Mazevo has a setup of specialized tools that allow an adminstrator to find records that aren't used in the system and delete them.
Overview
The following record types have a tool to locate unused records and delete them:
- Rooms
- Organizations
- Contacts (not tied to a user account)
- Users
- Approval Definitions
- Event Questions
- Pricing Plans
- Scheduled Emails
- Tasks
The cleanup tool identifies unused records but can be used to see the number of bookings and the first and last date a booking or event used the record. The dates are helpful when used with the Delete Old Events tool.
Using the Cleanup Tool
From the main screen used to manage rooms, organizations, or contacts:
1) Click on the Clean Up link.
2) The screen will display a grid of all of the records that can be deleted.
3) Using the checkboxes at the left of each row, check the records to be deleted and press Delete on the popup menu bar. If a record does not have a checkbox, the system has determined that the record is tied to existing events/bookings or was created within the last 12 months.
4) Press Exit Clean Up to return to the previous screen.
Viewing usage for all records
While in Cleanup Mode (after pressing Clean Up), check the Show All Rooms to view room usage statistics, including the number of bookings, first booking date, last booking date, date created, and who created the record. You can sort the data presented by clicking on one of the column headings.
The checkbox 'Show All' will correspond to the data you view, like Rooms or Contacts.
A record will only have the checkbox (or trash can icon) if the record has no bookings and was not created within the last year. The date created will be in italics if it is within the one-year timeframe.
Notes and Exceptions
You can delete Users if they are tied to events if the following conditions are met:
- The user's last login date was over one year ago.
- The user account was created over one year ago.
- The user is not a global administrator.