Before deleting assets, categories, hold reasons, or users from the platform, you need to reassign the data linked to them. This article explains what to verify in each case to avoid data loss and impacts on work orders, plans, and metrics.
Before You Start
You must have the Administrator or Global Administrator profile to delete information from the platform.
Deletions can be irreversible. Always check the linked items described below before proceeding.
Warning: Deleting a record without reassigning linked data may leave Work Orders, Plans, Metrics, and Requests unassociated, making future queries and traceability difficult.
Deleting Assets
Before deleting an asset, reassign all linked data to another asset or location. Check each item below:
Linked data | What to do |
Work Orders | Reassign the WOs from this asset to another asset or location. |
Maintenance Plans | Reassign the linked plans to another asset or location. |
Metrics | Reassign the metrics to another asset or location. |
Requests | Reassign the requests to another asset or location. |
By reassigning this data, you preserve the history and can still query and track the information normally.
Deleting Categories
Before deleting a category, reassign the linked information to another existing category. This includes:
Work Orders classified under this category.
Requests classified under this category.
Maintenance Plans classified under this category.
By reassigning these items, you maintain the ability to filter and query information by category normally.
Important: If you delete the category without reassigning, the linked records will lose their classification, making filters and reports difficult.
Deleting On Hold Reasons
Before deleting a On Hold Reason, you need to change the reason on all Work Orders currently using it. There are two ways to do this:
Option A: Change through the WO status
Open the Work Order that is using the hold reason you want to delete.
Change the WO status to Open.
Then click On Hold again.
Select a new On Hold Reason from the list.
Confirm the change.
Option B: Change through WO revision
You can also use the Work Order Review feature to record the hold reason change. This approach is useful when you want to keep a formal record of the change. For more details, refer to the article: Work Order Review.
💡 Tip: To find out which WOs are using a specific Hold Reason, use the filters in the Work Orders list and filter by the reason you want to delete.
Deleting Users
Before deleting (disabling) a user, reassign all items under their responsibility to other users on the platform:
Linked data | What to do |
Assets | Reassign the associated assets to another user. |
Work Orders | Change the person responsible for the WOs assigned to them. |
Maintenance Plans | Change the person responsible for the plans assigned to them. |
Metrics | Change the person responsible for the metrics assigned to them. |
Inventory Items | Change the person responsible for the inventory items assigned to them. |
For more details on how to disable a user, refer to the article: Disable a User.
Important: The platform does not allow permanent deletion of users. The available action is Disable, which removes access but keeps the record in the list.
Frequently Asked Questions
What happens if I delete an asset without reassigning the linked WOs?
The Work Orders lose their association with the asset. They continue to exist but are left without a link, which makes filters, reports, and traceability difficult.
Can I undo an asset or category deletion?
No. Deleting assets and categories is permanent. That is why it is essential to reassign all linked data before deleting.
How do I know what data is linked to an asset before deleting it?
Open the asset and check the Work Orders, Plans, Metrics, and Requests sections associated with it. You can also use the filters in each module's list to find records linked to that asset.
Do I need to reassign the data one by one?
Yes. Currently, reassignment must be done individually for each WO, Plan, Metric, or Request that is linked.