One Church provides several tools to help identify and remove people data that is old and no longer needed. This article covers the two best ways to do it: the Profile Clean Up Tool for most cleanups, and the People Query Builder for more targeted control.
Profile Clean Up Tool
You will need the Profile Deactivate and Full Write People permissions to perform this action.
To open the tool, go to Contacts in the left-hand menu and then choose Clean Up Data at the top of the page.
This opens the Profile Clean Up Tool in a pop-up. From here, delete or archive person profiles matching the criteria that is set.
Start by choosing what kind of profiles to consider in the Data Source dropdown. The options are:
Only unarchived profiles (the default)
Only archived profiles
Both archived and unarchived profiles
Custom criteria
If chosen, search for a saved people query to control which profiles are considered by the tool.
Below the data source is the Inactive Criteria section. Check the rules to use to find old, unused profiles. All are checked by default and set to one year in the past. If Sync time selections in the upper right is turned on, any change made to the time component of one criterion is applied to all the others as well.
Drill down on involvement by clicking the customize button on the relevant criterion.
When the criteria look right, click Preview to see the first 50 profiles that match. Depending on the database size, this may take a moment to run. Clicking a Person ID value opens that profile in a new tab.
At the bottom of the pop-up are the main actions that can be taken against the matching profiles:
Export
Archive Profiles
Delete Profiles
Tip: If planning to delete profiles, run Export first so as to have a copy of the data before it leaves the system.
Export
Click Export to download a zip file containing data from every profile matching the criteria, grouped by area (see image below). Each CSV file can be re-imported into One Church. When re-importing, upload the people.csv file first.
When clicking Export, a pop-up confirms what data will be included. The available list is based on the user's system access rights, including any limits. For example, a user may have access to certain note types but not others, and the export will only include the types they can see.
This tool does not export every piece of data on a person, but it does export most of it. The resulting CSV files can be re-imported into One Church if needed. Financial data is not included because financial data is never deleted by this tool.
Archive Profiles
Click Archive Profiles to open a confirmation pop-up. From there, indicate why the profiles are being archived and choose whether to archive their family members as well.
Delete Profiles
Click Delete Profiles to open a confirmation pop-up with information about the deletion. Choose to include family members of the people being deleted.
People Query Builder
You will need the Reporting, Full Write People, and Profile Deactivate permissions to perform this action.
Also delete profiles from Reporting > Query Builder in the left-hand menu. Set Data Source to People, build a query that returns the profiles that need to be deleted, then run it. Above the results table, choose Bulk Actions > Delete.
A pop-up appears with information about the action to be performed, including a button to export the person profiles first (just like in the previous section).
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