The Access RDB Deletion Request Plugin
This plugin will allow the consultant to process a deletion request for a contact, an applicant or multiple applicants.
It was designed so that the user can deal with a “Right to be forgotten” request to comply with GDPR. However, the list of reasons can be expanded.
Please ensure that RDB version 4.0.5 or above is running, prior to installing the plugin.
If custom work has been done to the system, it is possible that the plugin may no longer function correctly.
If you have been investigating using the Access Recruitment CRM system, then this plugin will no longer work on your database.
In order to use the Access Deletion Request plugin within RDB, it will need to be downloaded from the RDB Store.
To manage access to the plugin:
Navigate to Options, and then click Manager.
Click Plugin Packages.
Find the Deletion Request Plugin.
Select the users who should have access to the plugin.
Upon the plugin package installation, the settings have to be set in the Plugin Packages screen. Highlight the plugin and click Options. This will be the date up until the plugin will check for the applicant’s placements end date (temp placements) or start date (permanent placements).
To perform a deletion request on an applicant record
A new option called Deletion Request will appear on the left-hand side in the applicant records.
When the consultant selects the Deletion Request option, five scenarios may occur:
An existing placement TEMP placement exists for the applicant - In this scenario, the request won’t be processed and then an error message will show.
A temp placement has ended in the past X period (these will be set in the plugin settings) - A warning will show which the consultant can either accept or reject.
A permanent placement has started in the past X period (this will be set in the plugin settings) - A warning will show which the consultant can either accept or reject.
At least an applicant action exists for the applicant - A warning will show which the consultant can either accept or reject.
The applicant exists in at least a review list - A warning will show which the consultant can either accept or reject.
📌 Note: The messages/warning will show results for all checks where an instance is found (i.e. the applicant has applicant actions and review lists but does not have a placement the message will warn the user about applicant actions and review lists only).
To perform a deletion request on multiple applicant records
Use the applicant search function to obtain a list of the applicants that need to be added to the pending deletion sector.
Create a tag file.
Select Deletion Request from the left-hand View menu.
The system will then perform the same checks as it would on a single applicant.
Records that fail the checks will be presented in a grid view list with the reason for rejection from the process.
To perform a deletion request on a contact record
A new option called Deletion Request will appear on the left hand side in the contact record.
A warning will be displayed before the deletion takes place.
Further information
This plugin WILL NOT delete the applicant. It will assign it to a pending deletion sector that is not accessible by anyone. This will also include all the stored documents of the applicant.
Extra reasons can be added by:
Go to Options and click Look ups.
Click List of values.
There will be a list called Deletion Request Reasons:
Add as many values as required and they will appear on the drop down when running the plugin.
📌 Note: If the record that needs to be deleted is a dual role, then please create a new client contact record for the contact BEFORE processing the request.