Or

Message: This object can not be deleted because it is linked to one or more related objects
 

A common question is asked by users either when first testing out AyaNova and keeping the sample data but wanting to free up a license so that they can add another schedulable user; or when licensed but a tech leaves and they want to free up a license - so am posting this as a new post for all again:

You can not delete an AyaNova user that is of Type Schedulable User that has been selected in any order whether a service workorder, quote or PM or template as there is now a link, and you want to maintain the history of service previously performed.

You can though set a schedulable user to Inactive by doing the following:

• Open the Service navigation pane
• Select to view the Scheduled Users grid
• Filter the Scheduled User name so that only service workorders for this user display
• Filter the Closed column so that only [Blanks] display - workorders that are not yet Closed
• If any workorder items show, that means that this scheduled user is still scheduled in an open workorder and you need to either remove that scheduled user from this workorder's Scheduled User record (select a different scheduleable user, or select no user) or set this workorder to Closed
• You need to do the same for each grid where a user can be selected - i.e. Labor grid, Travel grid, etc
• View the Service Workorder Templates grid
• You need to check each subsection of each template to make sure this schedulable user is not selected - the Scheduled Users subsection, Labor etc
• Open the Quote navigation pane and do the same as you did for the Service Workorders grid by filtering to see what workorders are not checkmarked Closed, and making sure this user is not selected
• View the Quote Templates grid
• You need to check each subsection of each template to make sure this schedulable user is not selected - the Scheduled Users subsection, Labor etc
• Open the Preventive Maintenance navigation pane and do the same as you did for the Service Workorders grid by filtering to see what workorders are not checkmarked Closed, and making sure this user is not selected
• View the Preventive Maintenance Templates grid
• You need to check each subsection of each template to make sure this schedulable user is not selected - the Scheduled Users subsection, Labor etc

Once you have done the above, now you can open the User entry screen for this user and set the user to inactive by unchecking the Active checkmark.

Now you can create a new schedulable user

AyaNova Sales & Technical Support

http://www.ayanova.com

I need to follow this procedure to make a user inactive, but retain history.

I have run into an issue where I cannot set the status of the workorders in question to closed as that field is greyed out / inaccessible.

I suspect this relates to workorders that were imported from Ayanova 3.X to 4.X only, as I recall there was an issue where the closed field because unusable.

How can I make this user inactive given that I cannot set the historical workorders to be closed?

Thanks in advance,

I think there may be a misunderstanding as to what "Closed" means.

Closed is when you have checkmarked the Closed checkbox in the workorder - Closed does not mean something selected in the Workorder Status. If a workorder is checkmarked Closed, than whatever is selected in that workorder no longer affects licensing.

If you are not able to set the schedulable user to inactive, that means that user is still selected somewhere in an open workorder (a workorder that is not checkmarked Closed), or in a workorder template, or in a quote, or in a quote template, or in a pm, or in a pm template.

You need to re-check your steps again - I've reworded the steps in the original post, hopefully that makes more sense - but that user is definitely still selected either in a Scheduled Users or a Labor or a Travel or whereever you can select a schedulable user in a workorder or quote or pm or their templates. 

- Joyce

AyaNova Sales & Technical Support

http://www.ayanova.com

I don't think there is a misunderstanding - I do understand that it is the Workorder "Closed" checkbox that needs to be set.

What I see on the workorders that the user in question is scheduled for is the Service Completed checkbox, with a tick.

Underneath that is the Closed checkbox, which is in lighter grey text and for which the checkbox is not usable.

I can un-tick Service Completed, but there is nothing I can do on the "Closed" checkbox - it is not accessible.

Could this be something from Ayanova CE > Ayanova 3 import, rather than 3 > 4 as I mentioned earlier?

1. Who are you logged into AyaNova as when you are doing this?

2. What is the security group rights for Object.Workorder and Object.Workorder.Close for this AyaNova user you are logged in as?

3. Log in as the AyaNova Administrator which has full rights to everything

4. Now view this workorder's entry screen - can you now checkmark the Closed field (if the Service Completed field is now checkmarked)?

5. From your post above, you said you are trying to uncheck the Service Completed checkbox. You do understand that the Service Completed checkbox must be checked before the Closed can be checked?

6. If you continue to expereince an issue, make sure that you provide a full screenshot of the workorder entry screen as well as confirm that you are logged in as the AyaNova Administrator when this screenshot was taken

- Joyce

AyaNova Sales & Technical Support

http://www.ayanova.com