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Deleting Projects, Distributions, Contacts, Plans and Clients

This article gives the user information regarding the necessary steps that must be taken in order to properly remove Projects, Contacts, Clients, and Plans from PensionPro. 

Tier Availability: Track, Core, Team, Essential, Premium, Business 

Security Rights Required: Maintenance 

  Note: Some features may not be available in all tiers.

 

If users wish to keep historical information such as files or interactions for Clients, Plans, or Contacts, users can mark the record as inactive instead of deleting the Client, Plan, or Contact.

 

To Delete a Project from the Plan level: 

Tier Availability: Essential, Premium, Business 

Security Rights Required: Add/Edit Project,Maintenance

Please note that a completed project cannot be deleted. If the project is completed, the user must click the "Remove Completion" button on a project task to remove completion status from the project before the project can be deleted. 

  1. From Plan Details, click on the Workflow Tab. 
  2. Click on the Projects or Distributions tab to the left of the screen.
  3. Double-click on the Project/Distribution that needs to be deleted. 
  4. On the Project, click the Summary Tab. 
  5. On the right-hand side of the screen, click on the Edit button. 
  6. A pop-up Edit Project details menu will appear. 
  7. At the bottom of the pop-up menu, check the Marked for Deletion checkbox. 
  8. Click Save. 
  9. Click on Maintenance in the menu bar at the top of Screen. 
  10. Click on Data Deletion. 
  11. The Data Deletion Manager will appear. 
  12. Choose Project or Distribution from the Type dropdown menu. 
  13. The Project/Distribution to be deleted will appear in the data deletion grid. 
  14. Highlight the Project/Distribution by clicking on it once.
    • Multiple Projects/Distributions can be selected by holding down the Shift or CTRL key while making selections.
  15. Click the red X on the right-hand side of the grid. 
  16. A pop-up warning will appear asking “Are you sure you want to delete this project PERMANENTLY?” 
  17. Click on Yes. 
  18. The Project/Distribution has been deleted. 

The number of Projects that show in the Workflow tab > Plan Projects grid are controlled by the selection in the Show for Last dropdown. To view more projects, click on the Show for Last dropdown. The default setting can be adjusted for the firm by going to Maintenance > Preference > PensionPro > General, click on the Edit button, choose the time in the Retrieval Time Span, and save. 

 

To Delete a Contact from the Contact level: 

Security Rights Required: Add/Edit Contact,Maintenance

In order to delete a Contact, all linked Interactions or Secure File Exchanges to the contact must be deleted. Also remove website rights first before deleting a Contact as a Plan Contact. Deleting a Plan Association does not remove the website rights. 

  1. From the Contact Details screen, click on the Home tab. 
  2. From the General Information Tab, click on the Edit button in the right-hand corner. 
  3. The Edit General Information slider menu will appear. 
  4. At the bottom of the menu uncheck the Active Box. 
  5. At the bottom of the menu check the Marked for Deletion box. 
  6. Click Save. 
  7. Click on Maintenance in the menu bar at the top of Screen. 
  8. Click on Data Deletion. 
  9. The Data Deletion Manager will appear. 
  10. Choose Contact in the Type dropdown menu. 
  11. The Contact to be deleted will appear in the data deletion grid. 
  12. Highlight the Contact by clicking on it once.
    • Multiple Contacts can be selected by holding down the Shift or CTRL key while making selections.
  13. Click the red X on the right-hand side of the grid. 
  14. A pop-up warning will appear asking “Are you sure you want to delete this contact PERMANENTLY?” 
  15. Click on Yes. 
  16. The Contact has been deleted. 

Note:  If while attempting to delete a contact(s) the system shows, "Has X Transferred Files to them" or "Has a Transferred File From Them" then there are Secure File Exchanges that will need to be deleted. Navigate to the Secure File Exchange from the Communications menu and select the proper files to delete and delete them. 

 

To Delete a Plan from the Plan level: 

Security Rights Required: Add/Edit Plan,Maintenance

In order to delete a Plan, all 5500 Signers and Projects must be deleted. To find how to remove 5500 Signers from a Plan Cycle, click here. 

  1. From the Plan Details screen, click on the Home tab.
  2. From the General Plan Information Tab in Plan Details, click on the Edit button. 
  3. This will open the Edit General Plan Information slider menu. 
  4. Check the box for Deactivate for All Activity. 
  5. A pop-up menu will appear that says Deactivating this plan will prevent users from adding any new projects, documents, or other data. Additionally, all existing projects must be completed before deactivation can occur. 
  6. Click Ok. 
  7. At the bottom of the menu check the Marked for Deletion box. 
  8. Click Save. 
  9. Click on Maintenance in the menu bar at the top of Screen. 
  10. Click on Data Deletion. 
  11. The Data Deletion Manager will appear. 
  12. Choose Plans in the Type dropdown menu. 
  13. The Plan to be deleted will appear in the data deletion grid. 
  14. Highlight the Plan by clicking on it once.
    • Multiple Plans can be selected by holding down the Shift or CTRL key while making selections.
  15. Click the red X on the right-hand side of the grid. 
  16. A pop-up warning will appear asking “Are you sure you want to delete this plan PERMANENTLY?” 
  17. Click on Yes. 
  18. The Plan has been deleted. 

