Unable to delete folders

Hi Pauline,

Indeed, it appears you have some ghost records linked to this content folder.

In order to obtain the reports linked to a given folder, you'll head into the ContentManagement folder to identify your Content Folder.

For example, I'm looking for Salesforce > Overview. I can see this is stored as SALESFORCE1 and OVERVIEW1 in my ContentManagement folder

From here, I can search what's linked to this content folder in the ReportHeader table by doing something like:

SELECT * FROM reportheader WHERE CategoryCode = 'SALESFORCE1' AND SubCategoryCode = 'SALESPERSON1';

You can either change the 'SELECT * FROM' to 'DELETE FROM' here to remove the reports or you can just set the reports' ReportStatusCode values to 'DELETED' by doing

UPDATE reportheader SET ReportStatusCode = 'DELETED' WHERE CategoryCode = 'SALESFORCE1' AND SubCategoryCode = 'SALESPERSON1';

Please let me know how goes and whether you have any additional questions

Regards,

Mike

Hi Mike,

Thank you. I did use the script that you provided and it retrieved the reports hidden on those folders. However, there are some report details that are not consistent with the one from the Yellowfin UI. See screenshot.

On the screenshot, you will see the details of "Marketing Pillar Budget Report-Campaign Detail" report. One from the DB and the other from the UI. One of the folder that we are trying to delete is the "Audit Report" folder so when I tried use your query and search the reports under this folder, it shows us the "Marketing Pillar Buget..." report. When I went back to the UI to delete this, I notice that this report is under Financials. I cannot deleted this report, either through UI or Script as this is an important report. Is it possible if we just update the "CategoryCode" and "SubCategoryCode" and make it under "Financials"? Also, may I know why there's a discrepancy between the two data?

Hi Pauline,

Thanks for your response. Trying to determine how the report ended up there may prove difficult in retrospect. For something like this it'd be helpful to know around the time the issue appeared, with high specificity, and even then that may still require some speculation. Either that, or having a reliable replication, which would be best, but I suspect wouldn't be the case here or you'd be experiencing this constantly, and consistently, all over the application. That said, you certainly can just update the respective CategoryCode and SubCategoryCode values to move the report into the appropriate Content Folder. Just make sure the values you update to correspond to values found in the ContentManagement table (e.g., it'll probably look something like 'FINANCIAL' and 'RESTRICTEDACCESS' in the table).

Regards,

Mike

Hi Mike,

Thank you. We will probably just update the CategoryCode and SubCategoryCode of the reports to move them.

Since we will be doing a big cleanup, we decided to extract the reports and contact the owners to confirm if the reports can be deleted or if we can move it. While doing that, we noticed that most of the reports that are tied up to the folders "to be deleted" has an IPOwner ID of "1". We cannot search these reports in the UI but existing in the reportheader table. We tried to search this ID in the "Persons", "IPClass", "IPContact" table but it is not existing.

Do you know what this means? Is this something assigned by the system? We don't know who owns these reports so we are not sure if we can delete these.

Hi Pauline,

IpOwner value of 1 means it's owned by the PrimaryOrg, but what you'd be looking for is the IpCreator value, which will be different. The IpCreator value will be the Id of the actual user who created the report. It's the third-to-last column from the right.

Regards,

Mike

Hi Pauline,

I just wanted to check in and see how things are going with this. Is there anything else I can assist you with here?

Regards,

Mike

Hi Mike,

One more question.

If we identify that all reports under one folder can be deleted. Would it be possible to directly delete the folder via script in the contentmanagement table instead of updating the status code of all the reports?

Hi Pauline,

I just tested this and can confirm if you just delete the content folder you can no longer search the reports that were in it. Of course, the reports will still technically exist in the database though. Users just won't be able to find them in the UI.

Regards,

Mike

Hi Pauline,

I just wanted to check in and see how things are going with this. Do you require anything else here, or are we okay to close this case out for now?

Thanks,

Mike

Hi Mike,

We are still in the process of deleting the folders and there is one folder that standout. When we try to delete the folders, it saying that is being used by a dashboard. How do we know which dashboards are in this folder?

Hi Pauline,

The Dashboard metadata is stored in the ReportGroup table. The CategoryCode and SubCategoryCode columns in said table correspond to the ContentManagement (Content Folder in UI) entries, so you should find the 7 Dashboards' references to that folder there in the ReportGroup table.

Regards,

Mike

Hi Pauline,

I just wanted to check in and see how things are going with this.

Regards,

Mike

Hi Pauline,

I'm going to go ahead and mark this one as Completed since I haven't heard back from you, but if you have further questions or concerns on this, if you respond, it will re-open the case and put it back in my queue and I'll be happy to help.

Regards,

Mike