Tables Remove a data record Estimated reading: 5 minutes Individual data records can be deleted, archived or moved to the recycle bin. This is done recursively. Fig. 1: delete| recycle bin| archive Recursiveness The procedure for deleting, archiving and moving to the recycle bin is recursive. If a data record in a table is linked to data records from other tables and this data record is now to be deleted, for example, the linked data records are considered next and also deleted depending on the link type. This continues until you reach a data record that has no further links. Backward links are not taken into account. Required rights To be able to delete/archive/move a data record to the recycle bin, the corresponding rights are required. Delete: If at [Admin -> User/Groups -> Administrate -> “Click on a folder” -> Table rights -> “Gear” -> -] (see data record rights) is checked, this user group is authorized to delete data records in the selected table. If a check mark is set at [Admin -> User/Groups -> Administrate -> “Click on a folder” -> User rights -> Tables -> File -> Delete], you are authorized to delete data records in every table. Archiving: If at [Admin -> User/Groups -> Administrate -> “Click on a folder” -> Table rights -> “Gear” -> “Archive”] (see data record rights) is checked, this user group is authorized to archive data records in the selected table. If a checkmark is set at [Admin -> User/Groups -> Administrate -> “Click on a folder” -> Usage rights -> Tables -> File -> Archive], you are authorized to archive data records in every table. Move to recycle bin: If a check mark is set at [Admin -> User/Groups -> Administrate -> “Click on a folder” -> Table rights -> “Gear” -> Trash can] (see data record rights), this user group is authorized to move records in the selected table to the trash can. If a checkmark is set under [Admin -> Users/Groups -> Administrate -> “Click on a folder” -> User rights -> Tables -> File -> Trash], you are authorized to move data records in each table to the trash. Restore: In order to be able to remove the corresponding marking for archived or trashed data records, a checkmark must be set under [Admin -> User/Groups -> Administrate -> “Click on a folder” -> Table rights -> “Gear” -> “Restore”] or under [Admin -> User/Groups -> Administrate -> “Click on a folder” -> Usage rights -> Tables -> File -> “Restore”]. Delete A data record can be deleted by selecting the desired data record(s) and then deleting the selected data records in the menu under [Delete data record (see Fig. 1)]. Treatment depending on link type Depending on which links the data record has, the linked data records are handled differently. For a more detailed description of the different link types, see Links. If a data record is linked to another data record, deleting (archiving/moving to recycle bin) is performed recursively. No link If a data record has no link to another data record, it is simply deleted. 1:1 link If a data record has a 1:1 link to another data record, both data records are deleted. 1:n link If a data record has a 1:n link, the data record and all data records to which it is linked are deleted. Please note that this deletes several data records and not just the desired one! If “Delete all versions” is checked in the table settings, all linked data records are deleted as described above. However, if the check mark is not set, only the selected data record is deleted and not the data records to which it is linked. n:m link If a data record has an n:m link, the data record is not deleted, only the link. Archive Selected data records are archived, i.e. they are marked as “archived”. Archived data records are not displayed in the standard list view. To display archived data records, they must be selected under [View -> Show archived] (see Fig. 2). To be able to edit (change, version, delete) archived data records, they must be removed from the archive. Links are handled in the same way as when deleting a data record. Fig. 2: show archived/ show recycle bin Move to recycle bin Selected data records are moved to the recycle bin, i.e. they are marked as “in the recycle bin”. Data records in the recycle bin are not displayed in the standard list view. To display data records that are in the recycle bin, you must select [View -> Show recycle bin] (see Fig. 2). To be able to edit (change, version, delete) data records in the recycle bin, they must be removed from the recycle bin. Links are handled in the same way as when deleting a data record.
