Sometimes, an organization you've been tracking is no longer relevant. They might be a former member or business partner. Regardless, you have the occasional need to remove them from your field of view.
Engagifii's newest release allows you to deactivate or delete organizations. And, upon deactivation, you may reactivate the organization. We've also instituted some safeguards to help avoid deactivating an organization where you still have outstanding business.
Your staff user will need the following permissions enabled by your administrator, as required:
- Deactivate Organization
- Reactivate Organization
- Delete Organization
When would I delete vs. deactivate an organization?
We expect that you'll only delete an organization when you've created it by mistake. For example, maybe you created a second organization, then discovered that you already had another one already in the database with an abbreviated spelling. You'd just delete the new one.
However, if you've been working with an organization for some time, then you likely have lots of stuff associated with it, such as:
- Outstanding invoices
- Open credit notes
- Active people
- People registered to upcoming classes or events
You wouldn't want to delete that org. If you did, you'd lose important history that, if the organization became relevant again, would be sorely missed.
Consequently, Engagifii will do a dependency check when you choose to deactivate or delete an organization. You may only delete or deactivate an organization if there are no dependencies.
Once deactivated, the organization will be hidden behind a "Status" filter, which is set to only show Active organizations by default.
What if there are dependencies?
If there are outstanding dependencies, you'll see something like the below. You'll need to resolve the dependencies to finalize the deactivation.
| Dependency | Resolution |
| Outstanding Invoice | Pay or credit the invoice. It must be fully satisfied |
| Open Credit Note | Apply the credit note to an invoice or process a refund. It must be fully applied. |
| Class Registration | Cancel the registration or wait for the class to have completed |
| Event Registration | Cancel the registration or wait for the class to have completed |
| Active People |
|
Once you've resolved the dependencies, simply click the "Try again" button at the top of the Delete/Deactivate pop-up and it will run the checks again.
Note: A follow-on deployment is scheduled for January, 2024 which will enhance deactivation and deletion of People with the dependency checks and refined experience discussed here for organizations.