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Forced Data Deletion
Normally, users will go into the asset, procedures, tasks, schedules, inventory, and contact modules to try and delete unnecessary records. If they are not currently in use, or used for historical purposes, these records can be deleted using the Delete icon from the ribbons. When you click on the delete icon, the system will check for any related work orders and history transactions. If this additional information is affected, no deletion can occur. However, sometimes the user has a need to delete these records regardless of the information attached. This can be done using the Forced Data Deletion functionality under Utilities.
Note: No General Ledger Account totals or costing information are affected by forced deletion. Rows in the Cost Transaction Log and Work Order system are never deleted.
Forced Data Deletion will remove the records from iMaint without any regard to history, transactions or loss of data. For this reason DPSI suggests that access to this feature be well secured through the iMaint Security. This form is found under the Management node of the Utilities module. You may select the following types of records for forced deletion:
Assets
Procedures
Tasks
Parts
Contacts
Schedule Asset/Procedure Lines
Once on the Forced Data Deletion form, the user is prompted for the type of record they want to delete, such as an asset, part, schedule AP lines or contact. You must then specify an exact record ID to delete. When you click on Delete, a message will display to confirm you wish to delete this record and ALL related data. Click Yes to continue.
Force Deletion of an Asset Example
use the drop down menu to select Asset and then you may use the lookup button to search for the specific Asset ID. Click on Delete, and confirm to start the forced deletion process. Same for procedures, tasks, schedules, parts and contacts.
Note when deleting Assets: If blanking the ID on the PM schedule leaves the schedule with no other assets, then the schedule row is completely deleted from the application and any references to it are also deleted or blanked out. The deletion of the schedule row is logged in the Activity Log with a special note that it was deleted in response to deleting Asset ID xxx (where xxx is the ID of the asset being deleted). Also, if the deletion of an Asset were to cause a disruption in the Work Order business logic, such as duplicate Asset/Procedure line items, the record cannot be deleted. The system will display a message when this occurs with the number of work orders preventing deletion.
Forced Deletion of a Schedule Asset Procedure Line Example
On the Forced Deletion form, the user will select Schedule A/P in the drop down box. Next, locate the specific Schedule ID using the lookup button. iMaint will display a list of all the Asset/Procedure combinations defined and set up to be performed under this ID. The user can only select one Asset/Procedure combination to delete. Highlight the line to select it, and then choose a Delete Option:
Delete this Asset/Procedure only (default)
Delete all Asset/Procedures for this asset
Delete all Asset/Procedures for this procedure
iMaint will then ask you to confirm that you wish to remove the reference to this Schedule on ALL Work Order Asset/Procedure line items.
Once the Schedule ID has been removed from the Work Order Asset/Procedure detail lines, iMaint can then delete the Asset/Procedure combination and all the related child records from Schedule record.
Note when deleting Schedule Asset/Procedure Data: iMaint will blank out the reference to this schedule on all work order asset procedure line items but it will not do anything to the work order heading information.
Note when deleting Procedures: If the deletion of a Procedure were to cause a disruption in the Work Order business logic, such as duplicate Asset/Procedure line items, the record cannot be deleted. The system will display a message when this occurs with the number of work orders preventing deletion. If deleting the ID on the PM schedule leaves the schedule with no procedure, then the entire Asset/Procedure line is deleted from the Schedule. Any references to it are also deleted or blanked out. The deletion of the schedule row is logged in the Activity Log with a special note that it was deleted in response to deleting Procedure ID xxx (where xxx is the ID of the procedure being deleted).
Note when deleting Parts: Even if the part has been issued and received the Part ID will be removed from the Cost Transaction log.
Note when deleting Contacts: If the Contact is a Supplier, it will be deleted even if the Supplier ID is listed on a Purchase Order.
What is Blanking and Deleting Records?
Blanking must happen before deletion can occur. In some instances, the ID will need to be removed from all supporting records before the primary record can be deleted. For example, the Schedule ID must be blanked off the work order asset procedure details before the asset/procedure combination can be deleted from a schedule record.
Blanking
Blanking: The forced deletion process starts by 'blanking' out all references to the selected ID if the referencing field is not part of the primary key and not a required field based on the business logic. This includes blanking out the ID in Work Orders (regardless of status), Work Requests, Cost Transaction Log, etc.
Deleting
Deleting: The process then deletes entire rows in tables where the referencing field is part of the primary key of the table or required because of business logic. This includes the Asset Location Log and any sub tables, whose data is useless without the asset (Asset Meters, Asset Parts, Asset Attachments, Asset Comments, Asset User Defined Fields, etc.).
If a deleted asset has any serialized parts associated with it, those parts are returned to stock (the user can use inventory functionality to decide on a final disposition of a serialized part). The user is prompted that serialized parts have been returned to inventory at the end of the deletion process. When the Activity Log is updated for this deletion, the text for the log entry will include the Part ID and Serial Number for parts which were returned to stock.