Beacon

Delete or archive records

Updated 13 days ago

Sometimes that time comes along when you just don't need a particular record anymore. There are two different ways to get rid of the offending information:

  1. Archive the record
  2. Delete the record

These have some crossover, and some distinct differences which we'll cover below.

Beacon bin


link What is archiving?

Archiving is your go-to first step for removing information. It makes the information invisible to you, and to your filtering/exporting/searches. It can however still be accessed if you ever need to reference it again, and brought back to life if you need to reinstate it one day. Think of it like putting a file in the trash on your computer - it's gone for all intents and purposes, but you can still get at it if you ever need it.

link What is deleting?

It is what you'd likely expect; deleting removes the records completely from your database, and they can't be restored or recovered. Records must be archived first before you can delete them.

error_outline Be careful when choosing to delete a record. Any other records which currently point to it will lose that information/link, and it cannot be undone.


link Archiving or deleting single records

link Archive

On each record there is a handy Archive button in the top right of the individual record.

Screenshot 2020-01-16 at 13.06.16

You'll be greeted with a confirmation window...

Screenshot 2020-01-16 at 12.15.04

...and a success message upon completion.

Screenshot 2020-01-16 at 12.14.27

link Delete

To delete a record, it must first be archived. Once archived, use the Delete button on the record in the top right.

help_outline To find your archived records, see here.

Screenshot 2020-01-16 at 13.07.08

error_outline Be careful when choosing to delete a record. Any other records which currently point to it will lose that information/link, and it cannot be undone.


link Archiving or deleting multiple records

link Archive

You can archive or delete records in bulk using your list view. First, use the checkboxes to select the records you would like to archive.

Next, open the Actions menu (the three dots!), and click Archive.

help_outline You can use filters and views to narrow the current records in view. Using the 'Select all' checkbox at the top of the list selects only those records currently visible.

Archive multiple

Records archived!

link Delete

To delete records in bulk, they must first be archived. To permanently delete them, select the records you would like to delete from the archived records list, open the Action menu, and then click Delete forever. Ominous!

help_outline To find your archived records, see here.

Screenshot 2020-01-16 at 13.03.06

error_outline Be careful when choosing to delete records in bulk. Any other records which currently point to them will lose that information/link, and it cannot be undone.


link Viewing and restoring archived records

To see the archived records of any record type, open the Views dropdown, and click Archived.

Screenshot 2020-01-16 at 12.15.48

You'll now be looking at any records of this type previously archived and hidden from your database. This is the recycling bin of Beacon!

From here you can view the records, sort and filter them, etc. just like you can with live records. If you would like to restore a file, it's virtually the same process as archiving:

There's a Restore button on the individual record in the top right.

Screenshot 2020-01-16 at 13.06.56

Or for multiple records from the list view you can select the record or records, open the tri-dot Action menu, and click Restore.

Screenshot 2020-01-16 at 12.16.11


If another record points to one that has been archived, it will still show the link information but will mark it as archived. Clicking through will take you to that archived record.

Screenshot 2020-01-16 at 13.00.15

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