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Ideagen Internal Audit (Aura): Cannot unmap Entity Process or mark Entity (or parent Org Unit) as not Active, even though Entity has no active Audits, Entity Objectives, Incidents, Key Issues, Problems, Audit Findings or Actions
About the issue
You will not be able to unmap an Entity Process, or delete an Entity or mark it (or its parent Org Unit) Inactive if it is used in a scope that has active:
- Entity Objectives
- Entity Actions
- Audits
- Audit Findings
- Incidents
- Key Issues
- Problems
Where there are active items, the Entity Process will show with a red tick in the Map Processes screen. In the example below, Cardiff Branch (Governance) is used as a scope in open items and cannot be unmapped, whereas Cardiff Branch (Purchasing) has no active items and so can be unmapped.
In order to unmap the Entity Process where the tick is red, you must locate the records that use it for their scope and ensure that they are Approved or Closed as appropriate.
Step 1: Locate the affecting records via Ideagen Internal Audit (Aura)
Using the Org Structure, Analysis and Audits screens you are able to search for any records affecting the mapping and then set them to the appropriate state:
| Record type | Find using | Record must be |
| Entity Objective | Org Structure screen > Entity | Closed |
| Entity Action | Org Structure screen > Entity | Approved |
| Incidents | Analysis screen | Closed |
| Key Issues | Analysis screen | Closed |
| Problems | Analysis screen | Approved |
| Findings | Analysis screen | Approved |
| Audit Actions | Analysis screen | Approved |
| Audits | Audit screen | Closed |
An example of doing this is shown in the first part of this video: https://app.screendesk.io/recordings/a440e58c-7ca0-4cae-b90f-6c97737068be
Alternatively: Locate the records directly in the database
Sometimes it is easier to find the 'problem' records directly in the database, and this can be done using the attached script Ideagen Internal Audit (Aura) - find child items preventing unmapping of Entity Process.sql. This script makes no data changes. An example of using this script is shown in https://app.screendesk.io/recordings/a440e58c-7ca0-4cae-b90f-6c97737068be
If you find no blocking records and the tick remains red
If you have searched the system and cannot find any active records scoped to an Entity Process that you need to unmap, then it is possible that the counter that tracks the number of open items currently contains the wrong value.
- This counter can be checked using the attached script Ideagen Internal Audit (Aura) - EntityProcess.ChildCount Check.sql
- The counter can be reset using the attached script Ideagen Internal Audit (Aura) - EntityProcess.ChildCount Reset.sql
Troubleshooting and resolution steps
- Run Ideagen Internal Audit (Aura) - EntityProcess.ChildCount Check.sql, and it will report on Entity Process mappings where the counter is incorrect
- If issues are found, then run Ideagen Internal Audit (Aura) - EntityProcess.ChildCount Reset.sql:
-
- stop the Retain Server service (where present)
- stop the Ideagen Internal Audit (Aura) robot service
- stop the Pentana application pools
- back up the Pentana database and verify
- back up the Retain database and verify (where present)
- run this script against the Ideagen Internal Audit (Aura) database - it should run without error
- restart the Retain service (where present)
- restart the Pentana app pools
- restart the Ideagen Internal Audit (Aura) robot service
- verify the effect of change
An example of using this script is shown in https://app.screendesk.io/recordings/a440e58c-7ca0-4cae-b90f-6c97737068be