Deletions - Individual Records

There is already a Delete Record button on the Special Actions menu for Applicants and Contacts, these buttons will be renamed to Delete Contact, as the way this works is changing to delete all profiles for the contact. It will now only be available to users with permission to use this function. 

The Delete Contact button will now also be available from the Special Actions menu for Potential Vendors, Vendors, Potential Landlords and Landlords.

When Delete Contact is clicked the deletion rules that have been turned on in your System Configuration will be checked.

A Profile Summary will be displayed for the person that you are attempting to delete and you will be prompted with the following: 

“You are about to delete all personally identifiable information held for this contact. Please ensure that all outstanding tasks/interactions with this person have been completed before continuing with the deletion process."

If the contact can be deleted you will be asked to confirm that you wish to delete this contact by entering the Deletion Code provided.

The record will be deleted and you will be returned to the Home screen.

If the contact fails this rule you will receive a notification advising you which of the rules are preventing the contact from being deleted, and the Delete option will be disabled. Clicking Cancel will return you to the previous screen.

 

Active Record checks

A number of checks are made before a record can be deleted, to ensure that it is no longer active, so that, for example, you are not left with entries on your dashboard that you are no longer able to clear. These include:

  • There should be no Appraisals Pending or Carried Out - Pending Follow Up

  • Vendors can’t have a Property Instructed On/Off Market or Completed - On Market

  • Landlords can’t have a Property Instructed On/Off Market or Let - On Market

  • There should be no Sent Details not Followed Up for Matches

  • There should be no Pending Viewings or Viewings Requiring Follow Up

  • There should be no Pending Offers

  • There should be no Current or Exchanged Sales

  • There should be no Applications with an Offer Pending or References Pending.

  • Tenancies must be Withdrawn, Terminated or Finished.

  • A person can’t be deleted if linked to an open Maintenance job, it must be Cancelled or Invoice Paid.

  • Leases should be Declined, Terminated or Expired

  • Solicitors can’t be deleted if linked to an Active Sale.

  • To Do's must be Completed

 If a record can’t be deleted because it failed any the active record checks you can review the details for that person, and complete any outstanding tasks. You should then be able to delete the record, subject to any the other rules passing, where turned on. If you are unable to delete a record you will still have the option to archive it.

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