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•  Review all Open Events: Close any Events that are no longer current. This will remove all the Positions from the Event, ‘delink’ any allocated Resources and archive all event data. Events can be re-opened at a later date if required. Active Events you are currently working on should remain Open.
•  Review Event Templates: Close any that are not current.
•  Deleting inactive Events: Events can also be deleted. This may be appropriate You can delete events, but this action is only suitable for old test events or events created in error. Select these events . Events containing real data should not be deleted, but instead they should be archived by simply Closing them.
•  To delete an event select the event(s) from the datagrid by ticking
them, you will then have an option on
• the checkbox next to the event. Click on the DELETE option in the bottom menu
to ‘DELETE’
• . A warning message will
pop up
• appear advising that this event data will be
completely
• permanently deleted
and not archived, you must
• and and cannot be recovered. To confirm, type ‘I AGREE’
to
• and proceed.

Users/Contacts and Organisations

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•  Obsolete VPR Coordinator users - edit the user profile, When a user profile is made inactive with the VPR Coordinator position still attached, they will remain on your VPR Coordinators list within the VPR system. To resolve this:
•  Edit the User Profile: Open the user's profile, make them Active and tick Enable user account for this contact. You will then be able to remove the VPR Coordinator
Position, save the record, then edit the profile again, disable their user account and make the record inactive
• position. Save the record.
•  Disable the Account: Reopen the user's profile, disable their user account by unticking Enable user account, and change the Contact Status to Inactive. Save the record.
•  Obsolete Users - edit their user profile, untick ‘Enable user account…’ Enable user account for this contact and change the Contact Status to ‘Inactive’ Inactive.
•  Tag for Deletion: Add the tag ‘REMOVE’ to any Inactive Contacts/Users you would like removed. Tags can be added to multiple inactive contacts at once using the Bulk Edit function.

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Administration>Settings/Positions & Position Groups

Crisisworks has You list of Positions will contain a number of built-in ‘system’ positions system Positions, alongside any additional positions your organisation custom Positions you may have created over time. .

System Positions: These can be edited but not allow for limited edits, but they cannot be deleted. In Crisisworks 5 , will allow you will be able to rename system positions to make them more relevant to your operational needs.

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•  Review Position Groups: Positions Groups are soley for display purposes exist to help organise Positions into categories. Rename or Delete Position Groups , they can be renamed or deleted to suit your operations.
•  Create a ‘REMOVE’ Position Group: To help manage outdated positions, consider creating a new Position Group called ‘REMOVE’. This will alllow allow you to easilky easily identify and isolate positions marked for deletion.
•  Delete Unused Positions: Positions can only be deleted if they are :
 Not
• not part of an Event
 Not
• and not assign to any Users.
•  Steps to Delete a Position:
•  Open the Position record under Administration/Settings>Positions
•  Check if any Users are assigned to this Position. If so, click the link to the user and remove the Postion from their Profile.
•  Scroll to the bottom of the Position record and select Delete.
•  If the Position is still associated with an Event, you will get an error message specifying the relevant Events. Navigate to those Event, edit the Positions, and until the Position.
•  Return to the Position record and delete it.

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In Crisisworks 5, the Resources feature has been simplified into its own register. When your site is upgraded, all existing Resources will transfer over, but utilisation history will not be retained.

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•  Review Resources - : review your list of Resources and edit as needed.
•  Resources in use: The Resource datagrid shows any Resources that are ‘In Use?’ as well as ‘Involved Events’.
•  Deleting Resources: Any that Resources you no longer need can be deleted if they aren’t are not currently in use by an event, and not linked to an Event.
•  Tag for Deletion: if a Resource cannot be deleted because it’s linked to an Event, add the tag ‘REMOVE' and we will remove as part of the upgrade script.

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• Follow these steps:
•  Navigate to the Resources list under Administration, select the Resource you want to delete. The Resource screen will show any Utilisation of that Resource. Click on the Item to display the record that has First remove the Resource from the Global workspace, to do this, edit the Resource record, and untick ‘Global Resource'
•  If the Resource is still associated with an Event, you will get an error message when you try to delete it. This message will specify the relevant Events, you can then navigate to those Event, select Edit Resources then untick the Resource in question. The system will now allow you to delete the Resource.

Merge Templates

Administration>Settings/Merge Templates

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