Understanding and Using Deep Delete

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Overview

Deleting records can be time-consuming when considering the underlying related child records that need to be deleted to prevent orphan records. To expedite this process and maintain data integrity, Practifi has a Deep Delete function that ensures child records are deleted when a Key Entity Record is deleted in an organization. This functionality is available to System Administrators within Practifi. 

Understanding Deep Delete

Deep Delete handles the deletion of underlying child records of a Household, Organization or Individual while also deleting the Key Entity record itself. This process ensures that child records are not left orphaned within your Practifi organization when a Key Entity record is deleted and speeds up the deletion process for users with access to Deep Delete. Using Deep Delete will also delete all the Assets, Deals, Emails, Events, Liabilities, Processes, Relationships, Services and Tasks related to the Key Entity record.

Before using Deep Delete, you must be sure you would like to delete the Key Entity record and all its underlying child records. Deep Delete is permanent and cannot be undone within your organization. 

Deep Delete in Data Management 

The Deep Delete feature in the Data Management app allows you to delete entity records and all underlying child records with a simple click. 

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

To use the Deep Delete function in the Data Management app:

  1. Select the Entities from the header to locate the correct list of records and use any necessary filters or searching to narrow the results displayed.
  2. Select the checkboxes next to all the record names for the entity records you want to delete.
  3. Then select the Deep Delete button at the top of the record list. Selecting this button will flag these entities and all the assets, deals, emails, events, liabilities, processes, relationships, services and tasks related to the entities for deletion.
    Screen_Shot_2022-10-20_at_1.15.05_PM.png
  4. Select Next on the Deep Delete pop-up to confirm you would like to proceed with the deletion process.
  5. A success message will display in the pop-up when the deep deletion has occurred. Select 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 for when the process is complete.
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Deep Delete on Pages

The Deep Delete action button is available on the Directory, Clients and Pipeline pages within your Practifi organization. When accessing these pages from the Navigation Menu, the Deep Delete action button will display for selection. To use Deep Delete on a page: 

**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. Select the checkbox beside the Key Entity record name for the Key Entity that you would like to delete. 
  3. Select the Deep Delete button located at the top of the table. 
    Screen_Shot_2022-10-20_at_1.01.51_PM.png
  4. Confirm you would like to delete this record and its underlying child records by selecting the Next button on the pop-up warning message. 
  5. A success message will display in the pop-up when the deep deletion has occurred. Select 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 for when the process is complete.

Deep Delete on Key Entity Records

Users can access the Deep Delete functionality on Key Entity records to delete the record and all of its underlying child records. To access the Deep Delete option on a Key Entity record:

**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 Household, Organization or Individual record you want to delete.
  2. Select 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. 
    Screen_Shot_2022-10-20_at_1.16.44_PM.png
  4. Confirm you would like to delete this record and its underlying child records by selecting the Next button on the pop-up warning message. 
  5. A success message will display in the pop-up when the deep deletion has occurred. Select 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 for when the process is complete.

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 for this functionality to be extended to Super Users. This can be done by either assigning the Practifi - Deep Delete Records permission set to the individual user you would like to have access to this functionality or by modifying your firm's Practifi - Super User permission set group to include the Practifi - Deep Delete Records permission set. 

Without this permission, users cannot use the Deep Delete functionality within Practifi. When extending access to this functionality, it is advised that the user be informed of Deep Delete's permanent nature. Please consult our Adding and Removing User Permissions article for additional information about assigning this permission set to a user.

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