Keeping your platform organised
Learn about tidying up your platform data
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Learn how to tidy up the data in your platform to declutter and improve your team's navigation!
Over time, your platform can fill up with files, templates, and content that are no longer needed. Whether you're decluttering, preparing for a data refresh, or simply want to optimise storage space, cleaning up your data helps keep your system running smoothly and makes it easier to find what matters.
This guide walks you through how to remove or manage old Files, eLearning packages, Document Templates, and Knowledge Docs – helping you keep your accessplanit platform organised and efficient.
🗺️ Preparing to clean up
The first step before cleaning up your data is the prep phase! This is key to understanding the best approach and keeping track of your progress.
1. Ensure the right people are involved
Check what can be deleted with the full business, it’s always surprising how some teams can be dependant on something that it’s used by anyone else!
We recommend that data clean-up is carried out by Super Administrators. This makes sure the person actioning the tidy up of data process has full visibility of all records and access to every relevant area of the platform. If you’re not a Super Admin, speak to someone in your team who is.
2. Decide what areas you want to tidy up
Think about which areas of the platform you'd like to focus on. For example, are you looking to delete unused Files, outdated eLearning Packages, old Document Templates, or Knowledge Documents that are no longer relevant? You don’t have to do everything at once, start with one area and expand over time!
3. Define a clear date range
Set a clear rule for what counts as ‘old’ or ‘unused’. This will help you identify which items are safe to delete or archive. For example:
Delete anything that hasn’t been updated in the last 3 years
Remove Files that were created more than 5 years ago
Remove eLearning Templates that haven’t had any Delegates registered onto them since 2021
This step helps avoid guesswork and keeps your clean-up consistent when you get into it!
4. Back up anything you might need later
If you think you might need some of the data later – even just for reference – consider downloading or backing it up first. For example:
Export a list of Users before deleting them
Download files or reports you want to store offline
Make sure you have a copy of key eLearning packages before deletion
Your platform doesn’t offer a restore option after data is deleted, so taking a few minutes to back things up can offer peace of mind!
5. Identify when is best for you/your team to clean up your data
Data clean-up can be a focused, detail-heavy task, so it's important to pick the right time. We recommend scheduling this work during quieter periods or outside of peak hours to minimise distractions. This helps reduce the risk of human error and gives you the time and headspace to review and delete data carefully.
There may also be a particular season or time of year that works best for your team, for example, at the end of a training cycle or during a natural platform lull. Plan ahead so you can give the clean-up your full attention.
Data clean up
You’re prepped and ready, now it’s time to start the clean-up!
In the sections below, we’ll guide you through how to review and delete data from key areas of your platform. Each section explains where to find the data, how to identify what’s no longer needed, and the steps to safely remove it.
You don’t need to do everything in one go, feel free to tackle one area at a time and come back when you’re ready. Whether you're clearing out unused files, retiring old templates, or tidying up your eLearning packages, we’ve got you covered.
Data clean up - Files
Before you delete any Files, first define which Files you want to remove from your platform. For example:
All Files that are over 5 year old that are mapped to Invoices
All Files that are over 7 years old
All Files that are over 1000Kb that are not mapped to Courses or Course Templates
This exercise makes sure you are clear on your data clean up goal.
Where to find Files
Files can be found via the ‘Files’ menu option in the main navigation menu
From the Files DataGrid, you can add the following columns to identify when each File was created, updated, and the size of the file.
Date Created
Date Updated
File Size
Identify old files
If you are looking to clear out Files that are over a number of years old, first add the ‘Date Created’ column into your Files DataGrid and sort it ‘ascendingly’, this will place the oldest Files at the top of your DataGrid!
Next, build a DataGrid Filter to only show you Files that were created in a certain date range, using the filter options: Date Created - Between - Date range
Save your Filter for future use.
Identify large files
If you are looking to clear out Files to save storage space, you may want to focus on the large files. First add the ‘File Size (Kb)’ column into your Files DataGrid and sort it ‘descending’, this will place the largest Files at the top of your DataGrid!
Apply filters to your Files DataGrid
Create and apply filters to your Files DataGrid based on your data clean up goals, this makes sure that any Files that don’t meet your clean-up criteria are hidden from view!
Here are a few filters based on the examples used earlier in this guide.
