. 

If you do not see the option to delete documents, you lack sufficient permissions and must consult a user with permission to delete documents on your behalf. If you believe you should have permission, consult with your Onboarding administrator to grant you permission to delete documents.

What Documents Can Be Deleted

The following system-generated or uploaded documents can be deleted for a new hire record:

• I-9
• Federal W-4
• State W-4 (when applicable)
• Voluntary Self-Identification
• Individual Policies (with and without documents)
• Custom Forms
• Uploaded Files
• Job Application - When applicable, for new hires sent from the ATS module. Also requires the user to have the permission ‘View Job Application’ in Onboarding.
• Offer Letter - When applicable, for new hires sent from the ATS module. Also requires the user to have the permission ‘View Offer Letters’ in ONB)

What Documents Cannot Be Deleted

The following system-generated documents cannot be deleted for a new hire record:

• Policy Summary - When all individual policies have been deleted, the Policy Summary will no longer be displayed in the Electronic Filing Cabinet.
• Direct Deposit
• Complete Employee File - When all documents are deleted, the complete employee profile will no longer be displayed. This is only when the customer does not require direct deposit, and there is no direct deposit record associated with the employee's record.

Granting Permission to Delete

If you do not see the option to delete the new hire record, you lack sufficient permissions and must be given permission to delete a new hire. If you are unable to update your permissions, you must consult your Onboarding Administrator to grant you permission.

1. Click Administration from the menu bar.
   
2. Click the Users tab.
   
3. Locate your user account and click Edit from the Actions menu.
   

4. Scroll through the permissions section and enable the following permissions. The permissions available may differ depending on your user role.

   • Delete New Hire Record
   • Delete Employee Documents

   

5. Click Save.
6. Log out of your profile and back in to see the new permissions.

How to Delete Documents

A deleted document from the Electronic Filing Cabinet cannot be restored or recovered.

1. Click Electronic Filing Cabinet from the menu bar.
   
2. Search for the employee.
3. Select the document to delete from the drop-down menu.
   
4. Click the ... button under the Action column. 
   
5. Click Delete Document. 
   
6. Click Continue to confirm the document deletion.