Who is this for: Admins, Limited Admins, and users with Delete permission
Platform: Sense HR
Available on: All plans
Before you begin
Make sure you’ve:
☑️ Logged in to Sense HR
☑️ Been given the relevant Admin, Limited Admin, or Delete permission for To Dos
Overview
Archive and Delete both remove a To Do from the active list, but:
Archive removes a the To Do from the active list but keeps it in Sense for audit and compliance.
Delete removes a To Do from the system permanently and cannot be undone.
The option available to you depends on:
the To Do type
the To Do category
whether the To Do is a simple task or a linked task
whether the To Do has already been completed or actioned
your permissions
whether you created the task
whether you are an Admin or Limited Admin
any workflow, system, document, or legal rules that apply
🖊️ Note:
A simple task is a To Do that opens the Task details panel and can be completed by selecting Mark as complete.
A linked task is connected to another action or record in Sense, such as a request, form, document action, or workflow step. To complete it, you complete the linked action.
Archive vs Delete
Action | What it does | When to use it |
Archive | Removes the To Do from the active list but keeps it in Sense. | Use when the To Do should no longer appear as active, but you still need an audit trail. |
Delete | Permanently removes the To Do. | Use only when the To Do was created in error or no longer needs to exist, and deletion is supported. |
Where available, Archive is usually preferred for workflow-created or linked tasks because it keeps an audit trail and avoids interrupting the linked workflow or process unexpectedly.
Archive a To Do
Use Archive when you need to remove a To Do from the active list without permanently deleting it.
To archive a To Do:
Go to HR Dashboard > To do.
Find the To Do you want to archive.
Click the More actions (…) menu on that row.
Select Archive.
Confirm the action when prompted.
The To Do is removed from the active list and can be found again using the Status filter.
Archive action in More actions menu
🖊️ Note:
Archive is not controlled directly by View, Add, Update, or Delete permissions. Archive availability depends on the To Do type, category, admin access, and task rules.
Find archived To Dos
Archived To Dos are hidden from the default active view.
To find archived tasks:
Go to HR Dashboard > To do.
Open the Status filter.
Select Archived.
Click Apply
Review the filtered results.
To Do table Status filter with Archived selected.
Delete a To Do
Use Delete only when the To Do should be permanently removed.
To delete a To Do:
1. Go to HR Dashboard > To do.
2. Find the To Do you want to delete.
3. Click the More actions (…) menu on that row.
4. Select Delete.
5. Confirm the deletion when prompted.
Deleting a To Do cannot be undone.
Delete action in More actions menu
🖊️ Important:
Completed To Dos cannot be deleted.
What happens when you delete a To Do
Deleting a To Do removes it from the To Do list.
Deleting a linked task To Do does not undo the source record, workflow, request, document, or action that created it.
For example:
deleting a linked task does not undo the related request
deleting a linked task does not remove the related document
deleting a linked task does not reverse a workflow action that has already happened
🖊️ Important:
Deleting a linked task may stop the linked workflow or process from completing as expected. Where Archive is available, use Archive instead of Delete so the audit trail is kept.
When Delete is available
Delete is available only where the To Do supports deletion.
For simple tasks, deletion usually depends on:
whether you created the task
whether you have Delete permission
whether you are an Admin or Limited Admin
whether the task has already been completed or archived
For linked tasks, deletion depends on the category and the workflow, request, document action, or system process that created the To Do.
Some linked tasks can be deleted directly from the To Do module. Others cannot be deleted directly and are removed only when the source record is deleted.
Examples of linked tasks that are not deleted directly from the To Do module include:
Event Request tasks, which are removed when the related booking is deleted
Sign Document tasks, which are removed when the related document is deleted
Expense Request tasks, which are removed when the related expense report is deleted
When Archive is available
Archive availability depends on:
the To Do type
the To Do category
whether the To Do has already been completed or actioned
whether the user is an Admin or Limited Admin
any workflow, system, document, or legal rules that apply
Archive is useful when a To Do should no longer be treated as active, but should still remain visible for audit or compliance purposes.
🖊️ Note:
Not every To Do category supports Archive.
Delete or archive a simple task
A simple task is a To Do task that opens the Task details panel and can usually be completed by selecting Mark as complete.
Simple tasks may be created using Add task, or automatically by reminder, notification, or checklist workflows.
