Understanding and Using Deep Delete in Sentir

Overview

Keeping your Sentir database clean is essential for accurate reporting, reliable automation, and a clear view of your firm's client relationships. When a client relationship ends, or a record needs to be removed, manually tracking down and deleting every associated record is time-consuming and error-prone. Deep Delete automates this process, removing a Key Entity record and all related child records in a single action.

This functionality is available to System Administrators by default and can be extended to Super Users depending on your firm's needs.

• Understanding Deep Delete
• Deep Delete in the Directory
• Deep Delete on Key Entity Records
• Enabling Deep Delete

Understanding Deep Delete

Deep Delete deletes the underlying child records of a Household, Organization, or Individual, as well as the Key Entity record itself. This ensures that child records are not left orphaned within your organization and significantly speeds up the deletion process for users with access.

When a Key Entity record is deleted using Deep Delete, the following related records are also permanently removed:

• Assets
• Deals
• Emails
• Events
• Liabilities
• Processes
• Relationships
• Services
• Tasks

Please note: Deep Delete is permanent and cannot be undone. Before proceeding, confirm that you want to delete the Key Entity record and all of its associated records.

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Deep Delete in the Directory

The Directory page provides a centralized location for managing Entity records across your organization. The Deep Delete feature on this page lets you delete one or more Entity records and all their associated records at once, making it particularly useful for offboarding clients or cleaning up duplicate data at scale.

Please note: Deep Delete is permanent and cannot be undone. Always verify that you are removing only the intended records before proceeding.

To use the Deep Delete function in the Directory:

1. Use the Navigation Menu to select Directory from the drop-down menu.
   
    
2. Click the checkboxes next to each Entity record you want to delete.
   
    
3. Click the caret button in the top-right corner of the page view and select Deep Delete from the drop-down menu. This flags the selected entities, along with all of their associated assets, deals, emails, events, liabilities, processes, relationships, services, and tasks, for deletion.
   
    
4. Click Next on the Deep Delete pop-up to confirm that you want to proceed with the deletion.
   
5. A success message will appear in the pop-up when the deep deletion is complete. Click Finish to close the pop-up.
   • After submitting the action, you will receive a notification that the update is processing and a separate notification when the process is complete.

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Deep Delete on Key Entity Records

You can also access Deep Delete directly from an individual Household, Organization, or Individual record. This is a convenient option when you need to remove a specific Client record without navigating to the Directory.

Please note: Deep Delete is permanent and cannot be undone. Always verify that you are removing only the intended record before proceeding.

1. Navigate to the Household, Organization, or Individual record you want to delete.
2. Click the caret button in the upper-right corner of the record.
   
    
3. Select Deep Delete from the drop-down menu. 
   
    
4. Click Next on the pop-up warning message to confirm that you want to delete the record and its underlying child records.
   
    
5. A success message will display in the pop-up when the deep deletion has occurred. Click Finish to close the Deep Delete pop-up message.
   • After submitting the action, you will receive a notification that the update is processing and a separate notification when the process is complete.

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Enabling Deep Delete

The Deep Delete permission is assigned to System Administrators by default through the Deep Delete Records permission set in the Administrator permission set group. 

Depending on your firm's needs, it may make sense to extend this functionality to Super Users. To extend Deep Delete access to Super Users:

1. Navigate to Access Management in the Settings app.
2. Select the Super User permission set group. 
3. Click the + button for Permission Sets
4. Select Deep Delete Records from the drop-down under Record Administration. 
5. Click Save to finalize your changes.
   
   

Without this permission, users cannot use the Deep Delete functionality within your organization. When extending access, inform any newly authorized users that the Deep Delete action is permanent and cannot be undone.

Deep Delete access can also be extended to specific users within your organization, instead of to an entire group of users. To extend this access:

1. Navigate to Access Management in the Settings app.
2. Select Users. 
3. Locate and select the user from the list of users in your organization.
4. Click the + button for Permission Sets
5. Select Deep Delete Records from the drop-down under Record Administration. 
6. Click Save to finalize your changes.
   

Upon assigning to a specific user, always inform them that the Deep Delete action is permanent and cannot be undone in your organization, so they are aware of the ramifications.