All Files that are over 5 year old that are mapped to Opportunities
Date Created - Less Than - Date 5 year ago
Mapped To Type - Is In - Opportunity
All Files that are over 7 years old
Date Created - Less Than - Date 7 years ago
All Files that are over 1000Kb that are not mapped to Courses or Course Templates
File Size (Kb) - Greater Than or Equal To - 1000
Mapped To Type - Is Not In - Course, Course Template
Download files before deletion
Deleted files cannot be brought back! If you have any concerns that you may need these Files at a later date, you can download them.
To download a File, right-click on the File in your DataGrid and select ‘Download’ from the context menu options.
Top tip!
Did you know that you can create Custom Fields for Files? Using these Custom Fields, you can capture extra information for each File such as ‘Expiry Date’ or ‘File Status’. This information can be really helpful in the future for identifying which files can be removed.
Delete Files
To delete a File, right click on it from the DataGrid and select ‘Delete’
To delete multiple Files, select the items to be deleted in the Files DataGrid, then click on the ‘Delete’ option from the mass actions option at the top left
Tips for avoiding accidental deletion
#1: Include the Mapped To Type in your DataGrid and filters
If there are specific types of Files that you know you shouldn’t delete, such as Files that are assigned to Invoices or Delegates, you can filter these out and keep visibility of this by using t he Mapped To Type column
#2: Assign a status of ‘To be deleted’ for a month and check that these files are not needed during this window
Create a Custom Field labelled ‘To be deleted’ for Files, and use this to flag the Files you plan to delete! Make sure your entire team has a Filter set up to hide these Files, so that you can confidently check they aren’t needed/accessed during your monitoring period.
Please remember
Delete actions cannot be undone, so please take care and review your changes before deleting anything from your accessplanit platform.
Data clean up - Document Templates
Before you delete any Document Templates, first define which you want to remove from your platform. For example:
All Document Templates that are no longer in use
All Document Templates that are over 10 years old
All Document Templates for a specific Training Provider
This exercise makes sure you are clear on your data clean up goal.
Where to find Document Templates
Document Templates can be found in the Administration menu.
Apply filters to your Document Templates DataGrid
Create and apply filters to your DataGrid based on your data clean up goals, this makes sure that any Document Templates that don’t meet your clean-up criteria are hidden from view!
Here are a few examples of filters that you can apply
All Document Templates that are over 7 years old
Date Created - Less Than - Date 7 years ago
All Document Templates that have not been updated for 7 years
Last Updated - Less Than - Date 7 years ago
All Document Templates linked to a specific Training Provider (e.g. that Provider has now merged with another)
Account ID - Is In - select the Training Provider
Identify if your Document Template is in use
There are two areas to check before deleting your Document Templates:
Are your Document Templates assigned to active Course Templates?
Are your Document Templates attached to any Workflow Actions?
Are your Document Templates assigned to active Course Templates?
To check your Course Templates:
Open the Course Templates DataGrid from your main menu
Unapply any filters from the DataGrid that could be hiding active Course Templates
Create a new filter to identify if your Document Template is linked to any Course Templates
If you are checking a register or sign-in sheet Document Template, you will need the following filter conditions:
Register ID - Is In - select your Document Template
Sign in sheet - Is In - select your Document Template
Where the results meet Any of the conditions
If you are checking a certificate Document Template, you will need the following filter conditions:
Certificate ID - Is In - select your Document Template
If you want to check all three, you will need the following filter conditions:
Register ID - Is In - select your Document Template
Sign in sheet - Is In - select your Document Template
Certificate ID - Is In - select your Document Template
Where the results meet Any of the conditions
If any active Course Templates have your Document Template assigned, you should remove/replace it by editing the Course Template.
Are your Document Templates attached to any Workflow Actions?
To check your Workflow Actions:
Open the Document Templates DataGrid from the Administration menu
Make sure you have the column ‘ID’ included in your DataGrid
Apply filters or use the search to find your Document Template, and make a note of it’s ID
Provide this ID to a member of the accessplanit team, they will provide you with a list of all Workflows that have that specific Document Template attached.
Download files before deletion
Deleted Document Templates cannot be brought back! If you have any concerns that you may need them at a later date, you can download them.
To download a Document Template:
From your Document Templates DataGrid right-click on the Document Template you intend to delete
Select the ‘Edit’ option from the context menu options
Scroll down to the ‘Current File’ option
Click the link to download the file!
