Asset system settings for states

New state: Creates a new status. Enter the name under Title and select if the Type shall be Active or Inactive .

Edit: Allows to change the name or type.

Delete: Tick the checkbox next to a status you want to delete and click Delete. You can only delete statuses without linked entries in Complete Control.

This additional functionality is only available for system administrators. Your regular contact person at House of Control AS can tell you more about this extension.

Inactive persons, assets or contracts can get deleted automatically from Complete Control based on the status they have. Use this e.g. for GDPR purpose or to delete obsolete entries.

Note!
Entries will be completely removed. There is no way to recover them.
All related information will be deleted. If you e.g. delete a person, the person's name will also be removed from any change logs.
We recommend strongly using this functionality carefully.

Automatic deletion: Tick Enable if you want any entries with this status shall be deleted automatically from Complete Control.

Triggered by: Here you have two possibilities: 

• Date changed to this state: Select if the date this status was set on an entry shall initiate the process for automatic deletion.

• From field: Select if a certain field shall result in automatic deletion. Then, pick the related field form Select field (e.g. be the Retirement date for persons).

Offset: Here you define when exactly an entry shall be deleted.

Example!
If you combine 1 Month with Date changed to this state, entries will be deleted one month after this status was set.
If you combine 1 Year with From field and Retirement date, persons will be deleted 1 year after the retirement date.

Recipient: Complete Control sends out a notification 3 weeks before an entry is deleted. Via this field you define who will be notified (bell or email if set-up). This can be a specific user or e.g. the responsible employee. Click Add to define several recipients. For example, you could add both the responsible employee (From field) and the system administrator for Complete Control (Specific person).

Note!
It can happen that users set a status after the 3 weeks' notice period. This can happen if a specific field triggers the notice, not the date the status was set. If this is the case the recipients will be informed immediately.
Here an example: Let's say you have a status "Retirement cleanup" and you want to delete all employees 6 months after their retirement. Thus, the retirement date is the trigger for the automatic deletion, and offset is 1 month. If a user now sets the status "Retirement cleanup" 5 months and 3 weeks after the retirement date, there is only 1 week left until the user will be deleted.
In this case, the notification will be sent out immediately.

In this example, you shall create a new status "Delete automatically". When giving persons this status, they shall be automatically deleted six months later. The responsible employee and the system administrator shall be informed 3 weeks before an entry is deleted.

The process is the same for assets and contracts. Only that you set the status under System settings - Contracts or System settings - Assets.

1. Open System settings - People - States.
   

2. Under Inactive, create a new status "Delete automatically" and save it.

3. Re-open the status. Under Automatic deletion, Enable.

4. Check Date changed to this state.

5. Under Offset, enter 6 Months.

6. Under Recipient, pick From field. And under From field, pick Responsible employee.

7. Click Add to add a new recipient: Now, select Specific person from the Recipient-list and pick yourself or another responsible system administrator.

8. Save the settings.

The settings are valid immediately and can be used by any employee with the right to change statuses. 3 weeks prior deletion the recipients are notified, and the entry is displayed in the event list under the bell in the top menu.

Recipients receive a notification 3 weeks prior deletion. Shorter notice periods are possible if the user has set the status too late (e.g. 3 weeks after retirement for a person that shall be deleted 4 weeks after retirement date).

Bell

Below the bell icon, you will find information about both planned and executed deletions.

Email

If a recipient doesn't check the bell, Complete Control sends out an email notification.