Overview

If you do not see the options within the permissions below please contact the support team to enable the purge feature.

Whilst data can be marked in Vivantio as deleted this is only a soft delete and data such as tickets, clients locations can still be searched for.  There is now the option to purge a deleted record and its associated records. Associated records are also purged to remove any Personal Identifiable information that may be held in those records.

Deleting data within Vivantio can be viewed as moving data to a "Trash Can" that can still be accessed if needed and once there it can be permanently removed by purging it.

Purged data is initially locked for between 7 to 14 days where a system administrator can reverse this decision. After this time the data will be purged permanently and it will not be possible to recover this data.

Permissions

Purge permissions can be added from the admin area to each role / system area as required.

We would recommend that this is only enabled to roles as required.

You may wish to remove this permission until it is next required to minimise the risk of accidental data loss.

To enable the Purge Feature in your Vivantio System.

Navigate to the Admin Area > Setup > Global Settings > Features > Purge

To enable a Role to have permission to Purge data;

Navigate to the Admin Area > System Areas > Select the system area e.g. Ticket > Permissions > Process Permissions > Select the Role > Edit > Select Purge > Save

Guidance

To Purge Data

Before a Purge can take place the ticket will need to be Deleted. If the User has permission to Purge data they will then be able to see the Purge Button

They will be asked to provide a reason for the Purge (this is a mandatory requirement)

Once the User has saved the Purge, they will be provided with a Purge Summary

Cancelling A Data Purge

Any administrator if required can reverse this action for a limited period.

In the admin area under System health will provide details of previous and pending purges, if you wish to cancel a Purge, select the relevant request and click View Details

You will be presented with the options of:

• Cancel the Purge Request and Unlock these Records
  
• Allow Records to be Purged (Date and Time of Purge)

Selecting Cancel will restore the purged items if required. Please note this is only possible before the items are purged, once completed this is not reversible.

Restored records will still be in the deleted status and you may wish to amend.

Reviewed: 08 March 2023