Global Delete

Helen Williams Updated by Helen Williams

Global Delete

Welcome to the help page for Global Deletes in Advanced HR! In this help document, you will find step-by-step instructions for creating Global Deletes. A Global Delete will delete multiple records in a Parent or history table. Globally deleting records will save time and can reduce the possibility of missing records. Follow the instructions below to get started.

Preparing for a Global Delete

Global deletes are irreversible: Once a Global Delete has been run, it cannot be undone. We highly recommend that you fully plan and test your Global Delete before running.
Best practice: Create a Custom Report containing the same selection type as your Global Delete first. This will show the records you will be deleting, and give you the opportunity to correct any issues with your record selection before deleting records en masse.

Creating a Global Delete

Locate Global Deletes
In Tools Utilities, look for Global Delete in the list and click to access.
Create a new Global Delete - Definition tab
Click on the Create button.
In the Definition tab, enter a name for your Global Delete.
Select a Category. If you create lots of Global Deletes this will help you find them by Category in the future.
Enter a Description to help easily identify what the Global Delete will do.
Select the Base Table, where the records you want to delete are located.
Select a Selection Type.
Create a new Global Delete - Security tab
In the Security tab, select who will have what access to the Global Delete.
When you have finished creating your Global Delete, remember to hit the Save button!

Running a Global Delete

Once you have planned and created your Global Delete, it's time to run it. Here's how this can be done.

Running a Global Delete
In the list of Global Deletes, on the line of the Global Delete you would like to run, click on ⋮ to reveal the Actions menu.
Click Run to run the Global Delete.
When you run the Global Delete you will receive a warning. This will advise the number of records that will be deleted in the from the table selected in the Definition tab.
You can check this number against the custom report created to check the records that would be affected.
If you are ready to proceed with the delete, click Delete.

Examples of a Global Delete

Here are a two examples of Global Delete that may give you some ideas of how you can use them.

Global Delete Example 1 - Deleting Absence Records
In this example we would be deleting Absence records that may have been created in error.
In the Definition tab, the Base Table is Absence and Selection Type of Filter

The filter used is an Advanced HR standard filter on the Absence Table. This will prompt you for the details required.
Global Delete Example 2 - Deleting all values from a Lookup Table
In this example we would be deleting values in a Lookup table. This may be used ahead of creating new values.
In the Definition tab, the Base Table is Employment Change Reason and Selection Type of All Records.

Actions in Global Deletes

There are a few other helpful options available in Global Deletes. Here's what they can do

Actions in Global Deletes
In the list of Global Delete, on the line of Global Delete you would like to look at, click on ⋮ to reveal the Actions menu.

Run: Will run your Global Delete and give you a warning for how many records will be deleted and on which table.
View details: Displays the properties of the Global Delete, including description, created, last save and run dates.
Edit: Will allow you go enter the Global Delete and make changes if you have the permissions to do so.
Security: Will allow you to update who will have what access to the Global Delete.
Duplicate: This will copy the selected Global Delete. Once copied, make your changes and save.
Delete: If you no longer require a Global Delete this will remove it permanently.

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