Top tip
If you’d prefer to disable a Document Template without deleting it, you can do so by unchecking its ‘Active’ option.
Please note: this does not reduce your storage usage.
Delete Document Templates
Please note
There are two ways to delete Document Templates, and the route you take depends on whether you're trying to free up storage space.
If you do need to free up storage space:
To fully remove the Document Templates from the server and reclaim the space they’re using, please send a list of the templates you’d like to delete to a member of the accessplanit team. Make sure to include both the ‘ID’ and ‘Name’ for each Document Template. Our team will complete the deletion for you securely.
If you don’t need to free up storage space:
You can delete the Document Templates yourself by following the steps outlined below. This will remove the templates from your platform, but they will still take up server storage in the background.
Right click on it from the Document Templates DataGrid and select ‘Delete’
To delete multiple Document Templates, select the items to be deleted in the DataGrid, then click on the ‘Delete’ option from the mass actions option at the top left
Please remember
Delete actions cannot be undone, so please take care and review your changes before deleting anything from your accessplanit platform.
Data clean up - eLearning Packages
Before you delete any eLearning Packages, first define which you want to remove from your platform. For example:
All eLearning Packages that are no longer in use
All eLearning Packages that are over 10 years old
All eLearning Packages for a specific Training Provider
This exercise makes sure you are clear on your data clean up goal.
Where to find eLearning Packages
eLearning Packages can be found in the Administration menu.
Apply filters to your eLearning Packages DataGrid
Create and apply filters to your DataGrid based on your data clean up goals, this makes sure that any eLearning Packages that don’t meet your clean-up criteria are hidden from view!
Here are a few examples of filters that you can apply:
All eLearning Packages that are over 7 years old
Date Created - Less Than - Date 7 years ago
All eLearning Packages that have not been updated for 7 years
Date Updated - Less Than - Date 7 years ago
All eLearning Packages linked to a specific Training Provider (e.g. that Provider has now merged with another)
Training Provider - Is In - select the Training Provider
Identify if your eLearning Package is in use
There are two areas to check before deleting an eLearning Package:
Is your eLearning Package assigned to active Course Templates?
Is your eLearning Package assigned to any in progress eLearning Delegates?
Is your eLearning Package assigned to active Course Templates?
To check your Course Templates:
Open the Course Templates DataGrid from your main menu
Unapply any filters from the DataGrid that could be hiding active Course Templates
Create a new filter to identify if your eLearning Package is linked to any Course Templates, use the following filter condition:
eLearning Package ID - Is In - select your eLearning package
If any active Course Templates have your eLearning Package assigned, you should remove/replace it by editing the Course Template.
Is your eLearning Package assigned to any in progress eLearning Delegates?
To check your eLearning Delegates:
Open the eLearning Packages DataGrid from the Administration menu
Apply filters or use the search to find your Document Template, and copy it’s ‘Title’
If there are multiple eLearning Packages with the same title, rename it to distinguish it from the other(s)Open the eLearning Delegates Smart Grid
Unapply any filters from the DataGrid that could be hiding active / in progress eLearning Delegates
Create a new filter to identify if your eLearning Package is linked to any Delegates, use the following filter condition:
eLearning Package - Equal To - paste in the title of your eLearning package
If any active Delegates are currently assigned your eLearning Package, removing it from the platform will stop them from being able to access their eLearning Course. We recommend registering them onto a replacement course before removing the package.
Download files before deletion
There is no download option available for eLearning Packages within the platform.
Delete eLearning Packages
Please note
When an eLearning Package is deleted, any eLearning Delegates who are linked to that package (whether they were in progress or have completed it) will lose access to their course overview and SCORM activity. This happens because the package itself is no longer available for the system to reference. However, please note that the Delegate record and associated Course will still remain in your platform.
To delete an eLearning Package, open the eLearning Packages DataGrid from the Administration menu.
Make sure you have the ‘Title’ and ‘Package ID’ columns included in your DataGrid
Provide the Title and Package ID for each eLearning package you would like to be deleted to a member of the accessplanit team, they will then arrange for them to be removed from your platform.
Please remember
Delete actions cannot be undone, so please take care and review your changes before requesting anything to be deleted from your accessplanit platform.
