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Delete an Entity Record

Nicola
Nicola
  • Updated

Streamline your Database management and maintain a clean record by efficiently removing unnecessary Entities.

Overview

Deleting an Entity record in Athennian is possible and requires following the necessary steps, as this action is permanent and cannot be undone.

Availability: All customers.

Permissions: Only users who have been assigned an Administrator or Office Admin role
can delete an entity record.

Note: An Entity cannot be deleted if it is still referenced in other entities. It is therefore
essential that you delete all Affiliations, Associations, Classes, Transactions, and Addresses before attempting to delete an entity.

Verify User Permissions

Only users with the Administrator or Office Admin role in Access can delete an Entity.

Clear Linked Records First

Athennian won't let you delete an Entity while other records still point to it. If anything is left, you'll see the message: "This profile is being referenced by other records or has affiliations."

Work through the steps below first, then delete the Entity.

Important: Each step is permanent, so double-check you're on the right Entity before you
start.

Step 1: Delete Shared Addresses

  1. Navigate to General > Addresses
  2. Delete any Shared Addresses (addressed with a link shared icon)
  3. Open the Shared Address (Registered Office, Records Office, etc.) and click the red Delete Affiliation button
  4. Review the Delete Shared Address Affiliation modal and click Delete

Important: A shared address can't be deleted while an Affiliation still points to it. If it won't
delete, go to Step 4 below. It may be linked to an Affiliation on another Entity (Association), including one that has already been deleted.

Note: Deletion of shared address affiliations must be completed individually and cannot be bulk deleted.

Step 1: Delete Transactions

  1. Go to the Securities > Ownership section
  2. In the Transactions tab, delete every Transaction tied to any available Classes
  3. Click the trash bin icon on the right-hand side of each transaction
  4. Review the Delete Preview and click the red Delete button

Step 2: Delete Holdings and Certificates

  1. Still in Securities > Ownership, navigate to the Holdings tab to delete any Empty Holdings in Empty state
  2. Click the trash bin icon on the right-hand side of each holding
  3. Go to the Certificates tab to delete any unissued Certificates
  4. Click the trash bin icon on the right-hand side of each certificate

Note: These can be hidden blockers, so check them even if the Transactions list looks
empty.

Step 3: Delete Classes

  1. In Securities, click Classes
  2. Select the Class, click the Trash bin icon, then click the red Delete button
  3. Repeat for each Class

 Important: A Class cannot be deleted until its respective Transactions, Holdings and Certificates in Ownership are removed.

Step 4: Delete Principals, Affiliations and Associations

  1. Go to the Principals tab to delete the Entity's Principals, such as Directors and Officers
  2. Go to the Relationships > Affiliations tab. Delete Agents, Contacts, Responsible Professionals and any other roles.
  3. Repeat for Associations (where that entity is referenced) under Relationships > Associations tab.

 Tips: 

  • For all the above roles, check your Filters so Inactive Affiliations show too. Inactive records still count as references.
  • To clear many at once, search or filter the list, check the top Select all box, then choose Bulk Delete

Important: Beneficial Owner types cannot be deleted from the Affiliations or Associations tabs, as they are referenced as Holdings.

To delete Beneficial Owner Affiliations (within this entity): 

  • In the same entity, go to Securities > Ownership > Transactions and locate the Transaction(s) they are referenced in
  • Delete each applicable Transaction and Holding. Refer to Steps 1 and 2 above

To delete Beneficial Owner Associations (where this entity is an owner in other entities):

  • Navigate to the other entities and go to Securities > Ownership > Transactions and locate the Transaction(s) this entity is referenced in
  • Delete each applicable Transaction and Holding. Refer to Steps 1 and 2 above

Delete Entity

  1. Go to the Entity profile and click the File Status dropdown at the top left below the Entity Name
  2. Select Delete
  3. A Delete pop-up modal will open. Review the Access Group(s) whose access will be revoked
  4. Click the red Confirm button. The entity record will automatically be deleted

Important: Deletion is permanent and cannot be reversed once confirmed, so be sure you want to do this.

Closed or Dissolved Entities

Setting an Entity to Closed (File status) or Dissolved (Entity status) doesn't remove its Principals, Affiliations, Addresses, etc. You still need to clear them before you can delete it.

Tip: If you'd rather keep the history, set the Entity to Closed File instead of deleting it.

Still Seeing the Error after Everything Looks Clear?

Sometimes a broken or orphaned record is hidden in the UI. It often points to a person or shareholding record that no longer exists. 

If that happens, contact Support with the Entity name and the exact error message. Support can have Engineering look for the blocking record on the backend.

Video Instructions

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