If a Compliance, Risk or KRI record is no longer current, but you do not want to delete the Record, the status can be changed from Active to Inactive.
Inactive Records are excluded from lists and reports by default (see Including Inactive Records in Lists) and email notifications are not sent for any Inactive Records.
Event Records also have a ‘Status’ field, but this field applies to an Event’s progress through the reporting and management process. See Event Status in the Glossary.
Contract Record Status
Contract Records also have a ‘Status’ field, but this field shows if a Contract is current.
Including Inactive Records in lists
Inactive records are excluded from lists by default. You can include records with an Inactive status in Compliance, Risk and KRI lists.
When a Compliance Process, Risk, KRI, (Event) or Contract is deleted, it is not instantly removed from the system—the record is retained with a status of ‘To Be Deleted’ for a period of time defined by the ‘Deletion Days’ field on the ‘Maintenance’ tab in the TriLine GRC Configuration Page (Adminstrators select Maintenance | Configuration from the Main Menu). Deleted records effectively stay out of view unless the status filter on that records List is changed to see these records.
Once the retention period has elapsed, the TriLine GRC Monitor deletes the Record from the database. For example, if you were to delete a record on 28 March 2016 and the ‘Deletion Days’ setting is 90 days, the TriLine GRC Monitor will not delete the record till 26th June 2016 (90 days' time).
You can recover a Record before the Deletion Date. See Recover a Deleted Record for more information.
Tip:
Run the ‘Records to be Deleted’ report periodically to ensure that Records are not destroyed in error. Select Reports | Records to be Deleted from the Main Menu.
Procedures
Change the Status of a Record
Open the desired Compliance, Risk or KRI Record.
Click the ‘Process Detail’ tab (Compliance Processes), ‘Risk Details’ tab (Risk) or ‘Details’ tab (KRI) of the record as appropriate.
Click the ‘Status’ (or ‘Record Status’) field’s icon and select the required Status from the drop-down list.
Click the icon to update the Record.
Including Inactive records in the Records List
Select the required page from the Main Menu:
Compliance | Work with Compliance records).
Risk | Work with Risk records,
KRI | Work with KRI records, or
In the ‘Status’ Column Header of the Record List, click the icon. The Column Filter List is displayed.
Tick ‘Inactive’ and click the OK button.
The Inactive Records will now be displayed in the list.
deleted, it is not instantly removed from the system—the record is retained with a status of ‘To Be Deleted’ for a period of time defined by the ‘Deletion Days’ field on the ‘Maintenance’ tab in the TriLine GRC Configuration Page (Adminstrators select Maintenance | Configuration from the Main Menu). Deleted records effectively stay out of view unless the status filter on that records List is changed to see these records.
icon and select the required Status from the drop-down list.
icon to update the Record.
icon. The Column Filter List is displayed.
un-delete icon.
