 Chris
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| Joined: 07 Feb 2006 |
| Total Posts: 17 |
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deleting client files
Posted: 10 May 2006 10:16 AM |
| When we know a client will not be coming to the center any longer (Example: they've moved out of town, or had a hysterectomy, or they were an older client who has now gone through metapause) and we are ready to delete their file from the system, the computer will not let you delete a file if there have been any appointments. A red notice will come up saying file cannot be deleted because client is still "referenced by appointments". The only way to delete the file is to go into the "activity" tab and delete all former appointments for that client. For some clients, this could be years of appointments. I can understand the computer not letting you delete a client who is scheduled for an upcoming appointment, but why can't you delete a client who's last appointment may have been months or even years ago? |
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Re: deleting client files
Posted: 10 May 2006 10:46 AM |
Hi Chris,
There is a lot to consider when deleting a client file. When you delete a client file, you are going to lose all of the history associated to this file, including all statistics. One wonderful feature in CenterPiece is the ability to look back on your statistics for past years. That history will always be there, so you are able to compare your services of the past with how you are doing today. When you delete a file, you are also deleting this statistical history. Because of this, it is my recommendation that you do not delete client files (unless in the case of duplicate files), even if you do not believe they will ever return to the center.
However, if you do decide to delete client files, by design you will have to delete all appointment forms from their file first. Hopefully this won't set you back too much.
Please let me know if you have any more questions/concerns about this. :o)
Sarah |
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lindal
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| Joined: 26 Oct 2005 |
| Total Posts: 3 |
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Re: deleting client files
Posted: 07 Jan 2007 06:02 AM |
Sarah,
I want to close files for many of the same reasons Chris mentioned - however- I do not want to delet the files. I have been checking hold mailings, unclicked "active" on the General form and then wrote a note. The problem is that they are still coming up on my mailing lists.
In short, I want to keep the files, yet take their names off the active mailing lists
Thanks
Linda Linden |
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Re: deleting client files
Posted: 08 Jan 2007 06:46 PM |
Hi Lindal,
In a future update, we will add a filter to exclude inactive files from all reports/mailings. Hope that helps. |
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Re: deleting client files
Posted: 09 Jan 2007 10:43 AM |
Hi Linda,
Just adding to what Brian said, there is currently a "Hold Mail" filter for the "Client Files" Report which can be used as a mailing list. Selecting "Yes" for the "Hold Mail" filter will remove all clients whose files have been marked with this "Hold Mail" checkbox.
Hope this will help!
Sarah |
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