Accidental Disclosures - How to delete a COI within an ACOI
Written by Michelle Henley
Updated at September 10th, 2024
Table of Contents
If you've accidentally created a COI (Conflict of Interest) disclosure within your ACOI (Annual Conflict of Interest) disclosure, you can still delete or cancel it so that you can move forward with your ACOI.
The instructions will vary depending on what status your COI is in. To determine the status and cancel or delete your disclosure, follow the instructions below.
First, open the COI by clicking on the Review button from the ACOI (Annual Conflict of Interest) request or on the COI from your action items or submissions table.
Once you've opened the COI, the status will be located within the request details box.
Draft Status
COI disclosures in Draft status can be Deleted or Canceled by the submitter or an admin.
How to Delete a COI Request
How to Delete a COI (Conflict of Interest Disclosure)
COI disclosures in New and Draft status can be deleted by the submitter by following the instructions below.
Click the Oval icon in the top right corner.
Select Delete Request from the dropdown menu.
The Delete Request modal will open. Click Confirm to complete the action.
Admins can delete Draft requests by following the instructions at the link below:
Admin Functionality to Delete a Draft Request
Admin Functionality to Delete a Draft Request
Admins with both the View All Requests privilege and the Administrative Cancel Request privilege can delete any request that is in Draft status.
Note: Deleted requests are still shown in View All Requests, but are shown with Deleted status.
Warning: Deleted drafts are no longer editable and cannot be restored back to a draft.
To access the admin delete feature, first click Admin from the left navigation bar.
Next, click on the tile for View all Requests.
Once you have located the request that you need to delete, click the Oval Icon containing three dots to the far right of the request ID. Select Delete Request.
A Delete Request popup box will open. Click Confirm to delete the request.
Once Confirm is clicked, the system will:
- Move the request from Draft to Deleted status.
- Remove the deleted request from the submitter's view.
- Add an action to the Request History that shows the request was deleted and who deleted it.
Note: Since communications between submitter(s) and request admins to delete or cancel requests are handled outside of our system, or are moot since the submitter has left the company, no notifications are sent to the Submitter from our system when these actions are taken.
In Progress or Update Pending Status
COI disclosures in In Progress and Update Pending status can be Canceled by the submitter or by an admin.
How to Cancel a Conflict of Interest Disclosure
How to Cancel a Conflict of Interest Disclosure
Conflict of Interest disclosures with an In Progress status can be canceled by the submitter by following the instructions below.
Note: If your COI is already in a completed status, such as Cleared, and you wish to cancel it, you can put the disclosure back to In Progress by clicking the Oval in the top right corner and clicking Update Disclosure. Then continue with the directions below.
To cancel a Conflict of Interest Disclosure, first open the request. Next, click on the Oval Icon on the top right-hand corner of the screen and click Cancel Disclosure from the dropdown.
An Cancel Disclosure pop-up window will come up. The submitter will be required to enter comments and click Confirm.
By clicking Confirm in the Update Activity pop-up window, the system will:
- Change the request status to Canceled.
- Send an email to the current approver notifying them that the request has been canceled by the submitter.
Admin Functionality to Cancel Requests
Admin Functionality to Cancel Requests
Admins with both the View All Requests privilege and the Administrative Cancel Request privilege can cancel a request in any status except, Draft and Expired status.
Note: Canceling the request will withdraw it from submission for approval and the request will not be able to be edited further.
Warning: Canceled Requests cannot be restored.
To access the admin cancel feature, first click Admin from the left navigation bar.
Next, click on the tile for View all Requests.
Once you have located the request that you need to cancel, click the Oval Icon containing three dots to the far right of the request ID. Select Cancel Request.
A Cancel Request popup box will open. Comments are required to cancel the request, then click Confirm to cancel the request.
Once Confirm is clicked, the system will:
- Move the request to Canceled status. All associated statuses will also be moved to canceled. (For example, if the activity is approved, but not the recipient(s), then all of the recipient(s) will also be moved to canceled status. The only exception to this is Rejected or Approved but Canceled statuses. If a recipient is already rejected, they will remain rejected. Likewise, if a recipient is already marked with a status of Approved but Canceled. The status will remain as Approved but Canceled.)
- Remove the canceled request from the submitter's view, the submitter's Action Items table, and reminder emails.
