Expire and delete Applicants

The Expiry Action allows you to expire blocks of Applicants based on their Required by dates on the Applicant, Requirements tab.

The Required by date must be completed so the record can be identified in the expiry process.  If this isn't present, the process to change a bulk of Applicants status to Expired, will not be possible.

Those Applicants with a status of Expired can be deleted provided there have been no Accounts transactions on their record.

This article includes: 

• Change status to Expired
• Delete Expired Applicants
• Applicant records attached to a tenancy
• Set Expiry Period days

Change status to Expired

1. Click Miscellaneous on the main toolbar
2. Click Expiry Action from the dropdown menu
3. Click Expire Applicants from the second dropdown menu
4. Expiry Procedure will display prompting you to select a date
   1. The default expiry date will be today’s date. A timeframe is set in User Defaults, to expire all applicants who's Required by date is 15 days prior to the expiry date. All records older than 15 days will be marked as expired
5. Click OK to run the expiry process
6. Click Yes to continue
7. The option to manually deselect Applicants from the list will appear. If your agency is set up with Multi-Branch function, you will have the option to filter by Branch
   • If you click Yes, the list can be filtered by Branch
     • Main Branch Only, will display all Applicants assigned to your main branch
     • Current View shows all Applicants assigned to all other branches
     • Tick the Applicants from the list which you want change to Expire
     • Click Expire 
   • If you click No, the list can be filtered by Branch 
     • Main Branch Only, will display all Applicants assigned to your main branch
     • Current View shows all Applicants assigned to all other branches

The window will close and you are ready for the deletion process.

Delete Expired Applicants

1. Click Miscellaneous on the main toolbar
2. Click Expiry Action from the dropdown menu
3. Click Delete Expired Applicants from the second dropdown menu
4. Click Yes to the message
5. Deletion Routine will display prompting you to select a date
   1. The default expiry date will be today’s date.  A timeframe is set in User Defaults, to expire all Applicants who's Required by date is 15 days prior to the expiry date. All records older than 15 days will be marked as expired
6. The option to manually deselect Applicants from the list will appear. If your agency is set up with Multi-Branch function, you will have the option to filter by Branch
   
   • Main Branch Only, will display all Applicants assigned to your main branch
   • Current View shows all applicants assigned to all other branches
   • Tick the Applicants from the list which you want change to Delete
7. Click Delete 
8. Click Cancel

Once the Deletion process has run, you will be presented with a list of records that cannot be deleted due to Account/Tenancy entries being present.

1. Double click Applicants from the side menu
2. Search for the relevant Applicant using Search Text Name, Code or Status
   1. Alternatively, find the Applicant using Additional Options from the dropdown menu
   2. Or select a Branch if multi branch is set up on your CFPwinMan
3. Select the Applicant
4. Click Status
5. Click Archive from the dropdown menu

Applicant records attached to a tenancy

1. Select the Applicant
2. Click Status
3. Click either Private or Joint, as required
4. Click the Requirements tab
5. Remove the Required by date, click into the field and press backspace on your keyboard
6. Click the disk icon, Save this record, on the toolbar

Set Expiry Period days

1. Click Defaults on the main toolbar
2. Click User Defaults from the dropdown menu
3. On the Standard tab, in Expiry Period, change the number of days you want applicants to expire
4. Click Close

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