 

To Delete a Client from the Client level: 

Security Rights Required: Add/Edit ClientMaintenance

In order to Delete a Client, all linked Plans must be reassigned to a new client or deleted. 

  1. From the Client Details screen, click on the Home tab.
  2. From the Home Tab in Client Information, click on the Edit button. 
  3. This will open the Edit Client slider menu. 
  4. Check the Marked for Deletion box. 
  5. Click Save. 
  6. Click on Maintenance in the menu bar at the top of Screen. 
  7. Click on Data Deletion. 
  8. The Data Deletion Manager will appear. 
  9. Choose Client in the Type dropdown menu. 
  10. The Client to be deleted will appear in the data deletion grid. 
  11. Highlight the Client by clicking on it once.
    • Multiple Clients can be selected by holding down the Shift or CTRL key while making selections.
  12. Click the red X on the right-hand side of the grid. 
  13. A pop-up warning will appear asking “Are you sure you want to delete this client PERMANENTLY?” 
  14. Click on Yes. 
  15. The Client has been deleted. 

To Delete a Company from the Company level:  

In order to Delete a Company, any linked Client record must be reassigned to another Company name or Deleted.

  1. Select the Company that needs to be deleted. 
  2. From the Home Tab in Company Information, click on the edit button. 
  3. This will open the Edit Client slider menu. 
  4. Check the Marked for Deletion box. 
  5. Click Save. 
  6. Click on Maintenance in the menu bar at the top of Screen. 
  7. Click on Data Deletion. 
  8. The Data Deletion Manager will appear. 
  9. Choose Company Names in the Type dropdown menu. 
  10. The Company to be deleted will appear in the data deletion grid. 
  11. Highlight the Company Name by clicking on it once.
    • Multiple Company Names can be selected by holding down the Shift or CTRL key while making selections.
  12. Click the red X on the right-hand side of the grid. 
  13. A pop-up warning will appear asking “Are you sure you want to delete this company PERMANENTLY?” 
  14. Click on Yes. 
  15. The Company has been deleted. 

 

Deleting Multiple Projects, Contacts, Plans, and Clients using Power Tools 

Tier Availability: Essential, Premium, Business 

Security Rights Required: Access Power Tools, Maintenance

 

To Delete Multiple Projects / Distribution Projects: 

Please note that a completed project cannot be deleted. If the project is completed, the user must click the "Remove Completion" button on a project task to remove completion status from the project before the project can be deleted. 

  1. Click on Power Tools in the menu at the top of the screen. 
  2. Click on Field Update > Projects from the selection menu. 
  3. This will open Projects Power Tool. 
  4. Select the Field “Marked for Deletion” from the dropdown menu. 
  5. Click the Value box. 
  6. On the right hand of the screen use the Options button to set Data Filters to narrow the search results and click on the green refresh button. Data Filters are not required. 
  7. Click Refresh. All Projects that meet the Data Filters criteria will appear in the grid. 
  8. Click the checkbox(s) at the far left of the grid, next to the project names that need to be deleted. 
  9. Click the Execution Tab. 
  10. Click Unlock. 
  11. Click Execute. 
  12. The tabs on the left will indicate how many were completed and how many failed. 
  13. Click on Maintenance in the menu bar at the top of the screen. 
  14. Click on Data Deletion. 
  15. The Data Deletion Manager will appear. 
  16. Choose Project in the Type dropdown menu. If the project to be deleted is a Distribution project choose Distribution in the Type dropdown menu. 
  17. The Project/Distribution to be deleted will appear in the data deletion grid. 
  18. Highlight the Project/Distribution by clicking on it once.
    • Multiple Projects/Distributions can be selected by holding down the Shift or CTRL key while making selections.
  19. Click the red X on the right-hand side of the grid.
  20. A pop-up warning will appear asking “Are you sure you want to delete this project PERMANENTLY?” 
  21. Click on Yes. 
  22. The Project/Distribution has been deleted. 

Note: If when attempting to delete a Distribution a user see's, "Used by a distribution association" then there is a corresponding Association Rule linked to it. By opening the Association Rules tab in the Distribution Preferences, one of those existing rules is using that template. If the user can choose another template temporarily, the unwanted template can then be deleted. After the Association Rule can be changed back. 

