To manage accounts or contacts you no longer use, you can:
- Make the Account or Contact Inactive - The account or contact displays in each designation but you filter it out of the screen view using the Status filter. This is the recommended process.
- Hide the Account or Contact - The account or contact does not display on the designation screens.
- Delete the Account or Contact - Removes the account or contact and all information related to it from the system.
Make the Account or Contact Inactive
Inactive accounts and contacts retain all their information should you need it in the future. The information is available for you to find in the designations screens. Making an account inactive does not automatically inactivate the contacts for the account. See Inactivate Contacts for an Inactive Account for more information. To make an account or contact inactive:
- Click the Accounts or Contacts link for the appropriate designation from the Main Menu. For example, Accounts - Registration for registration accounts. The Accounts screen opens.
- Select the account/contact you want to inactivate.
- Right-click and select Edit. The Edit Account screen opens.
- Select the Details tab.
- Expand the Account Status section.
- Select Inactive in the appropriate designation drop-down. For example, to inactivate an account in the Events Sales designation, select Inactive for the Event Sales designation.
- Click OK.
Hide the Account or Contact
Update the designation status to Not Applicable for an account or contact to hide it in that designation and prevent it from showing on the designation screen(s). Setting all designations for an account or contact to Not Applicable moves it to the Orphaned Accounts screen. The account or contact information is retained, but the account or contact no longer displays on any Accounts screen.
To set the account or contact status to Not Applicable:
- Click the Accounts or Contacts link for the appropriate designation from the Main Menu. For example, Accounts - Registration for registration accounts. The Accounts screen opens.
- Select the account(s)/contact(s) to hide. Use Ctrl+Click or Shift+Click to select multiple accounts/contacts.
- Right-click and select Tools -> Remove Account Designation. The Remove Account Designation prompt opens.
- Click Yes.
Delete the Account or Contact
Deleting an account or contact removes it, and all information related to it, from Momentus Enterprise. You cannot undo the delete process. When you delete an account, you have to request the deletion, process the request and then process the deletion.
To request the account/contact deletion:
- Click the Accounts or Contacts link for the appropriate designation from the Main Menu. For example, Accounts - Registration for registration accounts. The Accounts screen opens.
- Select the account(s)/contact(s) to delete. Use Ctrl+Click or Shift+Click to select multiple accounts/contacts.
- Right-click and select Tools -> Request Purge. A prompt displays asking if you want to process the request now.
- Click Yes to process the request or click No to wait to process the request. The account is now available in the Account Purge Requests screen.
The Account Purge Requests screen shows the status for the purge requests:
- Requested - The account/contact is requested for deletion but you have not processed the request. Processing the request performs the validation process to confirm the account/contact is available for deletion.
- Purge Validation Failed - You cannot delete the account/contact because it use used in Enterprise. View the Validation field to see the reason why you cannot delete the account.
- Validating - The account/contact is available for deletion.
- Purged - The account/contact is deleted and no longer in the Enterprise database.
To delete an account/contact set to a Validating status:
- Click the Account Purge Requests link from the Main Menu. The Account Purge Requests screen opens.
- Select the account(s)/contact(s) to delete. Use Ctrl+Click or Shift+Click to select multiple accounts/contacts.
- Right-click and select Process Request. A screen displays when the purge process starts.
- Click OK. Refresh the screen to see the account(s)/contact(s) update to a Purged status.
The following information is permanently deleted:
- Account Mailing Lists
- Personnel Account Skills
- Duplicate Checking Records
- Communications
- Alternate Account Addresses
- Membership Demographics
- Accounts Receivable Demographics
- Accounts Payable Demographics
- Opportunities
- User Defined Fields
- Account Relationships
- Housing Room Flow Inventory
- Campaign Details
- Contact Preferences
- Contact Data Removal Requests
- Abstracts
- Suite Information
- Personnel - User information is retired if the User ID is not used on any other account or contact
- The following columns are cleared when an account is found for any of these columns. These columns are either related account columns or contacts but not the main account columns so they are cleared instead of deleted. If the main account is deleted, the records from all the above tables are also deleted.
