Who is this article for?

Admins who want to learn how to delete and archive outdated entries.

Issue Administrator(ISSADM) permissions are required.

Issue Manager gives you the ability to delete Issue records, both individually and through bulk deletion. This feature is available from version 6.7.126 onwards.

Various tiers of deletion are possible, ranging from reversible archiving of Issues to permanent deletion, including all Audit Trail data, from which Issues are not retrievable

This article walks you through how to enable and use this functionality.

1. Enabling Deletion
2. Deleting Issues
3. Reviewing Deleted Issues
   • Issue Deletion Tab
   • Deleted Issues Screen
   • Bulk Deletion Screen

1. Enabling Deletion

By default, Issue deletion is switched off, preventing clearing of Issues.

To turn it on:

1. Navigate to Issue Manager.
2. Select System Settings.
3. Choose a Deletion Tier.

NB: If this option is missing, please contact Ideagen Support who can enable this feature for you.

Below is a list of all available options.

Selecting one of these tiers will also automatically permit any tiers below it. For example, if Permanent – Retain Issue ID and Subject is selected, it will also be possible to Archive Issues.

2. Deleting Issues

Issues can be deleted or archived, individually, from the Issue details screen.

This is only possible if all the following is true:

• User is an Issue Administrator.
• Deletion Tier is set to anything other than Off.
• Issue in question is cleared or has been cancelled.

To archive/delete an Issue:

1. Open the relevant Issue record.
2. Click the Bin icon to the right of the header.
   If the Deletion Tier is set to anything higher than Archive, a pop-up will appear.

3. Select the required Deletion Tier.
4. Click Delete.

You can cancel the operation by closing the pop-up.

3. Reviewing Deleted Issues

Issue Deletion Tab

To view and manage archived/deleted Issues, select Issue Deletion from the options on the left.

There are two screens in this section:

• Deleted Issues shows a list of Issues that have been archived or deleted. It allows archived Issues to be restored and allows the Deletion Tier of Issues to be increased where possible.
• Bulk Deletion shows a filterable list of Issues that have been archived or deleted. It allows archived Issues the Deletion Tier of Issues to be increased where possible.

Deleted Issues Screen

This screen shows all archived and deleted Issues that can be filtered further if needed.

To restore an Issue, click the Arrow icon (under Restore) in its record row.

This puts the Issue back into its live state so it will once again appear in Issue searches and can be viewed via Issue Manager as normal.

To change tier, click the Bin icon (under Increase Deletion Tier) in its record row. Only available if there are options for further deletion.

This lets you permanently delete an archived Issue or remove Audit Trailing from an Issue that has been deleted but has retained its Audit Trail history.

Bulk Deletion Screen

This screen requires you to select filters before you can view a list of Issues matching the selected criteria.

Once you perform a search performed and the results are returned, you can click the Delete Issues button at the bottom to archive or delete all listed records.

A confirmation message will be displayed, then the operation will take place and the number of successfully deleted Issues will be indicated.