FAQ-008-CUSTOMERS-How to remove a client's data file?

Prerequisite: having the right to delete a customer record

Before a user can delete a customer record, they must have the delete permission enabled for their user group.

• As a platform administrator, you can grant this permission to any group of users.
• By default, the "Marketing" type profiles are the only group that will have this right upon creation.

Detailed procedure for deleting a customer record:

Follow these steps to delete a customer record. If you need to grant permission to delete records to a group of users first, start with Part 1. If permissions are already in place, proceed to Part 2.

Part 1: Grant a group of users the permission to delete a record (if needed)

This section is intended for administrators who want to grant a specific user group the permission to delete customer records.

1. Access the settings

• Click on your initials in the top-right corner of the screen.
• Select the « Settings » option from the drop-down menu.

2. Manage Users, Groups and Permissions

•  Once you are in the settings, find and click on the the icon and the label "Users, groups and permissions management".

3. Select the target user group:

• Scroll down to the "Groups and permissions management" section.
•  Next, select the group to which you want to give the right to delete customer records.

4. Access the "Customers" module within the group:

• On the group's details page, find and click on the « Customers » module. This module allows you to manage the permissions relating to customer records. (create, edit, delete, reassign customers).

5. Activate the permission to delete a record and then save:

• In the "Customers" module permissions window, tick the « Right to delete a customer » box.
• Click the "Save" button to save this modification.

•  The relevant user group will now have access to the deletion button on customer records.

Part 2: Deleting a customer record

This section describes the steps for deleting a customer record once the required permissions are in place.

1. Search for the customer record and open it:

• Access the "Customers" module from the OpenFlex homepage.
• Find the customer record that you would like to delete and open it.

2. Click the deletion button:

• On the open customer record, locate the button containing an ellipsis.  .
• Click this button.
• Select the "Delete" button from the menu that appears.

3. Confirm the deletion:

• A confirmation window titled "Confirm deletion" will open.
• OpenFlex will ask you: "Do you confirm the deletion of this client?"
• To confirm the deletion, click the "Delete customer" button.
• If you do not want to delete this customer, click "Cancel".

4. Management of ongoing opportunities:

• If the customer that you are trying to delete has any ongoing opportunities (appointments, reminders, opportunities), you will receive a specific alert.
• This alert informs you that deleting this customer will close all their appointments, reminders and opportunities in progress.
• Then you will have to decide whether you still want to delete this customer, considering that doing so will end their opportunities.