What is the best practice for deleting or retiring records?


I have some records in the classifications hierarchy. These classifications are now associated to several BOs, like building equipment and tasks. I want to delete some of the values in the classification hierarchy because they are values we do not want users to use in the future. I understand that the best practice is the change the status of the record to “Retire” for audit purposes. But if we decided to just delete those records, what is the impact to any of the associated BOs? Would I have to create a workflow to remove the associations?

There are certain classification records that are used in forms, workflows, and/or queries. If you delete one of these records that are used in the application, you will in effect, lose some application functionality. Take, for example, “triClauseType” (Lease Clause), where several of these classification values are used on the Lease Clause form to determine which sections of the clause to unhide.

I suggest a best practice would be to look in the Data Modeler for the business object of the classification you want to delete records on. Select the triNameTX field and click ‘Where Used’. If nothing comes back you should be pretty safe to make changes to that classifications record list (add, delete, modify). If you see any workflows, queries, forms, etc., come back as using this field, you’ll need to analyze each to determine if your business needs them. However, I’d suggest pushing back against the business and advise that the application requires the values in question.

[Admin: To see other related posts, use the Classifications tag or Hierarchy tag.]

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