Mosaic performs checks before allowing a person record to be deleted. If the person has active casework, finance data, or other linked records, the deletion is blocked and you are told which data is preventing it. Deletion is permanent — once a record is deleted, it cannot be recovered.
⚠️ Warning: Deletion permanently removes the person record and all directly associated data. This cannot be undone. In most cases, it is better to update or merge records rather than delete them.
What prevents deletion
The system checks for the following before allowing deletion. If any of these exist, the deletion is blocked:
Active finance assessments.
Invoices where the person is a payee, payer, or service user.
Active care packages with services.
Open workflow steps (started, incoming, or reopened).
Work checked out in Total Mobile.
Active Salesforce case assistances.
Active child protection registration.
Active register warnings.
An active file retention period.
Carer approval records.
Budget, purchase order, or commitment data.
Active portal accounts.
📌 Note: When the system blocks deletion, the error message tells you which data is preventing it. This helps you identify what needs to be resolved before the record can be deleted.
Delete a person record
⚠️ Important: Before deleting, confirm the person has no associated data. If data exists, the system will prevent deletion and tell you why.
Open the relevant person record.
Select the option to Delete the person.
Mosaic runs prevention checks against the record.
If no preventing data exists, the record is permanently deleted along with all directly associated data.
If preventing data is found, the system displays what is blocking the deletion.
What to do if you cannot delete a record
If the system prevents deletion, consider the following:
Update the record instead of deleting it, for example correcting details or recording a date of death.
Merge the record with another if it is a duplicate. See Merge duplicate person records for more detail.
Close or resolve associated data such as open workflow steps, active care packages, or finance records before attempting deletion again.
Bulk deletion and retention
Mosaic supports bulk deletion for records where the retention period has expired. When you open the bulk deletion screen, the system automatically identifies people whose retention period has ended. Each candidate is checked against a subset of the prevention rules before being included in the list.
⚠️ Important: Bulk deletion is typically managed by system administrators. If you need to delete multiple records, contact your system administrator.
Finance data and deletion
Finance data is subject to additional time-based rules. In some cases, finance records older than 6 years (measured from the start of the current financial year) may no longer prevent deletion. Finance data within the last 6 years will still block deletion.
📌 Note: The 6-year finance rule applies in specific batch deletion scenarios. If you are unsure whether finance data is blocking a deletion, contact your system administrator for guidance.