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Voiding or Deleting Uploaded and Generated Letters/Documents

Creation date: 3/3/2026 5:22 PM Updated: 10/14/2026 10:34 AM cancel letter cancel upload delete delete attachment delete letter delete upload remove remove attachment remove letter void void attachment void letter

Deleting Attachments & Voiding Generated Letters

simpldiscipline allows users to upload attachments and generate letters throughout the system, including within discipline incidents, minor infractions, notes, positive referrals, and truancy tasks.

If a file was uploaded by mistake or a generated letter is no longer needed, users can remove it from active use. However, the process depends on whether the item is an uploaded attachment or a generated letter.

Understanding the Difference

Uploaded Attachments	Generated Letters
Deleted permanently	Voided, not deleted
The file is removed and cannot be recovered.	The letter remains in the record for historical purposes.
Document activity is retained in the audit log.	The letter is marked "Voided" and cannot be selected for parent notifications.

1. Deleting Uploaded Attachments

Users can upload supporting documents, such as screenshots, reports, and other files, to discipline incidents, minor infractions, notes, and truancy tasks.

If an attachment was uploaded in error or is no longer needed, it can be permanently deleted.

Important: Deleting an attachment is permanent.

Once deleted, the actual file cannot be recovered. However, simpldiscipline retains an audit log of the document activity.

What Information Is Retained?

Even after an attachment is deleted, simpldiscipline maintains an audit log containing:

The name of the document.
The user who uploaded the document, including the date and time.
The user who deleted the document, including the date and time.

This provides a historical record of the document activity, even though the file itself has been removed.

How to Delete an Attachment

Step 1: Open the Record

Navigate to the discipline incident, minor infraction, note, or truancy task containing the attachment.

Step 2: Locate the Attachment Section

Find the section displaying uploaded files or attachments.

Step 3: Click Edit

Select the Edit option to manage the attachments.

Edit option for uploaded attachments

Step 4: Select the Attachment(s)

Check the box next to each attachment you want to delete. Multiple attachments can be selected.

Selecting attachments for deletion

Step 5: Delete the Selected Attachments

Click Delete selected.

Step 6: Confirm the Deletion

A warning will appear explaining that the action is permanent. Click OK to confirm.

Result: The selected attachment(s) will be permanently removed from the record. The document activity will remain available in the audit log.

2. Voiding Generated Letters

Unlike uploaded attachments, letters generated within simpldiscipline cannot be deleted. Instead, they can be voided.

Voiding allows users to identify a letter as incorrect or no longer needed while preserving a historical record that the letter was generated.

What Happens When a Letter Is Voided?

The letter remains in the original record for historical purposes.
The letter appears with a strikethrough and a "Voided" label.
The letter is no longer available when sending notifications to parents or guardians.
Voided letters do not appear on the Student Overview page.

Example of a voided letter in simpldiscipline

Why Are Generated Letters Voided Instead of Deleted?

A generated letter may have already been printed, emailed, or shared outside of simpldiscipline. Permanently deleting that letter could remove important documentation.

Voiding preserves the historical record while clearly identifying that the letter should no longer be used.

How to Void a Generated Letter

Step 1: Open the Record

Navigate to the record containing the generated letter.

Step 2: Locate the Letter Section

Find the section displaying the generated letters.

Step 3: Click Edit

Select Edit to manage the generated letters.

Edit option for generated letters

Step 4: Select the Letter(s)

Check the box next to each letter you want to void. Multiple letters can be selected.

Selecting generated letters to void

Step 5: Void the Selected Letters

Click Void selected.

Step 6: Confirm the Action

A warning will appear indicating that the action is permanent. Click OK to confirm.

Result: The selected letter(s) will remain visible in the original record with a Voided label and strikethrough. They will no longer be available for parent or guardian notifications and will not appear on the Student Overview page.

Key Takeaway

Uploaded attachments are permanently deleted. The file cannot be recovered, but an audit trail is maintained.

Generated letters are voided, not deleted. They remain in the original record for historical documentation but are removed from active notification options.