Deleting a Record

Overview

Deleting a Record is a permanent operation that removes the record entirely from the system. This action is irreversible—once a record is deleted, it cannot be recovered. To minimise the risk of accidental deletion, the process is intentionally designed as a two-step flow:

1. Archive the record

2. Delete the archived record

The deletion action can be initiated either at the Record level (within the record view) or the Report level (from a list of records). The interface and steps vary slightly between these two contexts.

Use Case: Deleting an Obsolete Knowledge Cube Record

Scenario: Your organisation previously stored integration instructions for a third-party analytics provider in a Knowledge Cube Record. Due to a recent change in software providers, this information is now obsolete. To maintain an accurate and clutter-free knowledge base, you decide to delete this record permanently.

Deleting a Record

Step 1: Archive the Record

Archiving flags the record as inactive, allowing you to review it before final deletion. Only archived records are eligible for deletion. For instructions on how to do this see Archiving and Unarchiving a Record.

Deleting from the Record Level

1. Navigate to the desired Record.

2. Click the ellipsis menu at the top of the Report.

3. Select Archive and Confirm from the dropdown menu.

4. After archiving, click the ellipsis again.

5. The Delete option will now appear. Click Delete and Confirm to permanently remove the record.

Note: An archived record is visually marked with a grey banner at the top indicating its archived status.

This screenshot above shows our Knowledge Cube item for integrating to a third party analytics provider. We know that the Record is available for deletion as it has the Grey banner at the top to show it has already been archived. So we have clicked on the Record Menu and selected Delete.

All that is left is for us to click on the Confirm option and the Record will be permanently deleted and we will return to the Report view in the App.

Deleting from the Report Level

1. Navigate to a Table Report in the App.

2. Select the checkbox(es) next to the record(s) you wish to delete.

3. Click the ellipsis menu at the top of the Report.

4. Choose Archive and Confirm from the dropdown menu.

5. Click the ellipse menu  and then the show archived feature.

6. Click the ellipsis again and select Delete and then Confirm.

A Report level deletion is usually favoured when there are more than a few Records to delete. In this case lets suppose that we have a quarterly clean up initiative to remove any data that has been archived in the last three months.

We look at the Archived View of the Resource Register and then select the Records that we have absolute certainty that we will no longer need in the future. We know that the Records have already been archived by the archived view tag at the top of the Report and also that they Records show as greyed out in the Report.

We have selected the Records we would like to delete permanently and this count is also shown in a tag at the top of the Report. So we click on the Report menu and the delete option and confirm our deletion in the modal that appears afterwards. The Records are now permanently deleted. 

Best Practices

• Always double-check the record content before initiating deletion.

• Use the Archive step as a final review opportunity.

• If in doubt, consult your administrator or documentation policy before deleting shared or referenced records.