Gyrus Knowledge Base
Article Number:		04002102
Article Title:		NEW: Deactivation

Training Wizard 2001 3.0.23

Deactivation is a major new feature for Training Wizard 2001. With Deactivation, data that you delete is not physically removed from the database, but is instead marked as deactivated and not normally displayed in the day to day use of the product. Without Deactivation, data that you delete is physically removed from the database, including any related data. The loss of this related data can be quite substantial in some cases (for example, when deleting a course, all of the scheduled classes, student enrollments and associated costs, scores, etc. are also deleted).

There are four types of data that can be deactivated:

• Courses
• Instructors
• Locations
• Students

By default, deactivation is turned off for these areas. To turn deactivation on, click the Preferences button on the Training Wizard Home Page, and then run the Manage Deactivation process. This process allows you to turn deactivation on and off for each of the four areas listed above.

Once deactivation is turned on, you will not see a difference in how the application behaves. Deleting a course, instructor, location or student will still appear to remove the record. The difference is found within the database. Instead of the record being physically removed, it is simply flagged as deactivated. Training Wizard by default will not display any deactivated records.

When deactivated data is displayed in Training Wizard it is always considered read only data. No changes to deactivated data will be saved. When deactivated data is displayed in a grid, it will always be italicized.

To recover a deactivated record, you can use one of the Reactivate processes, also under the Preferences button on the Training Wizard Home Page.

There are two settings for a user that control how that user interacts with deactivated data. These two settings are set when a user is created, or they can be changed by running the Edit User Security Levels process found under the Preferences button on the Training Wizard Home Page. The two settings are as follows:

• User Can Choose To View Deactivated Data. If this option is turned off, then the user cannot ever see deactivated data. If this option is turned on, then the user has the choice of whether to see deactivated data. By default, the user will not see deactivated data. The user can run the Edit User Options process (under the Preferences button) and turn on the Include Deactivated Data option if they want.
• User Can Control Where Deactivation Occurs. This option controls whether or not the user is allowed to run the Manage Deactivation process described above.

Note that even if a user's settings and options are such that they should not see deactivated data, there are still situations where deactivated data will appear. For example, if you deactivate a student, and that student was enrolled in some class, viewing the list of students in that particular class will always include the deactivated student. Another example is a student's transcript. If you deactivate a course, then running the View Student Transcript process (under the Student button on the Training Wizard Home Page) for a student that took the now deactivated course will still display the deactivated course.

Finally, there are several rules that affect the behavior of deactivation. The rules come in two varieties: rules that allow a physical deletion to occur even when deactivation is turned on, and rules that prevent the deactivation from occuring.

• Deleting even when deactivation is enabled:
  • If a course is deleted, and the course has no classes or enrollments, then the course should be deleted, regardless of whether deactivation is turned on.
  • If a student is deleted, and the student has never been enrolled or registered or waitlisted or canceled, then the student should be deleted, regardless of whether deactivation is turned on.
  • If a location is deleted, and the location has never been scheduled for a class or non-class event, then the location should be deleted, regardless of whether deactivation is turned on.
  • If an instructor is deleted, and the instructor has never been scheduled for a class or non-class event, then the instructor should be deleted, regardless of whether deactivation is turned on.
• Preventing deactivation:
  • Deletion and deactivation should be prevented for courses that have classes scheduled for a future date. Canceled classes do not count.
  • Deletion and deactivation should be prevented for students that are enrolled in classes scheduled for a future date. Canceled classes do not count.
  • Deletion and deactivation should be prevented for locations that are scheduled for a future event (class or non-class).
  • Deletion and deactivation should be prevented for instructors that are scheduled for a future event (class or non-class).

04002138 - How to modify a report to not include deactivated data.
04002143 - Summary Of Changes In Training Wizard 2001 3.0.23

THIS INFORMATION IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. GYRUS SYSTEMS DISCLAIMS ALL WARRANTIES, EITHER EXPRESSED OR IMPLIED. GYRUS SYSTEMS SHALL NOT BE LIABLE FOR ANY DAMAGES WHATSOEVER INCLUDING DIRECT, INDIRECT, INCIDENTAL, CONSEQUENTIAL, LOSS OF BUSINESS PROFITS, OR SPECIAL DAMAGES, EVEN IF GYRUS SYSTEMS HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

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