What are Inactive Records?
Posted on 15th May 2017 at 19:29
Microsoft Dynamics CRM / 365 uses a concept of Active and Inactive records throughout the application, and it applies to records in most entities. Most entities (but not all) provide the option to deactivate records.
In many respects de-activating a record is used in the same manner as deleting a record within other applications such as GoldMine. The big advantages of de-activating a record compared to deleting it are that the process is reversible and data integrity is retained.
When a record is Deactivated the following behaviours change . . .
The record will not be selected as part of a Quick Find search
The record will not be visible in look ups between records.
If the deactivated record is a contact or account record it will be automatically excluded from email and mailing selections.
One of the main justifications for the Active / Inactive record concept is to maintain data integrity. MS Dynamics is a fully relational database and as such derives much of its power from the links between various records.
Typically records are linked together in a hierarchy and if a record in the middle of the hierarchy were to be deleted then the relationships with other records in the structure would be lost resulting in unlinked orphan records.
Tagged as: Data Quality
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