About batch deletion of activities and workflows

Often times you want to keep a permanent record of activities associated with a student. For example, you likely want to keep a notification of an academic dismissal indefinitely. However, some activities may not need to be kept indefinitely. For example, an activity that triggered an email letting students know about a snow day. You can delete such activities in batch by searching by ID number, Workflow Name, Semester, Due Date, Completed Date, or Submitted Date, or any combination of these. Besides

This process also clears the way for you to delete the activity tracking templates and workflow definitions themselves because Campus Cafe won’t let you delete templates or workflows in use. By using batch deletion, you can remove all the activities and workflows associated with individuals and, in the same transaction, delete the activity tracking template and workflow definition. This means you won’t be able to use those activities or workflow definitions in the future.

Prerequisites

• Create and assign activities to individuals.

Required permissions

Delete records

1. Go to All Users > Batch Tracking Deletion.

2. Enter at least one search criteria.
   For example you may want to select all activities related to one student so you’d enter the ID number. Or you might want to select all activities related to a specific workflow.
   All criteria must be true. For example, if you select a specific workflow and a semester, Campus Cafe returns only activities that use that workflow for the semester you selected.
   
   

   Open

   

   If you wanted to select specific workflows to delete, next to WorkFlow name click the three horizontal lines and select one or more workflows.

3. Click Submit.

4. Optionally if you want to delete the activity tracking template itself, select Delete the tracking template if no tracking records exist that use the template. Selecting this means the activity tracking template itself will be removed from Campus Cafe and you won’t be able to use it in the future. This works only if you remove all activities already assigned to individuals in Campus Cafe.
   
   

   Open

   

5. Optionally if you want to delete the workflow definition itself, select Delete the workflow if no tracking records exist that use it, and no existing templates use it. Selecting this means the workflow itself will be removed from Campus Cafe and you won’t be able to use it in the future.This works only if you remove all workflows already assigned to individuals in Campus Cafe.
   
   

6. Select the records to delete.
   
   

7. Click Delete. The records are removed an a log entry is placed in the audit log of the person deleting the records.

Example: Delete all snow day activities

A snowstorm forced the cancellation of classes. You created an activity and workflow to notify students rather than email directly them because you wanted to log the snow day. However, now the semester is over, you no longer need the activities on every individual student and no longer need the activity tracking template or workflow definition because you never plan to use it again.

While this example is a snow day, the same process can be used to delete test activities, activities assigned in error or any other activity you no longer need.

1. Go to All Users > Batch Tracking Deletion.

2. Next to WorkFlow Name click the three horizontal lines, select the snow day activity and then click Apply.
   
   

   You should see the workflow name in the workflow box.
   
   

3. Because you want to remove this from all students, we’ll leave the rest of the boxes empty and click Submit.

4. Since we never plan to reuse the activity tracking template or workflow definition that we used to assign these activities, we’ll select (check) Delete the tracking template if no tracking records exist that use the template and Delete the workflow if no tracking records exist that use it, and no existing templates use it. This removes the activity tracking template and workflow from Campus Cafe.
   
   

5. Because we want this removed from all students, we’ll click Select All so that all students are selected (checked).
   
   

6. Click Delete.

Example: Remove all activities associated with one person

You can remove all activities associated with a single applicant, student, faculty, staff member, donor or other individual in Campus Cafe.

In our example, we’ll remove all activities associated with applicant Meg Trainor who never finished her application. Removing the activities de-clutters Campus Cafe and makes it clearer which admissions application materials are truly outstanding.

1. Go to All Users > Batch Tracking Deletion.

2. In ID number we’ll enter Meg’s Campus Cafe ID number 2205.
   If we wanted to remove activities from multiple people, we could keep the operator as Is One Of and then enter multiple ID numbers separated by commas. For example, 2205,6504,2203
   
   

3. Click Submit.

4. Because we plan to use the activity tracking templates and workflow definitions for future applicants, we won’t select Delete the tracking template if no tracking records exist that use the template and Delete the workflow if no tracking records exist that use it, and no existing templates use it.
   
   

5. All of Meg’s activities appear. Because we ant to delete all of them, we’ll click Select All so all the activities are selected (checked).
   
   

6. Click Delete.