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The Knowledgebase

Study Abroad: Options for Managing Past Data and User Profiles

This article discusses options for Terra Dotta clients interested in removing past data from their sites and managing obsolete user profiles.

 

Removing Applications

 It may be that case that you wish to remove applications for a specific applicant from your site. The applicant profile will remain in the system, but the applicant will no longer have an associated application.

Terra Dotta offers a maintenance tool called "Scrub Applications" which removes the majority of the information associated with an application from the database. However, it is not a comprehensive tool for deleting all traces of the application's data. For more information, see the Deleting/Scrubbing an Application Knowledgebase (KB) article.

 

Deleting User Profiles

It is not possible to completely delete a user profile from your site.  This is by design, since user profiles serve as a root to many related applications which must not be "orphaned" to maintain data integrity and history. However, there are approaches for removing users from active access or display.

 

Restricting User Access

For any type of user who needs to be restricted from accessing the system completely, consider modifying the username in Maintenance > Edit User.  For example, if the username is pfd3432, change it to pfd3432_X - this person will no longer be able to login.

Removing User Permissions

If a staff member is no longer with your office and you wish to remove them from your site, follow these steps:
  1. Go to Staff > Staff Permissions and find the permissions listing for this person
  2. Remove all permissions
  3. This person is now restricted from doing anything within your site
  4. An optional step would be to go to Maintenance > Edit User and edit the username, first name, last name, and/or email address for that user record so that it is clear that this user is no longer active.

 

Purging Old Data Records

If more extensive data removal is required to meet such standards as compliance with General Data Protection Regulation (GDPR) requests, you can submit a Support request to Terra Dotta. Note that assistance with purging data records is a service outside of standard site support and can be done for an additional fee.