During the initial configuration as well as subsequent updates to our Vault workflows, we often create Custom Vault Properties only to determine later that these properties are not needed.
Deleting unused properties is usually a straightforward process of first checking the Usage Count. If the property is used by 1 or more files you will not be able to remove the property.
If the property usage is “0” you will then need to remove its associations and then delete the files.
There are some scenarios where even though the Usage Count is “0” and all associations have been removed you may receive one of these errors:
Even though the Usage Count is “0” there may still be file records that are using the property, but the property’s value is empty.
Locating these files to remove their associations to that property will require an Advanced Search that can isolate those particular files.
If you run into this issue, here is a workflow that may allow you to remove the property.
Use the following steps:
1. Edit the property you are trying to delete:
2. A simple edit is to set the Requires Value to True
3. Make sure the Property State is set to “Enable”
4. Click OK to Save your Changes.
5. The above steps will trigger Vault to begin updating the Property Compliance values and during the update process, Property Compliance will have a value of “Pending” for all of the files that are associated to your property.
6. Open the Advanced Find utility (Note: you will need to do the search quickly after the property edit in order to capture all files with a Pending value.)
7. Create a query that uses “Property Compliance” is “Pending”
8. Find the Files
9. In the results window select all of the files
9. From the Find Tool bar, select Actions -> Add or Remove Property
10. Select your property from the List and set the action to “Remove”
You should now be able to delete the property. If you get the same errors again, try repeating the above steps to capture any of the files who’s Property Compliance may have been updated before you ran the search.
If you are still unable to remove the property, you may have to set the property’s state to “Disable”.
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