7.7. Delete Documents from the Document Management System

Deleting documents is a cleanup task, but it can affect technicians, account managers, and billing admins who rely on shared reference material. Use it only when a document is obsolete, duplicated, uploaded in error, or no longer belongs in AlgaPSA.

Before deleting, confirm the file is not still needed on a client, ticket, project, asset, contract, or quote. If the document is simply in the wrong place, consider moving it to the correct folder instead of deleting it. Folder organization is covered in Documentation Organization with Folders.

Figure 1: The delete action is the trash can icon on each document card, next to download, share, and move to folder.

1. Navigate to Documents from the sidebar.
2. Locate the document you want to remove. Use search or filters if needed.
3. Review the document name and card details to make sure you have the right item.
4. Click the Delete button, which appears as a trash can icon on the document card.
5. Read the confirmation dialog.
6. Confirm your action to remove the document from the system permanently.

After confirmation, the document should no longer appear on the Documents page or on records where it was attached or linked. If you were viewing a filtered list, clear or refresh the filters if you need to verify that it is gone from the broader document library.

Operational tip: for documents tied to compliance, contracts, or client approvals, check your MSP's retention policy before deleting. A file that looks old may still be needed for audit history, billing review, or a future dispute.