How to clean up your configuration
Updated
by
Daniel Sjögren
Sometimes, it's a good idea to take some time to get rid of old information in Quinyx that you're no longer using so you can start off on a clean slate.
We've seen that many of our customers who have been using Quinyx for a couple of years, end up with information that isn't being used in the system but is still there. Sometimes, this makes it difficult to really see what should be used and what shouldn’t.
We've taken some time to explore this area and to determine which items in Quinyx could benefit from being deleted, inactivated, or archived.
Delete, inactivate, or archive
In Quinyx, there are a few options for how to handle unnecessary information that you no longer need. You can delete the items, make them inactive, or archive them.
Delete
When an item is deleted in Quinyx, all data connected to that item disappears. For example, if you delete an employee, all data, such as agreements, employee information, and schedules connected to that employee will be gone, and there is no way to retrieve it.
Inactivate
We often see customers with many shift types they aren't using anymore. In this case, unused shift types can be inactivated to eliminate confusion or inaccurate scheduling. If you inactivate shifts, all historical data will still be available and users won't be able to use the shift type the moment it’s been inactivated.
Archive
Archive is a function similar to inactivate, where you in the GUI can archive cost centers and base schedules, etc.
Things that have been inactivated or archived can't be used in future planning, but the historical items will still be there. Setting an end date for an employee or an agreement is one way to inactivate.
For base schedules, shift types, cost centers, and projects you can use either the archive function or untick the “Active” box to inactivate the item.
Unfortunately, we have a few items on which you can take no action at the moment. They can of course be deleted if they aren’t currently or haven’t been used. But if they have been, you need to handle them differently.
For now, we recommend that customers name the item XX_DO_NOT_USE[name]. This will take the item to the end of the list and it will be clear to everyone that this should not be used. We recommend you keep the original name to be able to identify it if you have to.
In the table below, you will see a list of certain items we've identified with various delete, inactivate, and archive options.
Item | Action available | Can be deleted |
Roles | Yes, if not being used | |
District | Can be deleted after moving all units to another district or disable districts to remove all | |
Units | Yes. All data associated with the unit will be deleted | |
Sections | Yes. All associations to the sections will be gone (could affect reports) | |
Mobile and staff portal permissions | Yes, if not being used | |
Agreement templates | Rename template to X_DO_NOT_USE_[template name] | Yes, if not being used |
Time Trackers | Remove all associations from templates and/or salary types. | Yes, if not being used |
Overtime Methods | Yes, if not being used | |
Absence types | Yes, if not being used | |
People | Inactivate Make passive | All historical data associated with the employee will be deleted |
Base schedules | Archive | Drafts can be deleted |
Shift types | Inactivate | Yes, if not being used |
Skills | Delete | Can be deleted without warning |
Projects | Archive | |
Cost centers | Archive |
