Currently
There are multiple ways of making a field or record unavailable within the TIS UI, the uses have not been applied consistently across the front end/back end, however the general summary is as follows:
| Type | Functional Description | Error | Comments | |
|---|---|---|---|---|
| 1 | Delete (status) | Users can apply a status of "delete" to a particular record, which would mean that the record would be deleted from the front end Example: | ||
| 2 | Inactive (status) | Users can apply a status of "Inactive" to a particular record or reference data field, which would mean that the record or field is made temporarily unavailable Example | ||
| 3 | Trash can | Users can click on the trash can next to a field and permanently remove data from TIS Example: Placement record | ||
| 4 | Minus | Users can click on the minus sign next to a field and permanently remove it from TIS Example: | ||
| 5 | X | Users can click on the X sign next to a field and permanently remove it from TIS Example: | ||
| 6 | Dates from/to | Users can specify an end date, which would make the related record or fields Inactive after that date has elapsed Example: |
- Delete (status)
- applied at both record and field level
- this acts as a soft delete
- removed the field from the front end
- does not de-link where applied
- removes link ability for new scenarios
| Where is this used? | Comments | |
|---|---|---|
| Records: People, Posts, | ||
| Field level: |
2. Inactive (status)
- can be applied at both record and field level
- impact of applying this to field being used in a current record, is
- filtering may need to be applied to view the record in a list page
- drop downs for reference tables will not display anything that has been made with an inactive status
- records containing inactive data will not be flagged, but editing my present errors
- assessment records may become legacy, and no changes will be possible once this kicks in
| Where is this used? | Comments | |
|---|---|---|
3. Trash Can (button)
- this functions as a hard delete
- removes existing linkages with records and other fields
| Where is this used? | Comments | |
|---|---|---|
4. Minus sign
- this functions as a hard delete
- removes existing linkages with records and other fields
| Where is this used? | Comments | |
|---|---|---|
<data flows>
To Be
In order to consolidate the way that the concept of deletion is used across TIS, the following rules should be applied:
Delete status
- remove “delete” as a status that can be applied from FE across all fields and records
- apply delete status in the BE only, in certain scenarios
- displayed the deleted status in the audit log
Applicable scenarios
N/A
Inactive status
- this should only be applied to the following to reference data fields and all record types
- remove ability to link to new records
- flag where there are records using/linked to this data, which have a status of “current”
- display which records are linked or using the data, line by line
Applicable scenarios
- records that need to be temporarily retired
Trash can (button)
- this interaction type should be applied to all record types
- this should act as a soft delete, and render the record/field as follows
- remove it completely from view in the FE
- apply status “deleted” in the BE for audit purposes
- display the deletion in audit log against the relevant user/record
Applicable scenarios
- accidental creation of a record
- accidental input of a "multiple-entry" field e.g programme membership
Archive
- this is required to enable permanent retirement of record types e.g. when a trainee record falls outside of the data retention period
- this should be an automated process that triggers the following
- change of status in BE that removes "Inactive" trainees after a defined duration has elapsed e.g. 7 years from their programme end date
- remove view of the record in the FE
- notify users in bulk of records that have been archived
- all archived data should be retrievable via NDW
<data flows>
| # | Question | Comments |
|---|---|---|
| 1 | Other than reference date and records (forms), is there anywhere else, or data type, that it should be possible to apply inactive as a status? | |
| 2 | Other than within record, are there other scenarios you might want to delete (trashcan) a data entity? for example, particular fields? | |
| 3 | Deleting programme membership or curriculum membership current behaviour. Think these are hard deletes too, should they be? If so, do we currently audit the deletion of these? Requires technical design guidance as to what a consistent delete on TIS should be. | |
| 4 | What are archiving rules regarding elapsed time and what can/cannot be stored? | |
| 5 | What data will need to be accesible (GDPR) and for how long? | |
| 6 | Are there any notifications we need to provide to users / trainees regarding the editing/deleting/archiving of their data? |
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