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What happens if I delete an Object, User, Room, Extra etc. from the database?

From time to time your business might change, new needs occur and some house keeping could be necessary. Here's some useful information on what happens if you delete an Object from the database or you change the name, rate etc.

Deleted Objects from the Types: Users, Resources, Rooms, Equipment will appear in Bookings, Projects and Reports as either a blank name, a '?' symbol, or as the word 'unknown'.

Below is an example of how an Object (FCPX) looks in the Edit Project Window before it is deleted.

If we were to delete this object, then the booking looks the same, except that we lose the Object name.

This information is also missing from the Edit Booking window:

Any reports that you run on a Project with any deleted Objects will now show the name as 'unknown'.

However, it will not be possible to run a report on any deleted Objects individually as they won't be available for selection in the Toolbox or Object Manager.

Renaming an Object also renames it in all past Bookings and Projects.  If we renamed our 'FCPX' suite, to 'Avid 5', then it will update immediately an appear with it's new name in all bookings.  

Reports on old Projects will also show use of 'Avid 5' instead of 'FCPX'.

Therefore, it is recommended that you deactivate Objects (option "Active: NO" in Modify window) instead of deleting them. If you then need to run a specific report on an inactive Object, for example, you can see and select it by choosing option "Show Inactive" from the drop-down menu in the Toolbox > Objects tab.

Other Objects that do not have the option "Active: NO" in the Modify window (Materials, Services, Expenses, Object Classes) can be removed from the system without having any effect, except for being able to add from this point. They remain in Edit Project window, the Edit Booking window, Budgets, Invoices, Project Work Orders, Media Orders, and appear on Reports.

Removing an Object Class, does not delete any of the member Objects.  Any booked Objects that used an inherited rate or activity will maintain these, but will just no longer list the Object Class.  The Object Class will no longer be listed anywhere.

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