Delete
The Delete function allows you to permanently remove a claim from the system. This action is irreversible and removes all associated data, including comments, documents, files, history, and member assignments. Use this function with caution, as deleted claims cannot be recovered.
Deleting a claim ensures that your records remain clean and relevant, particularly if a claim was created in error or is no longer required. This action permanently removes the claim and all its associated data from the system, including comments, documents, files, history logs, member assignments, and preview images. Once deleted, the claim cannot be restored, so it should only be used when you are certain the claim is no longer needed.
The delete function includes a confirmation dialog to prevent accidental deletions, requiring explicit confirmation before proceeding with the permanent removal. All deletion actions are logged in the system's audit trail for accountability and compliance purposes. Use permanent deletion when a duplicate or test claim record should leave no residual case history in the module. If you need to retain an audit trail on the file, consider moving the claim to a closed or cancelled status instead of removing it entirely.
Core Delete Actions
These actions are available to users with appropriate permissions and allow for claim deletion management.
| Feature | Description |
|---|---|
| Delete Claim | Permanently remove a claim from the system. This action triggers a confirmation dialog to prevent accidental deletion. Once confirmed, the claim and all associated data are immediately removed. (Available to users with delete permissions) |
| Confirmation Dialog | A safety mechanism that requires explicit confirmation before deletion proceeds. The dialog displays a warning message and requires clicking Yes to confirm the deletion. This prevents accidental removal of claims. (System-generated) |
Data Removed Upon Deletion
When a claim is deleted, the following associated data is permanently removed from the system.
| Data Type | Description |
|---|---|
| Claim Record | The primary claim record, including all claim details, dates, status, and metadata. Once deleted, the claim no longer appears in any lists, searches, or reports. |
| Comments | All comments and threaded discussions associated with the claim are permanently removed. This includes pinned comments, locked comments, and all reply threads. |
| Documents | All documents attached to the claim are deleted from the system. This includes uploaded files, preview images, and any document metadata. |
| History Log | The complete history log for the claim, including all status changes, updates, and activity records, is removed. However, deletion actions themselves are logged in the system audit trail. |
| Member Assignments | All member assignments and team associations linked to the claim are removed. Members will no longer have access to the deleted claim. |
| Related Links | Any links or references to the claim from other parts of the system (such as orders or supplier profiles) will be broken or removed. |
Alternative Actions
Before deleting a claim, consider these alternative actions that may better suit your needs.
| Action | Description |
|---|---|
| Change Status | If you want to retain the claim record for historical purposes but remove it from active queues, change its Status to "Cancelled" instead of deleting it. This preserves the claim data while marking it as inactive. |
| Remove Members | If the goal is to restrict access rather than remove the claim entirely, consider removing member assignments instead of deleting the claim. |
How to Delete a Claim
Follow these steps to permanently delete a claim from the system:
- Go to the claim you wish to delete.
- Click the Delete button from the side widget.
- A confirmation dialog will appear, warning you that the action is permanent and cannot be undone.
- Click Yes to confirm and permanently remove the claim, or click Cancel to abort the deletion.
Permanent Action - Cannot Be Undone
Irreversible Deletion: Deleting a claim is a permanent action that cannot be undone. Once a claim is deleted, all associated data, including comments, documents, files, history logs, member assignments, and preview images, will be permanently lost.
Data Loss: All information related to the claim will be removed from the system. This includes:
- All comments and discussion threads
- All uploaded documents and files
- Complete history and audit logs
- Member assignments and team associations
- Preview images and metadata
Confirmation Required: Always carefully review the confirmation dialog before proceeding. Ensure the claim is no longer needed and that you have appropriate permissions to perform this action.
Audit Trail: While the claim data is removed, the deletion action itself is logged in the system's audit trail for compliance and accountability purposes.
Alternative Options: Before deleting, consider whether changing the claim status to "Cancelled" would better meet your needs, as this preserves the claim data while removing it from active workflows.
Important Considerations
Permissions and Access Control
Only users with the appropriate delete permissions can remove claims from the system. Permission levels are typically managed by system administrators and may vary based on your role and organisational requirements. If you do not see the Delete button, you may not have the necessary permissions to perform this action in Site Settings > Company > Roles and Permissions and Site Settings > Company > Staff.
Impact on Related Data
Deleting a claim may affect other parts of the system: - Links to the claim from orders or supplier profiles may be broken - Reports that reference the claim may show incomplete data - Notifications or workflows associated with the claim will be cancelled
Always verify the impact of deletion on related processes before proceeding.