About Cleaning Transactional Data
Automated cleaning support for transaction data is available in Service Board 22.2 and later. You can configure Data Clean Template records to specify the transaction data objects for which to delete records, define SMQL conditions to filter records, and delete transaction data manually or at specific time intervals. Also, you can specify whether to cascade-delete records that are related to the records filtered by SMQL conditions. Cascade deletion rules are defined in the Relationship object.
Transaction data objects are those in which the Transactional Data option is selected. Service Board ships with only a few preconfigured transaction data objects. You can configure additional transaction data objects as needed. Data Clean Template records can be configured to apply only one condition to records of a single object, and you can link multiple Data Clean Template records to a single Data Clean Template Set record to clean transaction data for multiple objects. Additionally, you can configure Filter Operations to apply additional complex filters to records that match SQML conditions defined in Conditions fields to the objects specified in Related Object fields in Data Clean Template records.
After you configure Filter Operation, Data Clean Template, and Data Clean Template Set records, be sure to review the records to be deleted when you clean data. To do so, invoke the Dry Run option, which lists all records to be deleted in a downloadable .xls file. Be aware that when you run a data clean, records are deleted permanently and cannot be restored, deletions do not sync to Salesforce, and no event handlers are triggered.
 |
• In addition to the conditions you define in Data Clean Template records, an additional condition is automatically applied to find only the records created by Default Custodian users, so that only customer-created records are deleted.
• Filter Operations can return records of any objects, but only those created by Default Custodian users that are related to transactional data objects are deleted, and all other records are ignored.
• The Dry Run option produces an .xslx file that lists limited records, based on the Maximum List View Records field value in the active System Setting record. To view all records, increase this field value, or add more conditions to the Conditions field in Data Clean Template records.
• To ensure that unexpected records are not deleted, always use the Dry Run option and review the results carefully before you clean data. When you invoke the Run option, records are permanently deleted, and there is no rollback capability. Deletions are not synced back to Salesforce and do not trigger event handlers.
|
In cases where large numbers of records are to be deleted, processing time can be very long. Instead of waiting while these high-volume data clean executions run, you can configure email notifications to be sent to users who trigger data cleans when processing is complete, and you can also configure additional users to receive these notifications. Additionally, you can configure System Jobs to clean transaction data records at specified intervals, based on the conditions defined in Data Clean Templates and Data Clean Template Sets.
For more information: