Supervisor utilities > Relations

With this function it is possible to delete companies and persons.

This function is available in the Mill7 Trust CRM module.

The function can be started via menu Supervisor> Relations> Clean up relations.

Rights

Only users with the Financial right 'Create/delete companies and persons' are authorized to run this function.

Important: Before executing this function, make a back up first!

Deleting relations cannot be undone.

Default selection criteria

According to a series of criteria a list with relations which possible can be deleted is shown.

A company can be deleted if it meets all of the criteria listed below.

The company

1.is not a debtor

2.does not exist in an invoice address or cover letter address of another debtor

3.is not a creditor

4.is not a relation in relation management

5.is not related to any other relation in relation management

6.is not involved in an event
this criterion can be turned off by using the option 'Event'

7.is not connected as a service company to a bookkeeping

8.is not used as default service company for creating a new debtor

9.is not a person's employer

A person can be deleted if he meets all of the criteria listed below.

The person

1.is not a debtor

2.does not exist in an invoice address or cover letter address of another debtor

3.is not a creditor

4.is not a relation in relation management

5.is not related to any other relation in relation management

6.is not on a mailing list
this criterion can be turned off by using the option 'Mailing'

7.is not involved in an event
this criterion can be turned off by using the option 'Event'

8.is not an employee at a company which cannot be deleted
a company cannot be deleted if it does not meet one or more of the criteria for companies, criterion 9 is hereby excluded.

Screen fields

Category

Choose persons or companies.

Include relations present in Mailing

By default, relations who are on a mailing list cannot be deleted.

By ticking this option, the criterion that a person is not on a mailing list is turned off.

When this option is altered, the list should be rebuilt using the <Refresh> button.

Include relations present in Events

By default, relations involved in an event cannot be deleted.

By ticking this option, the criterion that a person or company is not involved in an event is turned off.

When this option is altered, the list should be rebuilt using the <Refresh> button.

When the relation is deleted, the connection with the event is also deleted. If the event has no connections with other relations the event itself is deleted as well.

Include relations present in Employers (Companies)

By default, persons who are employees cannot be deleted.

By ticking this option the criterion that a person is not an employee is turned off.

When this option is altered, the list should be rebuilt using the <Refresh> button.

Exclude relations with type(s)

By default, all relations regardless their Type can be deleted.

It is possible to exclude relations to be deleted based on their type.

By using F4 or the list button, a pop up screen appears in which relation types can be ticked. Relations with one of these types are not selected in the list.

Depending on the chosen category, this concerns the type entered at

–Persons > General > Type (table 51)

–Companies > General > Type (table 50)

When this option is altered, the list should be rebuild using the <Refresh> button.

The <Fill> button will build up the list for the first time.

After the list is built, it is possible to make changes in relations and relation management without closing the clean up function.

The <Refresh> button rebuilds the list using the actual data in relations and relation management and using the actual settings of the selection criteria.

Only relations ticked "OK" will be deleted.

With the <Select all> all relations are checked "OK".

With <Deselect all> the "OK" box is unchecked for all relations.

With this button the list is presented in an Excel file.

With this button all relations ticked "OK" are going to be deleted.

When the option 'Include relations present in Events' is ticked, relations will be deleted from the event. If no other relations are involved in the event, the event itself is also going to be deleted.

Relations which are not meet the selection criteria at the time the process is executed are not going to be deleted. A message is shown and the relation will stay in the list.