 

To Delete Multiple Contacts: 

Please note that in order to delete a Contact, all Interactions must be deleted. 

  1. Click on Power Tools in the menu at the top of the screen. 
  2. Click on Field Updates. 
  3. A pop-up menu will appear. 
  4. Click on Contacts. 
  5. This will open Contacts Power Tool. 
  6. Select the Field “Marked for Deletion” from the dropdown menu. 
  7. Click the Value box. 
  8. On the right-hand of the screen use the Options button to set Data Filters to narrow the search results and click on the green Refresh button. Data Filters are not required. 
  9. All Contacts that meet the Data Filters criteria will appear in the grid. 
  10. Click the checkboxes to the left of the names of Contacts that need to be deleted. 
  11. Click the Execution Tab. 
  12. Click Unlock. 
  13. Click Execute. 
  14. The tabs on the left will indicate how many were completed and how many failed. 
  15. Click on Maintenance in the menu bar at the top of Screen. 
  16. Click on Data Deletion. 
  17. The Data Deletion Manager will appear. 
  18. Choose Contact in the Type dropdown menu. 
  19. The Contact to be deleted will appear in the data deletion grid. 
  20. Highlight the Contact by clicking on it once.
    • Multiple Contacts can be selected by holding down the Shift or CTRL key while making selections.
  21. Click the red X on the right-hand side of the grid. 
  22. A pop-up warning will appear asking “Are you sure you want to delete this contact PERMANENTLY?” 
  23. Click on Yes. 
  24. The Contact has been deleted. 

 

To Delete Multiple Plans: 

In order to delete a Plan, all Projects must be deleted. 

  1. Click on Power Tools in the menu at the top of the screen. 
  2. Click on Field Updates. 
  3. A pop-up menu will appear. 
  4. Click on Plan. 
  5. This will open Plans Power Tool. 
  6. Select the Field “Marked for Deletion” from the dropdown menu. 
  7. Click the Value box. 
  8. On the right hand of the screen use the Options button to set Data Filters to narrow the search results and click on the green Refresh button. Data Filters are not required. 
  9. All Plans that meet the Data Filters criteria will appear in the grid. 
  10. Click the checkboxes to the left of the Plan names that need to be deleted. 
  11. Click the Execution Tab. 
  12. Click Unlock. 
  13. Click Execute. 
  14. The tabs on the left will indicate how many were completed and how many failed. 
  15. Click on Maintenance in the menu bar at the top of Screen. 
  16. Click on Data Deletion. 
  17. The Data Deletion Manager will appear. 
  18. Choose Plans in the Type dropdown menu. 
  19. The Plan to be deleted will appear in the data deletion grid. 
  20. Highlight the Plan by clicking on it once.
    • Multiple Plans can be selected by holding down the Shift or CTRL key while making selections.
  21. Click the red X on the right-hand side of the grid. 
  22. A pop-up warning will appear asking “Are you sure you want to delete this plan PERMANENTLY?” 
  23. Click on Yes. 
  24. The Plan has been deleted. 

 

To Delete Multiple Clients: 

In order to Delete a Client, all linked Plans must be reassigned to a new client or deleted. 

  1. Click on Power Tools in the menu at the top of the screen. 
  2. Click on Field Updates. 
  3. A pop-up menu will appear. 
  4. Click on Clients. 
  5. This will open Clients Power Tool. 
  6. Select the Field “Marked for Deletion” from the dropdown menu. 
  7. Click the Value box. 
  8. On the right hand of the screen use the Options button to set Data Filters to narrow the search results and click on the green refresh button. Data Filters are not required. 
  9. All Clients that meet the Data Filters criteria will appear in the grid. 
  10. Click the checkboxes to the left of the Client names that need to be deleted. 
  11. Click the Execution Tab. 
  12. Click Unlock. 
  13. Click Execute. 
  14. The tabs on the left will indicate how many were completed and how many failed. 
  15. Click on Maintenance in the menu bar at the top of Screen. 
  16. Click on Data Deletion. 
  17. The Data Deletion Manager will appear. 
  18. Choose Client in the Type dropdown menu. 
  19. The Client to be deleted will appear in the data deletion grid. 
  20. Highlight the Client by clicking on it once.
    • Multiple Clients can be selected by holding down the Shift or CTRL key while making selections.
  21. Click the red X on the right-hand side of the grid.
  22. A pop-up warning will appear asking “Are you sure you want to delete this client PERMANENTLY?” 
  23. Click on Yes. 
  24. The Plan has been deleted. 

 

 

 

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  • Avatar
    Jim Harabedian

    how do I unmark a project that was erroneously marked for deletion?