Skip to main content

The Knowledgebase

Study Abroad: Deleting/Scrubbing an Application (Classic)

The act of scrubbing an application in your Terra Dotta site refers to permanently deleting that application. It is not recommended to scrub applications from your production site as this permanently and irrevocably removes the applications from your database. As the "Scrub Application" option was designed to be a maintenance tool used to remove test data from sites, it is highly suggested that you consider other options for managing miscellaneous applications.

This article discusses the following topics:

 

Options for Managing Miscellaneous Applications

In the event that an application is not needed, consider the following actions first:

  • Move the unwanted applications into the "Withdrawn" status.
  • Create a status alias for "Withdrawn" that identifies these miscellaneous applications.

If these options do not meet your needs and you must scrub an application, then an administrator with maintenance permissions can do so under Maintenance > Scrub Application. After scrubbing an application, the deleted information cannot be added back to your site.

 

Scrubbing an Application

Important Note: 

  • This action permanently delete's an application from your site and will impact your ability to access desired data from the application and related reports which were once associated with the application.
  • Scrubbing an application does not delete the user that was associated with the application from your site.
  • If your application is linked to another application using the Principle/Dependent functionality, then you will need to unlink the applications before taking action.

To scrub an application:

1) Navigate to Maintenance > Scrub Application. Locate your desired application using the options provided and click "Search".

scrubone.JPG
 
2) Check the box next to the application(s) you wish to permanently remove from your site. It is possible to scrub more than one application at a time. Click "Next".
 
scrubtwo.JPG
3) As a security measure, you will be prompted to enter a code to validate your desire to scrub the application(s) selected. An alert also appears to reiterate the permanence of this action. Click "Scrub" to proceed with deleting the application(s). 
 
scrubthree.JPG
A series of dialogue boxes will appear to reconfirm that you wish to proceed. These layers of authentication are provided given the permanence of the scrub action. Click "Ok" to proceed.
 
4) The request will be processed, and the application(s) will be immediately removed from your site.
 
scrubfour.JPG
 
Use the "View Logs" option for more detailed information on actions related to scrubbed applications.
 
scrubfive.JPG
 
The applicant will still be able to access their applicant home page, but they will not have any applications listed.
 
Scrubbing an application will remove the majority of the information associated with an application in your database. However, it is not a comprehensive tool for deleting all traces of the application's data.
 
The following information is scrubbed (deleted) when using Maintenance > Scrub Application:
  • Providing Material notes
  • Application tags
  • Alumni settings
  • Application comments
  • Application dates (risk)
  • Application locations (risk)
  • Application materials
  • Application reviews
  • Assessment responses
  • Assessment scores
  • Journal entries
  • Learning content
  • Credit transfers
  • Application documents
  • Status history
  • Student parameters
  • Questionnaire responses
  • Recommendation responses
  • Recommendation requests
  • Root application record

The following information is not scrubbed but is instead only dereferenced:

  • Signed content of signature documents (actual CLOB record of content)
  • Legacy saved signature document content data (before CLOB data was used)
  • History log entries
  • Journal images
  • Uploaded binary files (Documents tab)
  • Decision letters

The following data is not scrubbed because it is a part of the applicant's profile and not the application itself. It may remain relevant and necessary to retain when scrubbing an application:

  • Core data fields
  • Applicant parameter data (SIS and Non-SIS)
  • Applicant parameter data history
  • Address information (SIS and Non-SIS)
  • Profile image
  • Profile bio
  • Saved programs
  • Profile comments
  • Profile history log
  • CC/SMS email addresses