- Add an action to the Request History that shows the request was canceled, the comments added by the admin, and the name of the admin who canceled the request.
- Amount and count are withdrawn from Aggregate Analysis.
- If a TPM request is canceled, Third-Party type saved at submission, is removed from TPM Profile Card.
Note: Since communications between submitter(s) and request admins to delete or cancel requests are handled outside of our system, or are moot since the submitter has left the company, no notifications are sent to the Submitter from our system when these actions are taken.
Completed Disclosures
Completed COIs can Canceled by the submitter or an admin. Or Retired by the submitter only.
How to Cancel a Conflict of Interest Disclosure
How to Cancel a Conflict of Interest Disclosure
Conflict of Interest disclosures with an In Progress status can be canceled by the submitter by following the instructions below.
Note: If your COI is already in a completed status, such as Cleared, and you wish to cancel it, you can put the disclosure back to In Progress by clicking the Oval in the top right corner and clicking Update Disclosure. Then continue with the directions below.
To cancel a Conflict of Interest Disclosure, first open the request. Next, click on the Oval Icon on the top right-hand corner of the screen and click Cancel Disclosure from the dropdown.
An Cancel Disclosure pop-up window will come up. The submitter will be required to enter comments and click Confirm.
By clicking Confirm in the Update Activity pop-up window, the system will:
- Change the request status to Canceled.
- Send an email to the current approver notifying them that the request has been canceled by the submitter.
How to Retire a Conflict of Interest Disclosure
How to Retire a Conflict of Interest Disclosure
A Conflict of Interest (COI) disclosure can be marked from either Cleared or No Conflict to Retired by the submitter once the circumstances of the conflict are no longer applicable.
By retiring a conflict, a user is acknowledging that the previously disclosed conflict no longer exists or that the user's involvement in an activity that gave rise to a potential conflict has ended.
Note: Retired conflicts cannot be reopened.
To change a Conflict of Interest Disclosure to Retired, first open the request. Next, click Retire Conflict.
A Retire Conflict pop-up box will open. The user is required to enter the date the conflict ended and a comment regarding why the conflict is no longer applicable. Once complete, click Confirm.
By clicking Confirm in the Retire Conflict screen, the system will:
- Send out a notification email to the Approver(s) who Cleared your Conflict to notify them that the conflict has been retired.
- Change the request status to Retired.
FAQ
Can a retired conflict be reopened? No. Retired conflicts cannot be reopened; however, the user can create a new COI disclosure.
Can approval be required before allowing the user to retire a disclosure? No. Retiring a conflict does not follow an approval workflow.
Admin Functionality to Cancel Requests
Admin Functionality to Cancel Requests
Admins with both the View All Requests privilege and the Administrative Cancel Request privilege can cancel a request in any status except, Draft and Expired status.
Note: Canceling the request will withdraw it from submission for approval and the request will not be able to be edited further.
Warning: Canceled Requests cannot be restored.
To access the admin cancel feature, first click Admin from the left navigation bar.
Next, click on the tile for View all Requests.
Once you have located the request that you need to cancel, click the Oval Icon containing three dots to the far right of the request ID. Select Cancel Request.
A Cancel Request popup box will open. Comments are required to cancel the request, then click Confirm to cancel the request.
Once Confirm is clicked, the system will:
- Move the request to Canceled status. All associated statuses will also be moved to canceled. (For example, if the activity is approved, but not the recipient(s), then all of the recipient(s) will also be moved to canceled status. The only exception to this is Rejected or Approved but Canceled statuses. If a recipient is already rejected, they will remain rejected. Likewise, if a recipient is already marked with a status of Approved but Canceled. The status will remain as Approved but Canceled.)
- Remove the canceled request from the submitter's view, the submitter's Action Items table, and reminder emails.
- Add an action to the Request History that shows the request was canceled, the comments added by the admin, and the name of the admin who canceled the request.
- Amount and count are withdrawn from Aggregate Analysis.
- If a TPM request is canceled, Third-Party type saved at submission, is removed from TPM Profile Card.
Note: Since communications between submitter(s) and request admins to delete or cancel requests are handled outside of our system, or are moot since the submitter has left the company, no notifications are sent to the Submitter from our system when these actions are taken.