Managing document permissions is essential to protect sensitive information and ensure the right people have the right level of access. With this update, you can separate delete actions from edit permissions in the Documents module, giving you more control over how documents are managed.
In this article, you’ll learn how the delete permissions work, when to use them, and how to configure them for your team.
Overview
Previously, users who had permission to edit documents could also delete them. This included moving documents to the trash, restoring them, or permanently deleting them.
With this update, delete permissions are independent from edit permissions. You can assign delete rights separately, allowing for more precise control over document management.
Three delete permissions are available:
- Delete documents: Controls general deletion of employee documents
- Delete employee documents without folder: Controls deletion of documents not assigned to any folder
- Delete employee documents by folder: Controls deletion permissions at the folder level
Additionally, visibility of the trash bin and delete-related actions now depends on these permissions.
When and why it should be used
This feature is especially useful when:
- You want managers or team leads to edit documents without being able to delete them
- You need to reduce the risk of accidental or unauthorized deletion
- You want to define more granular permissions by folder or document type
- You want tighter control over sensitive or compliance-related documentation
How to use
- Go to Settings
- Click on Permissions
- Select the group you want to configure
- Navigate to Documents
- Open the Employee documents section
- Locate the new delete permission options:
- Delete documents
- Delete employee documents without folder
- Delete employee documents by folder
- Enable or disable each permission depending on the level of access you want to grant
- (Optional) Configure folder-level permissions if using Delete by folder
- Click on Save
Once configured:
- Only users with delete permissions will be able to move documents to trash, restore them, or delete them permanently
- The Trash bin will only be visible to users with delete permissions
If you can edit documents but cannot delete them, make sure the Delete Documents permission is enabled for your role. Edit and delete permissions are now managed separately.
The trash bin is only visible if you have delete permissions. If you do not see the trash bin and you believe you should have access, contact your administrator.
If users lost delete access after the update, it is because a backfill automatically copied previous edit permissions into delete permissions. If access has changed, check if permissions were manually updated afterward.
Tips and best practices
- Review existing roles after activation to ensure permissions align with your company’s policies
- Grant delete permissions only to trusted roles (e.g., HR admins)
- Use folder-based permissions to protect sensitive documents
- Regularly audit permissions to avoid unintended access
FAQ
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Will existing users lose delete permissions after this change?
No. A backfill ensures that users who previously had edit permissions will also have delete permissions by default.
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Can I allow deletion without allowing editing?
Yes. Delete permissions can now be enabled independently from edit permissions.
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Do delete permissions apply on mobile as well?
Yes. Delete, move-to-trash, and restore actions on both web and mobile follow the same permission rules.
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Can I control delete permissions by folder?
Yes. You can assign delete permissions at the folder level using the Delete employee documents by folder option.