Understanding Delete Best Practices in Knack
Hello! I'm Dave Parrish from Knack Builders, and today, I'm diving into a crucial aspect of app management: delete best practices. Unlike simple edits, deleting records can have long-term consequences, so it's vital to approach this action with caution.
The Complex Nature of Deleting
When considering deletion, I want to emphasize that once you delete something, it’s gone for good. This makes it essential to think through user roles and permissions carefully. Not all users should have access to delete functionality, and I’ll share a clever trick to safeguard your data in the deletion process.
User Roles and Deletion Dynamics
Let’s talk about user roles. If you delete a user from one role, they may still exist in others. For example, a user could be removed from an admin role but remain in other accounts. It’s essential to have a plan regarding who can delete what.
In many cases, it’s best to inactivate users rather than delete them altogether. This way, you maintain a historical record of transactions—like a salesperson linked to an invoice—without granting them access to the app.
The Absence of History
Another critical point is that once a record is deleted in Knack, there’s no way to retrieve its history. If you have access to historical data in your plan, you can see changes and updates, but deleted records are simply gone. In rare cases, you might reach out to support for help with undoing a deletion, but this isn't guaranteed.
Managing Storage Wisely
If you're concerned about storage limits, you can clean up unused assets. By navigating to your dashboard and selecting "delete unused assets," you can remove archived files that may be taking up space. Just remember, once these are deleted, they cannot be recovered.
Implementing Deletion Control Methods
A useful control method I often use involves setting display rules based on the existence of related records. For instance, if a client has active orders, I hide the delete option. This prevents accidental deletions and ensures that you only remove clients or records when it’s truly intentional.
Final Thoughts
As you consider deleting records in Knack, think carefully about the implications and how you can control the process. Sometimes, clients initially want to allow deletions without realizing the potential consequences, so it’s crucial to discuss these aspects.
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You can check out my Knack database services here: https://www.knackbuilders.com/knack-database-consulting
Interested? Book an intro call: https://calendly.com/daveparrish/callwithdave
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