Bulk Delete Timesheets and Expense Reports In OpenAir

Not all data is good data! Over time timesheets and expense reports may accumulate from canceled projects, inactive users, or from rejected approvals. OpenAir now offers features that will allow timesheets and/or expense reports to be deleted in bulk.

When you enable the internal switch “Administrators can delete users timesheets” you will have the option to select one or more Open, Submitted, or Rejected timesheets and delete them in bulk from the Bulk Actions menu:

When this switch is enabled Administrators in your account will automatically be granted access to this feature. It is possible to grant bulk delete access to users with other roles by selecting the permission “Allow user to delete (individually or in bulk) open, submitted or rejected timesheets”:

Enabling the internal switch “Administrators can delete employees exp reports” allows you to select one or more Open, Submitted, or Rejected expense reports and delete it/them using the Bulk Actions menu:

When this switch is enabled Administrators in your account will automatically be granted access to this feature. It is possible to grant bulk delete access to users with other roles by selecting the permission “Allow user to delete (individually or in bulk) open, submitted or rejected expense reports”:

After running the delete job, a window will pop up that displays the result. In the example below two expense reports were selected – one Submitted, and one that was Approved. The Submitted expense report was deleted while the Approved expense report was not:

Notes:

• Only timesheets and/or expense reports with the status of Open, Submitted, or Rejected can be deleted in bulk
• If Approved timesheets or expense reports are included in the selection for bulk delete, the approved items will be ignored
• Deleting timesheets and expense reports is final; there is no “Undo” option, or Recycle Bin that stores deleted items

Deleted items do not appear in OpenAir reports, so it is not possible to view an audit trail for when a record was deleted, or by whom, unless you export the timesheet or expense report table (Administration > Global Settings > Account > Integration: Import/Export)