Delete or void a form submission
When to void vs delete a form submission, how to do each from the UI, what gets removed, and the optional PDF cleanup step.
Two separate actions control the lifecycle of a form submission: Void and Delete. They do different things, and picking the right one avoids accidentally wiping data you still need.
Void vs Delete — the key difference
- Void — marks an unfilled (pending) submission as expired. The recipient's link stops working and they can no longer complete the form. The submission record stays in your list, clearly labelled as voided, so you have a full audit trail. Use this when a form was sent in error or is no longer needed, but you want to keep the record.
- Delete — permanently removes the submission record, all answer data, and any files the recipient uploaded. There is no undo. Use this when you genuinely need to erase the record — for example, a test submission, a duplicate, or a privacy removal request.
How to delete a submission
There are two places you can delete from:
- Sent Forms list — go to https://app.trustpager.com/tools/forms and open the Sent tab. Hover over any submission row to reveal the trash icon on the right, then confirm the deletion in the prompt that appears.
- Submission detail page — open the submission, then click the Delete button in the page header. Same confirmation prompt applies.
The "Also delete the archived PDF" option
If the submission had an auto-archived PDF rendered into your Documents library, the confirmation prompt includes a checkbox: Also delete the archived PDF.
- Unchecked (default) — the PDF is preserved in your Documents library even after the submission is deleted. Useful when you still need the rendered document for compliance or filing purposes.
- Checked — the PDF is permanently removed from Documents alongside the submission. Use this for test submissions or privacy removals where no trace should remain.
The checkbox only appears if an archived PDF exists for that submission. If no PDF was ever rendered, you won't see it.
What gets removed on delete
- The submission record itself
- All answer data entered by the recipient
- Any files the recipient uploaded inside the form
- The auto-archived PDF in Documents — only if you tick the checkbox
The form template is not affected. You can still send the same form to other recipients.
Permissions
Only users with the forms:delete permission see the Delete button and trash icon. By default this is granted to Owners and Admins. To grant it to a custom role, go to https://app.trustpager.com/settings/permissions and enable Delete form submissions for that role.
Via MCP (for AI agents)
The TrustPager MCP exposes a delete_form_submission tool that accepts the submission id and an optional delete_archived_pdf boolean (defaults to false). Agents with the appropriate API key and forms:delete scope can call this directly to clean up submissions programmatically — for example, as part of an automated data-retention workflow.