- Activities
- CR031_EXT_CNTCT_CODE
- CR031_ACCT_CODE_2
- CR031_CNTCT_CODE_2
- CR031_DIARY_REP_CODE
- Affiliations
- EV897_EXT_CNTCT_CODE
- Products and Services
- CR126_EXT_CNTCT_CODE
- Communications
- CC810_PBD_REF_CODE1
- CC810_PBD_REF_CODE2
- Accounts Payable Information
- AP001_REMIT_CONTACT
- AP001_REMIT_CONTACT_NG
- Opportunities
- CR073_ISSUE_REP_CODE
- CR073_REL_ACCT_2
- CR073_PRI_CONTACT
- CR073_ISSUE_REP_CODE_2
- CR073_ISSUE_REP_CODE_3
- Notes
- CC025_EXT_CNTCT_CODE
- Documents
- MM446_AC_CONTACT
- Campaign Details
- CC891_CONT_CODE
- CC891_MAIN_ACCT
- Appointments
- EV942_AC_CONTACT
- Leads
- CR870_ACCT_CODE
- CR870_REP_CODE_1
- CR870_REP_CODE_2
- CR870_REP_CODE_3
- CR870_CONT_CODE
- Activities
Delete Account/Contact Security
Requesting an account/contact deleting and deleting accounts/contacts is controlled by the Allow Purging of Accounts access privilege. Users and/or roles assigned to the privilege are allowed to request accounts/contacts for deletion and delete accounts/contacts. Any users not assigned to the privilege are not able to request account/contact deletions or delete accounts/contacts. If no users are assigned to the privilege, it is considered inactive and no users can request account/contact deletions or delete accounts/contacts.
Comments
31 comments
The "Account Purge Validation" step seems unnecessary (i.e. I was able to simply mark an account as "Not Applicable" then delete it from the "Purge Accounts" window). Is there anyway to force this step? We are trying to prevent accounts being deleted but there doesn't appear to be an access privilege for it!
0 upvotes
Lee,
The Purge Validation process is not required to purge an account. It can be used to indicate which accounts are candidates to be deleted/purged. The validation runs for both orphaned and active accounts.
When you attempt to purge account, there are certain checks that occur that prevent you from deleting an account. This includes whether it has AR, is an event account, etc….
I don’t believe we have security on the Purge/Delete Account process.
Thank you!
--Carrie
0 upvotes
I need to know how to remove one contact from an account, without removing it from other accounts or making the it completely inactive in EBMS
0 upvotes
Hi R.C.,
Please see the following article for how to remove a relationship between an account and contact.
https://supportcenter.ungerboeck.com/hc/en-us/articles/205925858-Editing-and-Deleting-Relationships-Between-Accounts-and-Contacts
Thanks,
Maggie
0 upvotes
hello, we have an exhibitor record on an event that when we click the account record for it, it is coming up as archived so that it cannot be edited. can someone please let me know how I can access that archived account? thank you, Eileen
0 upvotes
Hello Eileen,
To access an archived account, you would need to go to the Main Menu and go to Purge Accounts (v19). On the Purge Accounts window, search for the archived account. Double click on the archived account (or right click) and click Edit Account. On the Edit Archived Account window, you will need to make the account active in at least one designation for the account to be editable. After you click Ok, you will then be able to edit the account.
Have a great day!
Kaitlyn
0 upvotes
I have reviewed the following, however, "Not Applicable" is not showing as a Account Status designation. Is there a way to add this designation as a drop down choice?
Removing Accounts or Contacts
If you would like to remove an account or contact from displaying on the Accounts or Contacts screen for a designation, then you need to update the status to Not Applicable. If all designations for an account or contact are set to Not Applicable, then the account or contact will be moved to the Purge Accounts screen. The account or contact information is still retained at this point but the account or contact will no longer be displayed on any Accounts screen. To set the account or contact status to Not Applicable, follow the below steps:
0 upvotes
Hello!
You can view and change the Account Status values on the Account Status window. You can't delete them, but you can rename them. Your organization may have renamed it. To help you determine which status was renamed, Not Applicable is normally listed as Weight, and Status, of "0."
--Carrie
0 upvotes
Hi
How can we easily make the EV870_status of a contact inactive, we have made a contact's event sales status not applicable but this still can be chosen as a contact for an event and this is due to the EV870 Status still having an active status.
Thanks
Kris
0 upvotes
Hi Kris, you will need to set all of the status/designation flags to not applicable in order for the main status to turn.
I am somewhat surprised the account comes up as an event contact though. I Just did a test in a v20.92 installation and all contacts seemed to appear in the contact drop-down regardless of status (even archived contacts).