For tasks added using Add task:
the creator can usually update the task
the creator can delete the task only if they also have Delete permission
a non-creator cannot delete the task just because they have Delete permission
an Admin or Limited Admin can delete the task where the rules allow
Completed tasks cannot be deleted.
🖊️ Note:
If a task was created as a shared task, Delete and Archive still depend on the task rules, permissions, category, and completion status. Shared assignment does not guarantee that Delete or Archive is available.
Delete or archive a linked task
A linked task is connected to another action or record in Sense.
Examples include:
event requests
expense requests
form submissions
sickness actions
return-to-work actions
personal document read/sign actions
document or picture uploads
new hire actions
Some linked tasks can be deleted from the To Do module. Others can only be removed when the source record is deleted.
Deleting a linked task may mean the related workflow or process does not complete as expected.
Where available, Archive is usually safer than Delete for linked tasks.
Basic Troubleshooting
I cannot see the Archive option
You may not see the Archive option if:
the To Do category does not support Archive
the To Do has already been completed or actioned
you are not an Admin or Limited Admin
a workflow, document, system, or legal rule prevents archiving
I cannot see the Delete option
You may not see the Delete option if:
the To Do does not support deletion
the To Do has already been completed
you did not create the task
you do not have Delete permission
the To Do is a linked task that must be removed from its source record instead
a workflow, document, system, or legal rule prevents deletion
I deleted a linked task and the workflow did not complete
Deleting a linked task can stop the related workflow or process from completing as expected. Where possible, use Archive instead of Delete for workflow-created or linked tasks.
I deleted a To Do but the related request or document still exists
Deleting a To Do does not remove or undo the source record. If you need to remove the related request, document, booking, expense report, or other source record, use the relevant area of Sense.
FAQs
Click to see answers to frequently asked questions
Click to see answers to frequently asked questions
Q: What is the difference between Archive and Delete?
A: The difference between Archive and Delete is that Archive removes the To Do from the active list but keeps it in Sense for audit and compliance. Archived To Dos can still be viewed in the To Do list by filtering for Archived. Delete permanently removes the To Do and cannot be undone.
Q: When should I archive a To Do?
A: You should archive a To Do when it should no longer appear in the active list, but you still need to keep a record of it. Archive is usually safer than Delete for workflow-created or linked tasks.
Q: When should I delete a To Do?
A: You should delete a To Do only when it was created in error or no longer needs to exist, and deletion is supported. Delete permanently removes the To Do and cannot be undone.
Q: Why can’t I delete a To Do?
A: You may not be able to delete a To Do because deletion is not supported for that To Do, the To Do has already been completed, you do not have Delete permission, you did not create the task, or the task must be removed from the source record instead.
Q: Why can’t I delete a completed To Do?
A: You can’t delete a completed To Do because completed To Dos are no longer eligible for deletion. Use the Status filter to find completed To Dos if you need to review them.
Q: Why can’t I delete some linked tasks?
A: You can’t delete some linked tasks because they are controlled by the source record that created them. For example, some Event Request, Sign Document, and Expense Request To Dos are removed only when the related booking, document, or expense report is deleted.
Q: What happens if I delete a linked task?
A: If you delete a linked task, the linked workflow or process may not complete as expected. Deleting the task removes the To Do record, but it does not undo the related request, document, workflow, or source record.
Q: Does deleting a To Do remove the related request or document?
A: No. Deleting a To Do does not remove the related request, document, workflow, booking, expense report, or other source record. To remove the source record, use the relevant area of Sense.
Q: How do I find archived To Dos?
A: To find archived To Dos, go to HR Dashboard > To do, open the Status filter, and select Archived. Archived tasks are hidden from the default active view.
Q: Why can’t I see the Archive option?
A: You may not see the Archive option because Archive is not available for that To Do category, the task has already been completed or actioned, you are not an Admin or Limited Admin, or a workflow, system, document, or legal rule prevents it.
Q: Is Archive controlled by View, Add, Update, or Delete permission?
A: No. Archive is not controlled directly by View, Add, Update, or Delete permission. Archive availability depends on the To Do type, category, admin access, and task rules.
Q: Can I delete or archive a shared task?
A: You may be able to delete or archive a shared task where the task rules allow it. Availability still depends on your permissions, whether you created the task, the task category, completion status, and any workflow, system, document, or legal rules.