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If you would like to mass delete records from your database, one way to quickly accomplish this is by utilizing attendance records.
It’s imperative that your organization keeps up-to-date giving records in order to process this option accurately.
Step 1: Create a Temporary Holding Group
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- Create a group that will house these records temporarily until you’re ready to permanently delete them from your system.
- Click Groups → List → Add, name your group and SAVE it. We recommend using the phrase, To Be Deleted, or something similar to easily define this group.
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Step 2: Perform an Advanced Search
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- Return to the Individuals page, then within the basic search area, click Advanced to go to Advanced Search. You may also click on the Filter icon on the top bar of Amplify People to access Advanced.
- Locate the field, Last Attended Date, choose Before, and enter your preferred date. This date looks cumulatively across all groups that track individual attendance in your database, such as worship services, small groups, Sunday school classes, etc.
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- Scroll to see your results. You may also want to review the System Last Attended Date, which can be shown by clicking on the Plus icon, then selecting System Last Attended Date from the scrolling list.
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Step 3: Add Records to the Temporary Group
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- Select the check box next to the names of individuals you would like to move into the holding group.
- From the Tri-Dot icon, choose Add or Remove from Groups and add your selected individuals to the group, To be Deleted.
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It is recommended you take time to double-check the individuals in your To Be Deleted group.
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- Access the To Be Deleted group by clicking on Groups in the side bar menu, search for the group in the search bar, then click on the name of the group.
- Once you are satisfied with the individuals in this group, click the Select All box above the list of members.
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Step 4: Export and Delete
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- Then, click the Tri-dot icon and choose Export to .csv. Choose “All Fields” and click EXPORT.
- Finally, click the Tri-dot icon and choose Delete Individuals From System to permanently delete these records from your system.
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Important Note
- Deleting records permanently has no undo option. Take caution and verify your data before completing this process.
Tips for Safeguarding Your Database
- Audit Your Group: Before deleting records, carefully review and confirm the accuracy of the To Be Deleted group.
- Export Backup Files: Always keep a backup of deleted records for future reference.
- Double-Check Attendance: Ensure that attendance data is up to date and accurate before filtering records.
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