Understanding and Using Deep Delete

Overview

Keeping your Practifi 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 child 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 Data Management
• Deep Delete on Pages
• 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 Practifi 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 within your organization. Before proceeding, confirm that you want to delete the Key Entity record and all of its associated child records.

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Deep Delete in Data Management 

The Data Management app provides a centralized location for managing entity records across your organization. The Deep Delete feature in this app lets you delete one or more entity records and all their child 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 Data Management app:

1. Click Entities in the header to locate the correct list of records. Use filters or the search bar to narrow the results as needed.
2. Click the checkboxes next to each entity record you want to delete.
3. Click the Deep Delete button at the top of the record list. 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 Pages

The Deep Delete action button is also available on the Directory, Clients, and Pipeline pages within your Practifi organization. You can access it directly from any of these pages via the Navigation Menu, without opening the Data Management app.

Warning! The delete function is permanent and cannot be undone, so always double-check that you are removing only the intended records

1. Navigate to the page using the Navigation Menu drop-down. For example, select Clients from the Navigation Menu.
2. Click the checkbox beside the Key Entity record name for the Key Entity that you want to delete.
3. Click the Deep Delete button at the top of the table. 
   
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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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 Data Management app or a list page.

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 to the right of the Change Owner action on the record side panel.
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 Practifi - Deep Delete Records permission set in the Practifi - Administrator permission set group. 

Depending on your firm's needs, it may make sense to extend this functionality to Super Users. You can do this in one of two ways:

• Assign the Practifi - Deep Delete Records permission set directly to the individual user.
• Add the Practifi - Deep Delete Records permission set to your firm's Practifi - Super User permission set group.

Without this permission, users cannot use the Deep Delete functionality within Practifi. When extending access, inform any newly authorized users that the action is permanent and cannot be undone. Please consult our Adding and Removing User Permissions article for additional information about assigning this permission set to a user.