The Purge Status Records Function in expense@work, forms@work and time@work can be used to remove the visibility of unwanted Forms and Timesheets from the system. This is done through the deletion of Status Records.
To understand how to use this feature it’s important to understand the way that transactions are recorded in expense@work, forms@work and time@work. This is illustrated in the following diagram……
As forms and timesheets progress through the system workflow they are assigned a Status. Each time the form or timesheet progresses to the next stage of workflow a new status record is added which records information such as the stage the document is at, who is responsible for actioning it and the time of that status etc. A document will go through many stages/statuses during its flow through the system however at any one time only one of the statuses is “Current”.
- The statuses of a document are held in a table called TS_IN_PROGRESS.
- It is this table that determines what documents are visible in history.
- This table and EXPENSE_DATA/TIMESHEET_DATA tables are used in Status Inquiries.
- The data associated with a document are held in EXPENSE_DATA (for expense@work and forms@work) and TIMESHEET_DATA (for time@work).
- It is this table that determines what data is visible in a document viewed via history.
- These tables and the TS_IN_PROGRESS table are used in Status Inquiries.
- When a document completes its workflow the data from EXPENSE_DATA or TIMESHEET_DATA are copied into the PROJECT_LEDGER.
- This table is used when inquiry profiles (reports) are run.
- To remove a document (form or timesheet) from history or to remove it before it is submitted can easily be carried out using Purge Status Records.
- You can use Purge Timesheet Data and Purge Form Data to remove the document contents if required, however This Is Not Necessary.
You can access the Purge Status Records function by logging into the Maintenance Application as an Administrator and then selecting the function from the menu.
This functionality operates in a similar way to reports in that you can create an inquiry to select the data you wish and then delete the records that are returned in the inquiry.
Depending on your setup, it may be that the consultant who setup your system will already have created at least one Purge Status Records profile and if so you will see something like this:
When you run the profile you will see a Runtime Selection Wizard which will allow you to select that data you want to be returned by the inquiry.
For example we might want to delete Timesheets from a particular period or perhaps Expense Forms for a particular employee. In the example below we are choosing to delete all timesheets that are from 2016045 or earlier. This is a very broad reaching selection and is done here for illustration purposes only. Under ordinary operations you are more likely to be selecting timesheets or expense forms for a particular employee.
Once you run the profile you will be presented with a screen like this…..
Please note that the information displayed when you run the profile may be different to that shown above. This is showing the data that will be deleted when you confirm.
To confirm that you want to delete the data click the black X located in the menu bar, next to the excel icon and you will then receive this message. Click OK to confirm.
Please Note: The Purge Status Records function should be used with extreme caution and a backup of your database should be taken before it is run.
The remainder of this article covers the creation of a Purge Status Record Profile in the event that none already exists and should only be undertaken by an experienced Administrator or Consultant.
Creating a Purge Status Record Profile
Step 1 – Selection Criteria
The Selection Criteria panel on the left of the screen allows you to choose a field from a table in the database on which you wish to base your selection. When you have chosen a field (by clicking on the field name) a central panel displays a list of available values.
Runtime or Fixed Values – At this point you may choose either to select or specify a number of fixed values for the field or to specify, by checking the Runtime Selection field, that field values are to be given when the Purge Status Record Profile is run.
If you decide to choose specific values rather than to specify Runtime Selection you may transfer values from the central panel to the right-hand panel of chosen criteria.
Note that for a set of Status records for a particular Timesheet or Expense Form, only one will have the field Current Status set to True. Choosing only records where Current Status is True is a way of finding out the latest status of each Timesheet or Expense Form.
You may also use the field above the central panel to specify a value to look for in the field. This is especially useful if you are selecting on the basis of analysis values for analysis categories which are not validated.
Inclusive or Exclusive Searches – You may use the operator field for each of the chosen values in the right-hand panel to specify an operator. This defaults to = but you may also choose <> (not equal), >, >=, etc.
Multiple Criteria – You may specify a set of criteria which must be met by selecting more than one field as a basis for selection. Some fields may have fixed selection criteria. Others may be based on runtime specification.
As you build up your selection criteria you will see them listed in the right-hand panel.
A record is selected from the Status Table if all of the criteria in the panel are met.
Alternative (multiple) Criteria – The selection values which you choose on the first available (General) tab will be applied in all cases. Up to ten sets of additional and alternative selection criteria may be set up using the ten tabs to the right of the left-hand Selection Criteria panel.
Selection is made on the basis of:
1. (Conditions on the General tab being met) AND
2. (Conditions on the 01st tab being met) OR
3. (Conditions on the 02nd tab being met) OR
10 (Conditions on the 10th tab being met))
The Next button takes you on to the second step of the Wizard.
Step 2 – Data Selection
The Data Selection panel on the left of the screen allows you to select which data fields you want to see in your inquiry/report.
The order in which the fields are to be eventually displayed in an inquiry grid can be modified by highlighting a chosen field in the right-hand Include panel and using the Move Up and Move Down buttons.
The Next button takes you on to the third step of the Wizard.
Step 3 – Sort Selection
The left hand panel shows you a complete list of the fields you have selected for your inquiry/report.
You may choose the fields on which you want to base the sequence of records in the inquiry grid. This choice has no effect on the order of columns determined by the previous Data Selection Wizard.
You may reverse the default sort sequence by using the Order field on the right hand side of the screen. Order affects the highlighted field. You may therefore sort one field in descending sequence within another field in ascending sequence.
You may use the Move Up and Move Down buttons to change the priority of fields.
The Next button takes you on to the fourth step of the Wizard.
Step 4 – Profile Name
Specify a unique Purge Status Record Profile name.
You may choose whether you want to run and/or to save the profile when you click on the Finish button.
Running A Purge Status Record Profile
Step 1 – Selecting Runtime Values
If there are runtime criteria to be specified you will be presented with the Selection Criteria screen. A list of fields for which you may now specify values is displayed in the left-hand panel.
If you do not specify values for a field then all values are selected.
Selecting values – Highlighting a particular field will result in all predefined values for the field being shown in the central panel. You may then select the values you want to include or exclude from the inquiry/report.
Selecting values which are not predefined – You may also specify further values which are not in the list by using the field above the central panel.
As you select values you will see a list build up in the right-hand panel.
Inclusive or exclusive selection – You may modify the operator (<, <>, <=, =, etc) to be applied to each chosen value in the right-hand panel.
Alternative Selection Criteria – If you have set up alternative selection criteria for this inquiry profile then you will see a tabbed form for each set of alternative criteria.
In this example we know we want to remove Form 83 and so have selected this.
When you have made your selections click on the Finish button.
Step 2 – Viewing The Data To Be Deleted
The data selected in your runtime selections will be used to determine the records that are returned. In this case we can see that Form 83 has been returned, that it has a current status of “Issued”.
Note: As a general rule, unless you are doing a purge of multiple records (which should be done with extreme caution) you should only ever see one record at this stage. In addition it should normally be a record with the Current Status ticked and should normally have a status of “issued”. If this is not the case then you should seek advice from your support provider to confirm that you are selecting the data for deletion correctly.
When you are ready to delete the record simply click the black “X” icon in the menu bar (next to the Excel icon). The click OK.