Records can be added, modified and deleted in several menu items. This exercise will explore deactivating and reactivating records in software and will be depicted using the employee screen. The principles are similar for other menu items.
Deactivating Records
After a record has been added, whether manually or imported, it can be deactivated in just a few steps.
(i) Select the record and scroll to the “Is Active” group header. If it is not on screen it can be retrieved via the column chooser by right-clicking a grid header the selecting Column Chooser.
A new window entitled “Customization” will pop up with all the available columns for that grid. Filter for “active” then drag and place the “Is Active” column in the grid above.
If the “Is Active” column is not found, then it is already in the grid above – generally located at the extreme right.
(ii) Select the record(s) you’d like to deactivate, then uncheck the corresponding “Is Active” checkbox.
This can also be executed by unchecking the “Active” checkbox in the “Overview” tab.
However, when more than one record is simultaneously selected, all options below the grid are greyed out, thus inoperable.
When deactivating employees, it is also good to set a laid off date (in the “Overview” tab) and Exclude from payroll (in the “Payroll” tab) to prevent future anomalies.
(iii) Click on save to accept changes.
Reactivating Records
After the data is refreshed or the screen is closed, upon reopening the screen the deactivated record will not be among the list of records (i.e. “Employees” screen) or it will be displayed greyed out (i.e. “Companies” screen).
To reactivate a record do the following:
(i) Go to the “Analysis” menu item
(ii) Set your filters to help pinpoint the record for the record (and limit the number of records to load), then click “Apply” to load the records.
(iii) Scroll to the “Active” group header ( usually far right) and set it to an ‘unchecked’ state. All inactive records will remain on screen.
(iv) Select the record(s) you’d like to reactivate, then check the corresponding “Active” checkbox and click tab.
(v) Click on save to accept changes.
The record is now reactivated.
