Contract Document Deletion - Terminated and Un-Booked Contracts

Contract Document Deletion - Terminated and Un-Booked Contracts

Introduced in v5.20.54, ADO - 40572

As of the 5.20.54 release of ASPIRE, Users will have the ability to delete contract documents for terminated and un-booked contracts to manage storage usage. A new screen has been added that that will allow users to select obsolete contracts and delete their stored documents from the ASPIRE database in order to manage database growth over time.

Users will be able to filter for certain contracts and manually select and unselect contracts as they see fit. Upon upgrade to v5.20.54 or later, access to this screen will only be granted to the default Administrators profile. Other Users can be granted access through Security Profiles which displays the Document Repository Maintenance menu option on the Tasks menu and provides access to all the functions available on the screen. 

IMPORTANT INFORMATION TO UNDERSTAND PRIOR TO DELETING DOCUMENTS
  1. These documents will not be able to be retrieved or restored after processing is complete
  2. It is recommended that this process be executed in a test environment and validated prior to production processing
  3. A backup of the ASPIRE database should be taken prior to processing in this area
Note: Contract docs from the Account Repository may also be deleted for primary customers because we are targeting by contract. 


1.  A new screen has been added to the Tasks menu > Database Management menu labeled "Document Repository Maintenance".

2.  A warning message is displayed at the top of the screen that reads:
  1. This screen will delete all Contract-level documents from the ASPIRE database for unbooked and terminated Contracts
  2. These documents will not be able to be retrieved or restored after processing is complete
  3. It is recommended that this process be executed in a test environment and validated prior to production processing
  4. A backup of the ASPIRE database should be taken prior to processing in this area
  5. All system users should be logged out of the ASPIRE system during processing
  6. No other system processes should be active during processing
  7. Processing in this area is limited to 500 Contracts per batch
3.  The top of the screen enables a user to look up terminated and unbooked contracts (with related documents) by the following parameters (exclude contracts where dbo.Contract.IsBooked = 1 and dbo.Contract.IsTerminated = 0):
  1. Finance Company
  2. Contract Status
  3. Credit Decision
  4. Credit Decision Date (include mathematical operators such as >, <, =, etc.)
  5. Termination Date (include mathematical operators such as >, <, =, etc.)
4.  Search results are returned in a grid below that enables multi-selection to add contracts to processing queue with a limit of 500 transactions (includes count of documents in repository per contract).

5.  Upon triggering processing a final warning message is displayed to the user with Continue and Cancel options
  1. Contract-level documents will be deleted for all Contracts selected for processing and will no longer be available in the ASPIRE System.
6.  Upon completion a final message is displayed to notify the user that processing is complete.

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