Deletions - configuration settings

There are certain user permissions that allow you to control who can:

• Delete an individual record
• Batch delete records
• Manage deletion requests
• Receive email notification for bulk deletions

This article includes: 

• Deletion Permissions
• Person deletion settings

Deletion Permissions

There are rules which can be applied to prevent you from accidentally batch deleting records that you may not wish to delete, in order to comply with legal and regulatory requirements.

These are explained below:

1. Click Admin on the main homebar
2. In the Admin dropdown menu, click Manage Users
3. Click Edit alongside the Jupix user you want to amend permissions for
4. Scroll down to Deletion Permissions. Click the relevant tickbox to set/amend the permissions assigned to the user

• Notified by email for bulk requests ensures that the user will automatically receive an email notification when a user requests a bulk deletion
• Individual Delete allows the user to delete individual records
• Bulk Delete allows the user to do bulk record deletions
• Manage Deletion Requests allows the user to manage deletion requests

For more information on Managing user permissions, click here. 

Person deletion settings

1. Click Admin on the main homebar
2. In the dropdown menu, click System Configuration
3. Scroll down to the System section. Alongside System Settings, click Edit
4. Scroll down to the Person Deletion Settings section

HMRC

HMRC requires accounting records be retained for 6 years from the end of the financial year.

• Apply HMRC 6 Year Retention rule - When the rule is turned on, you will be able to set the retention period to 6 or 7 years. 
  
  The default setting is 7 years to take account of varying financial year end dates. The rule will be checked for individual and batch deletions and will prevent the deletion of a person's records where there are accounts entries of less than the number of years set by you.

Anti Money Laundering

Anti Money Laundering (AML) regulations require estate agents to carry out identity checks when they establish a business relationship with a client. These checks must be retained for 5 years from the date that the business relationship has come to an end.

• Apply AML 5 Year Retention rule - When the rule is turned on, the rule will be checked for individual and batch deletions, and this will prevent the deletion of a person's records where there has been a business relationship within the last 5 years.
  
  A business relationship starts with an Owner when an appraisal is won and with an Applicant when an offer or application is made.
  
  The business relationship ends with a Vendor or Applicant when the offer has been withdrawn/declined or the sale is completed or fallen through. It ends with a Landlord or Applicant when the application has been withdrawn/offer declined/references unsuccessful, or the tenancy has finished or after the last ledger entry, whichever is the later.

The Property Ombudsman Service

The Property Ombudsman Service requires its members to keep clear and full written records of all transactions for a period of 6 years and produce them when required by the Ombudsman.

• Apply TPOS 6 Year Retention rule - When the rule is turned on, the rule will be checked for individual and batch deletions and this will prevent the deletion of a person's records where there has been any transactions within the last 6 years.
  
  In Jupix, if any of the following applies within the last 6 years, the record falls under the TPOS rule and will not be deleted.
  
  • For any Contact, Owner or Applicant record, if there are any entries in the Notes tab
  • For a Potential Owner, once an appraisal has been booked

  • For an Applicant - any property matches recorded, any viewings booked without a match, any offer or application received without a viewing

  • For a Supplier - a works order has been linked to the Supplier, an Invoice has been added to their Ledger, if a Solicitor they have been linked to Vendor or Applicant record

The above rules will be turned on by default.

If they are turned off, you will see an advisory message of the effect of this and potential consequences.