Sounds like a bug may need raising?
Let us know how you get on.
0 upvotes
Thanks Lee
I've made all designations not applicable and this has made the contact also not applicable which is good, however after testing this in 20.90 L the latest service release in our test environment the contact can still be chosen for an event.
I will raise a call in the meantime.
Thanks
Kris
0 upvotes
I was hoping to use Account Purge Validation to identify all the accounts to be anonymised (complying with GDPR). I would then use the Edit Multiple on the Purge Accounts window to anonymise the data in the relevant fields. The problem I have is that the Edit Multiple window only displays the Purge Indicator field and not the PII I need to anonymise.
Does anyone have any ideas how I can anonymise this data without upgrading to 20.93.
0 upvotes
Hi Gavin,
The ability to anonymize accounts will be in v20.93 only. With the complexities involved in the process, it unfortunately isn't something that can be put into earlier versions.
Thanks,
Maggie
0 upvotes
Hi Maggie,
We are now on 20.93bx5 however I can't see any guide on how to anonymise contacts. Can you provide clarification?
0 upvotes
Hi Gavin,
This is still in development and is expected in a later Service Release for v20.93. I will make sure that I update this post though when I know when it will be available.
Thanks!
Maggie
0 upvotes
Can it be expected soon? How close is it to release? We are dependent upon it for GDPR compliance.
0 upvotes
We are still in the process of adding this feature. We want to make sure it meets the needs of our customers and GDPR. There is also an extensive testing process involved with this change. I will post an update when we have a clearer picture of its delivery.
0 upvotes
Hi Maggie,
is it already possible to anonymise contacts? We are in 20.94H and I can't find this feature.
Thank you,
Silke
0 upvotes
Hi Silke,
This feature will be available in an upcoming service release of .95. I will follow-up with you here when it's released.
Thank you,
Erin
0 upvotes
@... Similar to the information recently added to the Purge Events document, can we please have the same for the Accounts/Contacts purge? ie - what information is purged with the Account?
Thanks!
0 upvotes
I'll put a request in to our Development Team. There may be a delay with the upcoming Thanksgiving holiday and preparations for the upcoming release but I'll update the article when I have the information.
Thanks!
Maggie
0 upvotes
Hi Sean,
This information has been added to the article.
Thanks!
Maggie
0 upvotes
Magic - thanks!
0 upvotes
Forgive me if I posted this already but I cannot find it. 1. What happens to the bookings when you purge/delete the associated accounts? 2. Any advice for doing purge/delete to implement data retention policies? How are you determining the 'age' - the 'last use' of an account since not everything results in automatic date stamping of record? E.g., updating products/services doesn't change 'last changed date' nor does it automatically generate an 'activity'. Thanks.
0 upvotes
Hi Beverly,
I apologize for the delayed response. You are not able to delete an account or even a contact that is used as an event account, event contact, order account or order contact. You would have to go to those events or orders to remove the account or contact before purging/deleting.
As for data retention, we recommend that you reach out to your legal representative or risk management specialists. Organizations’ requirements for data retention can vary by business regulations, country, state or country regulations, tax implications, etc.
Thank you,
Ryan
0 upvotes
Hi USI Team,
can we do mass purging of the accounts? We have a list of accounts to be deleted and just want to run it in 1 shot.
Thank you,
Mag
0 upvotes
Have you tried following this article?
https://supportcenter.ungerboeck.com/hc/en-us/articles/205385518-Inactivate-Hide-or-Delete-Accounts-and-Contacts
0 upvotes
If I inactivate an account that hasn't been used for year but still have historical data I need, will I still be able to view it?
0 upvotes
Hi Joey,
Yes, you will still be able to view the account if inactivated as it will be in archived/orphaned accounts.
I hope this helps.
Thanks,
Ryan
0 upvotes
Is there any update on anonymising contacts? Currently the system, in my opinion, does not comply with GDPR.
We have contacts that are archived but unable to purge/delete as they are associated to an event, therefore that contact is still visible in the event. These contacts have had no commercial activities in excess of 7 years so we have no legitimate interest in storing their data. Whilst there is no Peek window in the event for the contact due to the contact being archived, you are still able to send the contact an email and see their email address. In terms of GDPR, this means the record is still active for processing.
We do not purge events, nor intend to so ability to anonymise is necessary.
0 upvotes
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