Reviewing the Purge Summary
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The Purge Summary window lets you generate a report of the contact records or events purged from Contact Manager and Event Tracking.
On the last Saturday of the month, Portico calculates the number of days between the current date and the date of a closed or canceled contact record or event. The number of days calculated is compared to the purge days defined on the Contact - Update window or Event- Update window. When the number of days is greater than the purge days specified, Portico will associate the contact record or event with a purge date listed in the Purge Date drop-down list on the Purge Summary window.
The Purge Summary window will generate a report of the items purged from Contact Manager and Event Tracking. Portico will retain up to 2 months of information on the Purge Summary window. After 2 months, Portico generates the Contact Manager Purge Report PNG960 containing all the events and contacts associated with the purge date. The date on the PNG960 Report is the date that the report was generated and sent to Nautilus Essentials.
Purge Process Example:
- Closed status
- Closed date of 09/01/2017
- Purge Days field is 180 days on the Contact - Update window
To determine the date this record is eligible for purge, the purge days (180) are added to the closed date (09/01/2017), which result in 02/28/2018. Portico's purge processing runs on the last Saturday of the month:
| Month | Last Saturday | Did it purge? |
|---|---|---|
| February | 02/24/2018 |
Not eligible for purge on 02/24/2018. The record's purge date (02/28/2018) is after the last-Saturday purge date (02/24/2018). |
| March | 03/31/2018 | Eligible for purge. The record is associated with the 03/31/2018 purge date on the Purge Summary window. The record will display on the Purge Summary window until the 03/31/2018 purge date is at least two months older than an upcoming last-Saturday purge date. |
| April | 04/28/2018 | Remains on Purge Summary window. 04/28/2018 minus two months is 02/28/2018. The record's associated purge date (03/31/2018) is after 02/28/2018 so it is not two months or older and it will not be moved from the Purge Summary window to the PNG960 Report. |
| May | 05/26/2018 | Remains on Purge Summary window. 05/26/2018 minus two months is 03/26/2018. The record's associated purge date (03/31/2018) is after 03/26/2018 so it is not two months or older and it will not be moved from the Purge Summary window to the PNG960 Report. |
| June | 06/30/2018 | Moved to the PNG960 Report. 06/30/2018 minus two months is 04/30/2018. The record's associated purge date (03/31/2018) is before 04/30/2018 so it is two months or older. Portico will generate a PNG960 Report containing all the records with an associated purge date of 03/31/2018 from the Purge Summary window. The PNG960 Report is dated 06/30/2018 and sent to Nautilus Essentials. The records are deleted from Portico. |
To open the Purge Summary window and view the report, under Contact Manager on the Portico Explorer Bar, select Contact/Event. On the Contact/Event top menu bar, select Reports, then select Purge Summary. The Purge Summary window appears.
How do I? and Field Help
Select the Purge Date down arrow to select the date you purged the contact records. Then, select OK to view the Purge Summary - List window.