This guide provides the steps to permanently delete a record, such as a contract, variation, or payment certificate, within the CORE modules. Only users with Admin permissions should perform this task, as deleted records cannot be recovered.
Prerequisites
Audience/Role: Admin.
Data: The specific record (e.g., Contract, Variation, Payment Certificate) that needs to be permanently removed from a CORE module.
Steps
Follow these steps to delete a record in CORE:
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Locate and Open the Record
Navigate to and open the specific record you wish to delete.
Note: If the record opens as a pop-up (e.g., a variation), you must open it in a new browser tab before proceeding.
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Access the Delete Tool
On the open record, click on Tools in the top-right corner of the screen.
From the dropdown menu, select Delete.
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Confirm the Deletion
A warning message will appear asking for confirmation.
Crucial Sanity Check: Carefully review the record number and record type displayed in the warning. Ensure the type matches what you intended to delete (e.g., if you are deleting a variation, the warning should not say "Contract").
If the details are correct, click Yes to permanently delete the record.
Results / Validation
The record is immediately and permanently removed from the CORE module. A confirmation or success message will appear, and the record will no longer be visible in the system.
Limits & Notes
Deleting a record is permanent and cascades to related data: Once a record is deleted, it cannot be recovered. Proceed with extreme caution. All attachments and any dependent child records are deleted as part of the same action. This is expected behaviour for records with dependencies. For example, deleting a contract will also delete any linked variations, extensions, and other related records.
Scope: This procedure applies to records within CORE Modules, including, but not limited to: Procurement Planning, Advanced Evaluations, Contract Management (Lite or Advanced), and Freedom of Information.