As courses are a core component of the platform, making amendments to your courses while they are still in use can cause unintended consequences. This guide outlines what effects deleting or changing courses has for each App in the CRM.
General best practice advice
Always check if a Course or its details (such as ID and Name) are in use before deleting or amending it.
If a Course or Course details are in use, make sure to remove the Course from use, or alter the condition in which the detail appears, before deleting or amending.
It's recommended, where possible, to make an unwanted course draft rather than deleting it, as this is safer, less detrimental to historical records, and easier to reverse if needed. This also allows you to ensure there have been no unforeseen issues with removing availability of the course prior to a deletion.
Making Changes to a Course
Changing the MIS Code
The MIS Code will be updated to all records across the platform.
Any Applications sent in via API with the old MIS Code may not match and the application will be listed as "Course Unknown".
Changing the Course Name
The name will be updated to all records across the platform.
Any Automation, Segment, SDD, Touchpoint, or Workflow using the course name in a condition will no longer find or export the correct records.
All webforms will update by themselves.
Making a Course Draft
Applications newly sent in or updated with the details of a draft course will not match, and the application will be listed as "Course Unknown". Existing Applications will remain the same.
Any Automation, Segment, SDD, Touchpoint, or Workflow using the course in a condition may no longer find or export the correct records.
Courses made draft will be removed from webforms.
Existing bookings for Applicant Open Days, Pre-applicant Open Days and Event Manager will remain the same until they are edited. Invitations will remain bookable
Deleting a course
Please note: Courses which have been deleted cannot be restored.
Applications
A new application sent in via API with the details of a deleted course will not match, and the application will be listed as "Course Unknown".
An existing application will retain the deleted course details until it's updated; if it's updated without the course details being amended, it will be listed as "Course Unknown".
Applicant Open Days, Pre-applicant Open Days and Event Manager
A deleted course that is already in a Course Group will be displayed as still there until the Course Group, at which point the deleted course will be removed.
Any existing Invites still using the deleted course will become "bookable=no".
Existing Bookings will retain the deleted course details until they are edited, at which point the booking party (either the Student or a user on behalf of the Student) will need to choose a new course.
Deleted courses will be removed instantly from your forms.
Automations Manager
If an Automation uses a deleted course as part of its conditions, then the condition will remain but may not find any records, depending on the app in question. When edited, the condition will show as blank.
Segments and Campaigns
If a Segment uses a deleted course as part of its conditions, then the condition will remain but may not find any records, depending on the app in question. When edited, the condition will show as blank.
If a Campaign is sent using a Segment with a deleted course as part of its conditions, then the Campaign may not send to the expected students.
Courses
The number of courses showing listed as associated with a subject may display incorrectly for a while due to the CRM cache.
Data Manager
When importing courses using the ID of a deleted course, then the Import will fail.
When importing courses using the details of a deleted course, but without the previous ID, then the course will be created as new.
Mobile Event Capture
An existing record will remain the same, as these are snapshots in time.
When using Mobile Event Pad for an event, if a student selects a course which is deleted while the mobile device is without internet connection (either due to no signal, or the WiFi switched off), then on syncing, that record will enter the CRM without course details.
Rapid Response and Prospectus Request
An existing record will remain the same, as these are snapshots in time.
If an SDD uses a deleted course as part of its conditions then the condition will remain but will not export any records. When edited, the condition will show as blank.
Student Database
The course details will remain on the Student's Record in the "Interested in Studying" and "Previously Interested in" sections.
Web Form Builder
The deleted course will be removed from your forms.
Workflow and Touchpoints
If a Workflow or Touchpoint uses a deleted course as part of its conditions, then the condition will remain but may not find any records depending on the app in question. When edited, the condition will show as blank.