Data clean up - Knowledge Documents
Before you delete any Knowledge Documents, first define which you want to remove from your platform. For example:
All Knowledge Documents that are no longer in use
All Knowledge Documents that are over 10 years old
All Knowledge Documents for a specific Training Provider
This exercise makes sure you are clear on your data clean up goal.
Where to find Knowledge Documents
Knowledge Documents can be found in the Administration menu.
Apply filters to your Knowledge Documents DataGrid
Create and apply filters to your DataGrid based on your data clean up goals, this makes sure that any Knowledge Documents that don’t meet your clean-up criteria are hidden from view!
Here are a few examples of filters that you can apply:
All eLearning Packages that are over 7 years old
Date Created - Less Than - Date 7 years ago
All eLearning Packages that have not been updated for 7 years
Date Updated - Less Than - Date 7 years ago
All eLearning Packages linked to a specific Training Provider (e.g. that Provider has now merged with another)
Training Provider - Is In - select the Training Provider
Identify if your Knowledge Document is in use
There are two areas to check before deleting a Knowledge Document:
Is your Knowledge Documents assigned to active Course Templates?
Is your Knowledge Documents assigned to any in progress Document Delegates?
Is your Knowledge Documents assigned to active Course Templates?
To check your Course Templates:
Open the Course Templates DataGrid from your main menu
Unapply any filters from the DataGrid that could be hiding active Course Templates
Create a new filter to identify if your eLearning Package is linked to any Course Templates, use the following filter condition:
Knowledge Document Package ID - Is In - select your Knowledge Document
If any active Course Templates have your eLearning Package assigned, you should remove/replace it by editing the Course Template.
Is your Knowledge Documents assigned to any in progress Document Delegates?
To check your Document Delegates:
Open the Knowledge Document Delegates Smart Grid
Unapply any filters from the DataGrid that could be hiding active / in progress Document Delegates
Create a new filter to identify if your Knowledge Document Package is linked to any Delegates, use the following filter condition:
Knowledge Document Package ID - Is In - select your Knowledge Document
If any active Delegates are currently assigned your Knowledge Document Package, removing it from the platform will stop them from being able to access their Course. We recommend registering them onto a replacement course before removing the package.
Download files before deletion
Deleted files cannot be brought back! If you have any concerns that you may need these Knowledge Document packages at a later date, you can download them.
To download a Knowledge Document:
Open the Knowledge Documents page from the Administration menu
Select the Training Provider that owns the Knowledge Document from the ‘Active Account’ drop down box at the top of the page
Find the Knowledge Document you want to delete, and click it’s title
From the pop-over window, select the document and then click the ‘Download' button at the bottom of the window
Delete Knowledge Documents
To delete an Knowledge Document, open the Knowledge Documents page from the Administration menu.
Select the Training Provider that owns the Knowledge Document from the ‘Active Account’ drop down box at the top of the page
Find the Knowledge Document you want to delete, and click on the red 'x' icon besides it
Confirm that you are happy for this Knowledge Document package to be deleted
Please remember
Delete actions cannot be undone, so please take care and review your changes before deleting anything from your accessplanit platform.
Top tips for staying organised!
Once you’ve tidied up your data, it’s a great time to put a few habits in place to help keep things organised going forward. Here are two easy ways to stay in control of your content:
1. Make use of Custom Fields
For your Files, you can create and apply Custom Fields to keep track of key information like:
Department owner (so it’s clear who’s responsible for the content)
Review or Expiry date (so you know when to revisit it)
File status (for example, “Draft”, “Live”, or “Outdated”)
This makes it much easier to filter, review, and clean up again in the future.
2. Label everything clearly
Whether it’s a File, a Document Template, an eLearning Package, or a Knowledge doc - clear, consistent naming is your best friend. We recommend including Version Numbers (e.g. v1.0, v2.1) within the labels of your items. Doing this will help your team spot the most up-to-date version quickly and avoid duplication or confusion down the line!
Can accessplanit help?
Yes we absolutely can!
If you’d rather not take on the task of deleting data yourself, we offer a professional service where our team can handle the clean-up for you. Whether it’s removing old files, tidying up Document Templates, or retiring unused eLearning packages, our experts can take care of it safely and efficiently, saving you time and giving you peace of mind.
Please note
This is a chargeable service, if you’re interested, speak to your Customer Success Manager to find out more or to get a quote!
Leave the heavy lifting to us, we’re happy to help!
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