Delete
The Delete function permanently removes a compliance record and its related comments, documents, files, history, members, and preview assets—there is no restore path. Use it when a record was created in error or is genuinely obsolete after careful review. A confirmation dialog and audit logging reduce accidental loss while keeping accountability intact. The action removes compliance audit or licence records and embedded evidence from active use, so it should be reserved for cases where the record truly should not remain for regulatory or operational traceability. Prefer Cancelled or similar status when the organisation must keep a read-only history instead.
Delete Actions
These actions are available to users with appropriate permissions and allow for compliance record deletion management.
| Feature | Description |
|---|---|
| Delete Compliance | Permanently remove a compliance record from the system. This action triggers a confirmation dialog to prevent accidental deletion. Once confirmed, the record 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 Confirm to proceed with the deletion. This prevents accidental removal of compliance records. (System-generated) |
Data Removed Upon Deletion
When a compliance record is deleted, the following associated data is permanently removed from the system.
| Data Type | Description |
|---|---|
| Compliance Record | The primary compliance record, including all details, dates, status, and metadata. Once deleted, the record no longer appears in any lists, searches, or reports. |
| Comments | All comments and threaded discussions associated with the compliance record are permanently removed. This includes pinned comments, locked comments, and all reply threads. |
| Documents | All documents attached to the compliance record are deleted from the system. This includes uploaded files, preview images, and any document metadata. |
| History Log | The complete history log for the compliance record, 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 compliance record are removed. Members will no longer have access to the deleted record. |
| Related Links | Any links or references to the compliance record from other parts of the system will be broken or removed. |
Alternative Actions
Before deleting a compliance record, consider these alternative actions that may better suit your needs.
| Action | Description |
|---|---|
| Change Status | If you want to retain the compliance record for historical purposes but remove it from active queues, change its Status to "Cancelled" instead of deleting it. This preserves the record data whilst marking it as inactive. |
| Remove Members | If the goal is to restrict access rather than remove the compliance record entirely, consider removing member assignments instead of deleting the record. |
How to Delete a Compliance Record
Follow these steps to permanently delete a compliance record from the system:
- Open the compliance record 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.
- Review the details and click Confirm to permanently remove the record, or click Cancel to abort the deletion.
Permanent Action - Cannot Be Undone
Irreversible Deletion: Deleting a compliance record is a permanent action that cannot be undone. Once a compliance record 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 compliance record 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 compliance record is no longer needed and that you have appropriate permissions to perform this action.
Audit Trail: Whilst the compliance record 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 compliance record status to "Cancelled" would better meet your needs, as this preserves the record data whilst removing it from active workflows.
Best Practices
Use a "Cancelled" Status Instead: If you want to keep a record for historical purposes but remove it from active view, consider changing its Status to "Cancelled" or "Archived" rather than deleting it.
Check for Duplicates First: Before deleting what appears to be a duplicate record, ensure it does not contain unique information or attachments that the other record lacks.
Restrict Permissions: Administrators should ensure that only senior team members or specific roles have the permission to delete compliance records to prevent accidental data loss.
Important Considerations
Permissions and Access Control
Only users with the appropriate delete permissions can remove compliance records 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. Check Site Settings > Company > Roles and Permissions and Site Settings > Company > Staff.
Impact on Related Data
Deleting a compliance record may affect other parts of the system:
- Links to the compliance record from other sections may be broken
- Reports that reference the compliance record may show incomplete data
- Notifications or workflows associated with the compliance record will be cancelled
Always verify the impact of deletion on related processes before proceeding.