Pages that are used to view a single record may also contain a button labeled Delete. Click Delete to submit a request to delete that record.
Note: The Delete button is unavailable on pages that are used to edit a record.
After clicking Delete, you are shown a confirmation message box that asks whether you truly want to delete the record. Click Yes to proceed. A success message is displayed at the top of the page and the record is then deleted from the database, subject to the exceptions below.
There might be workflow rules associated with a deletion. In this case, although your deletion request has been accepted, the record would not disappear from the database immediately, but would remain while the deletion request is pending approval. If the request is approved, the record disappears from the database. If the deletion request is rejected, the record will not be deleted.
Sometimes a deletion request will be denied because the record is linked to other records. An error message will appear when this happens. That message means that the link must be removed, or the other records must be deleted, before you can delete the current record.
Deletion of a record might cause other records to be deleted or altered. To see what effects deletion can have, refer to the table below.
Deleting Records
Record Type |
What Deletes |
Conditions that Prevent Deletion |
Accounts |
•Child accounts •Associated transactions in expense, task, and invoice records •Associated approvals •Associated documents and folders •Associated history records |
•The account balance is other than zero. •The account has an attached document that is currently checked out. •The Accrual amount is other than zero. |
Address Books |
The address book and all of its contacts. Only the book is deleted; contacts remain in the system. |
n/a |
Appointments |
Appointment is removed from the calendar along with all of the information on the additional calendar pages. Note: You can delete appointments in List view. |
If a document that is attached to an appointment is currently checked out, you cannot delete the appointment. |
Contacts |
•All associated addresses, phone numbers, and all of the information on the additional contact pages •All relations with projects and other contacts •Associated approvals •Associated Involved records •Associated documents and document folders •Associated history records |
•If listed as a contact in an expense record •If listed as a contact in a task record •If listed as a vendor in an invoice record •If listed as a timekeeper in an Invoice Line Item record •If listed in an account record as one of the following: oGeneral - vendor oPosting Criteria - involved oPosting Criteria - vendor oUser Account records (on the Admin side) •If the contact has a document checked out |
Documents Document Folders |
||
Expenses |
•Associated approvals •Associated documents and folders •Associated history records |
•The expense has an attached Document that is currently checked out •The expense is currently posted to an account |
Invoices |
•Associated Line Items if they have not posted to an account. •Associated approvals •Associated documents and folders •Associated history records |
•The invoice has an attached Document that is currently checked out •At least one of the invoice Line Items is posted to an account |
Projects |
•Assignees, phases, and other contents of the record •Relations with other projects •Associated involved records •Associated approvals •Associated documents and folders •Associated history records •Accounts that use this project as a posting criterion •Appointments created for this project •Associated Expense and Task records •Associated Invoice line items •All child projects that have this project selected as their parent |
A document on the Documents page for this project is checked out. See Editing Documents for more information. |
Reports |
The report is deleted from the list view, all collections, and folders. |
•The user does not have system rights to delete reports •The user does not have record level rights to delete a specific report. •The record is currently locked for editing by any user •The report is executing |
Tasks |
•Approvals •Documents and folders •History records Note: You can delete many tasks in one operation. See Using the Task Entry Tool for more information. |
•The task has an attached document checked out. •The task is currently posted to an account |
