Delete Custom Data

This article provides steps for deleting Custom Data Groups and Fields within Gatekeeper.

 Restore Visibility

Estimated Read Time: 3 Minutes

Sections in this article:

• Delete a Custom Field
• Delete a Custom Group
• Deleting Fields Troubleshooting
  • Depends Upon
  • Workflow Forms and Triggers
  • Advanced Configuration
• Deleting Groups Troubleshooting

Delete a Custom Field

To remove a field within a custom data group:

1. From the navigation menu, expand the Settings option, then click Configuration.
   
2. Click Custom Data.
3. Click on the name of the relevant group.
4. Click the Delete icon on the relevant field.
5. Click Yes, Delete to confirm.

If the field has some data values populated in your repository, Gatekeeper will warn you before confirming that the field should be deleted.

Delete a Custom Group

To delete a custom group

1. From the navigation menu, expand the Settings option, then click Configuration.
   
2. Click Custom Data.
3. Expand the 3 dots on the relevant group, then select Delete.
4. Click OK to confirm.

Deleting Fields Troubleshooting

If a field is in use, you may not be able to delete it because it would break key aspects of a process. This generally applies if the field is being used in various configuration areas of a Workflow, or other Form settings.

Depends upon rules

If another custom field in your group depends upon the field you wish to delete, you must remove that dependency. To do this, either:

• edit the other field to remove that dependency
• delete the other field first.

For further details, see the Depends Upon section of the Configure Custom Data article.

Workflow Forms and Triggers

If a field is being used in a Workflow Form or Trigger, Gatekeeper will let you know where and provide a link to the Workflow/Trigger so you can remove it before attempting to delete again.

Removing field from a trigger:

Removing a field from a form:

Advanced Configuration

If the field is in use in Conditional Rules: Form Visibility / Transitions / Form Access / Approvals, the error message will tell you which workflow it appears in. However, you will require advanced knowledge of these processes to find and delete any references to the field.

If you don't know where your field might be in use, it's strongly recommended to reach out to your Gatekeeper Administrator (or your CSM at Gatekeeper) for confirmation on how to proceed.

Deleting Groups Troubleshooting

If you cannot see the Delete icon when attempting to delete a group, it is likely one of two issues:

• The custom group still contains custom fields - these all need to be deleted first.
• The custom group exists on a workflow form - ensure it has been removed from any workflow forms first.

Additional Reading

• Configure Custom Data
• Custom Tabs