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Recovering and Finding Records ​

Sooner or later a customer calls to say that an invoice, an item or a whole entity flow has vanished. Usually it has not vanished at all: somebody deleted it, and Nama ERP kept a copy. Two screens under Administration → Other answer the two questions that follow — "what was deleted, and can we get it back?" (the Recycle Bin) and "does this record exist anywhere, under any type?" (All Records).

The Recycle Bin ​

What lands there ​

Every time a record is deleted, the system stores a complete copy of it as it stood at that moment, together with who deleted it and when. This applies to every kind of record — documents, master files, and configuration records such as document terms, entity flows or translation overrides alike. A draft that was never committed is kept too.

Two things never reach the bin, because they are not deletions:

  • A cancelled document. Cancelling (through a Document Cancel Document) keeps the document in place with the Cancelled status; it is still in its own list and in All Records.
  • A delete that was sent for approval and not yet approved. The record is still alive until the approval completes.

Open Administration → Other → Recycle Bin. Each row is one deleted record:

ColumnWhat it tells you
AuthorThe user who deleted it.
Entity TypeThe kind of record — Sales Invoice, Customer, Entity Flow…
Owner CodeThe record's code at the moment it was deleted.
Version NumberWhich saved version of the record the deletion was.
DateWhen it was deleted. The list is sorted by this column.

You can filter on all five columns. If your administrator has grouped entity types into an EntityType List marked to be used as a module, a Module quick filter appears along the top, so "everything deleted from Sales last week" is two clicks away.

Looking before you restore ​

Select a row and choose More → Preview Deleted Record. The record opens on its own screen exactly as it was when it was deleted, lines and all, so you can confirm it is the right one before bringing it back.

Restoring ​

Select one or more rows and choose More → Restore Deleted Record. Each record is brought back under its original code and saved again through the normal save, which means:

  1. Every check a normal save runs, runs again. If the period has been closed since, or another record has taken the code in the meantime, the restore is refused with the same message an ordinary save would show. Fix the cause and restore again.
  2. Its effects are recreated. A restored invoice is processed again, so its ledger and stock effects come back with it.
  3. If the record's type is under an approval, the restored record enters the approval cycle like any new save, rather than becoming final at once.
  4. When you restore a single record, its screen opens straight away. When you restore several, the list simply refreshes.

A restored record leaves the bin. If it is deleted again later, it returns to the bin as a new row.

"My customer deleted it by mistake an hour ago"

Filter Owner Code on the code they give you, or Entity Type plus Date if they do not remember the code. Preview it, then restore it. Nothing else needs to be re-entered.

Who can use it ​

The Recycle Bin is an ordinary list in the Administration menu, so the usual tools decide who sees it. To keep a role out of it, block the list view recycleBin on the Configuration Group type in that role's List View Security, or remove the entry from their menu — see Who Sees Which Menu.

How long things stay, and emptying the bin ​

Nothing in the bin expires. Every deleted record stays there, restorable, until the bin is emptied — and there is no button on the screen to remove an entry permanently. Emptying is a database job: the Cleanup Utility script in Database Operations does it when run with its recycle-bin flag set. It removes every deleted record at once, along with all the earlier saved versions of those records, and what it removes cannot be restored. Run it only after a backup, and only when the customer accepts that nothing deleted so far can come back.

All Records ​

Administration → Other → All Records is the opposite view: one list containing every record that currently exists in the system, of every type, one row each. It is the place to start when you have a code, a name or a date but do not know which screen the record lives on.

The columns cover what every record has in common: the type, code and name, the legal entity, branch, sector, department and analysis set, the File Status (draft, committed, cancelled…), the Value Date, book, term and group, the First Author, the Creation Date and the Last update Date. The filters add the Actual Code, the English Code, the Module, and whether the record is a master file or a document. Open any row to jump straight to that record on its own screen.

Two actions under More work on the selected rows, whatever their types:

  • ReCommit From All Records View saves each selected record again, so its effects are rebuilt. Tick Stop With First Error to halt at the first record that fails; leave it unticked to carry on and get a list of every failure at the end.
  • ReReplicate Any sends each selected record to the other sites again, for installations that use Replication.

A record that is not in All Records does not exist any more. Look for it in the Recycle Bin.

Messages you may see ​

MessageWhyWhat to do
Please Select Rows — «من فضلك اختر السجلات أولا»An action under More was pressed with no row selected.Tick the rows first.
You can not delete cancelled Document {0} — «تم الغاءالمستند {0} فبالتالي لا يمكن حذفه»Cancelled documents cannot be deleted, so they never reach the bin.Nothing to recover — the document is still in place with the Cancelled status.
You cannot delete {0} because it is awaiting approval.A delete for this record is already waiting for approval. The message has no Arabic translation, so it appears in English on Arabic screens.Finish the approval; the record reaches the bin only once the delete is approved.

See also ​