Content Manager 25.2 Content Manager

# Deleting Locations

Deleting a Location means removing it from the database, which means it will also not appear as a historical record, e.g., as a former record owner.

To merely make a Location unavailable for use, but keep it in the database, you can deactivate it. See Inactivating, reactivating and deactivating Locations.

1. Right-click the Location to delete and click Delete.

   The Delete Location dialogue box appears for you to delete the Location if it is not used as a reference for other information or, if it is being used, to replace that Location with another.

2. In the field Replacement, use the KwikSelect button to select the replacement Location, if applicable
3. Select the replacement method to apply:
   - If the Location has a Private Access Control - Use the Replacement Location - uses the replacement Location for the Private Access Controls the Location may have on Content Manager items. Otherwise, Content Manager sets the Access Control on these items to Unrestricted.
   - If the Location has outstanding Record Requests - Use the Replacement Location - sets Content Manager to use the replacement Location for requests for records that have not been completed. Otherwise, Content Manager deletes the requests.
   - If the Location has any Email addresses - Copy email addresses to the Replacement Location - copies the Location's email addresses to the replacement Location.
   - If the Location has any associated Locations - Copy associated Locations to the Replacement Location - copies the Location's associations to the replacement Location. These are listed in the Location's Properties - Associations tab, its memberships in Positions, Committees, Project Teams, Groups, etc.
     Not selecting this option means Content Manager deletes the associations.
   - If the location has any addresses - Copy all addresses to the replacement location - copies the Location's addresses to the replacement Location.
   - If the location owns any user labels - Transfer user label ownership to the replacement location - copies the ownership of all user labels the location has responsibility for to the replacement location.

     NOTE: If the replacement location already has a user label with the same name, the transferred user label will be renamed by added (1), (2) etc. until it finds a unique name within the replacement location's label. It will continue to try until (9) and will delete the label at this point.

   - If the location has any notes

     - Copy notes to the replacement location - copies the notes, if any, of the location to the replacement location.

     - Overwrite existing notes - existing notes of the replacement location will be overwritten with the one that is being copied.
4. Click OK.

NOTE: The implications when you choose to replace a Location with a new reference:

- You can only select someone with the same or higher security of the original Location
- The audit log will register that a name has been deleted
- The movement history of relevant records will be incorrect because the references will point to a new Location
- The action history of relevant records will be incorrect because the references will point to a new Location
- The history of disposition changes will be incorrect because the references will point to a new Location
- If actions are still current, the new person will not receive another email notification

The replacement Location will automatically be used for:

- Actions assigned to this Location
- Activity Assignees, Clients, Supervisors, Authoriser and Escalator Locations
- Record Locations (Assignee, Home Location, Owner Location)
- Profile and address references for other Locations

References to this Location will be set to blank for:

- Record Classification Defaults (Home Location, Owner Location)
- Record Type Defaults (Home Location, Owner Location)
- Hold Contacts

The following items will be deleted if they relate to the Location being deleted:

- Census items
- Saved record searches
- Saved Workflow searches

IMPORTANT: When deleting locations, it will be necessary for the user who is deleting the locations to log out of Content Manager and to log back in so that their location list is refreshed.

See Tag functions for information about deleting multiple names from the Locations list using the tag facility.

Copyright 2008-2025 Open Text
Version 25.2 | Last updated April 2025
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Product: Content Manager 25.2

Topic Title: Deleting Locations