One Church provides many tools to help you identify and delete people data that is old and not needed anymore. We'll go over the two best ways of doing this starting with the most common one.
Clean Up Tool
You will need both the Profile Deactivate and Full Write People permission to perform this action. To access this tool, go to People in the left hand menu and then choose "Clean Up Data" from the drop down at the top.
This will open up the Clean Up Tool in a pop up. You can use this to either delete or archive person profiles matching the criteria you set.
You begin by indicating what kind of profiles to consider. The possible options are:
- Only unarchived profiles (the default)
- Only archived profiles
- Both archived and unarchived profiles.
Underneath, you have a bunch of criteria. Check the ones you want to use to find old, unused profiles. All are checked by default and set to one year in the past. If you check the "Lock" field in the upper right, any changes you do to the time component of a criteria will also update all the other criteria as well.
Once you are ready, you can click on the "Preview" button to see the first 50 profiles that match that criteria. Please note, depending on your database size, this may take some time to run. Clicking on the Person ID value will open up their profile in another tab.
At the bottom of the pop up, you'll see the main actions you can perform on this data:
If you plan on deleting these profiles from the system, we highly recommend you export the data first. This will download a zip file containing data from all the profiles currently matching the criteria set previously grouped by area (see image below). Each CSV file can be re-imported back into One Church if you decide you want them back in the system at a later date. If you are re-importing, make sure you upload the people.csv file first.
When you click on the "Export" button, a pop up will appear letting you know what data will be exported. The available list is based on the user's system access rights (including any limits). For example, the user may have access to see notes on a profile, but only certain types. The export will only include the types they have access to.
This tool does NOT export all data on a person, but most of it. The resulting CSV files can be re-imported back into One Church if needed. Financial data is not included because that will NOT be deleted.
When you click on the "Delete Profiles" button, a pop up will appear with information about the deletion. You have the option to also include family members of the people being deleted.
Make sure you check the "I understand" checkbox to enable the delete button.
When you click on the "Archive Profiles" button, a pop up will appear. This will give you an opportunity to indicate why you are archiving these profiles. You can also archive family members as well.
Make sure you check the "I understand" checkbox to enable the archive button.
People Query Builder
You will need the Reporting, Full Write People, and Profile Deactivate permission to perform this action.
You can also delete profiles by using the People Query Builder located under Reporting > People in the left hand menu. Create a query that returns the profiles you want to delete and then choose Actions > Delete from the drop down right above the results area.
A pop up will appear with information about the action you are doing including a button where you can export the person profiles (just like in the previous section).