Removing Old or Historical Records

Created by Martin Parkinson, Modified on Thu, 18 Jan 2024 at 03:42 PM by Graeme Orchard

As part of database management it may be required to remove old or historical candidate records.

To bulk delete candidate records, a search must first be run, in order to identify which records will be removed.
The bulk change feature can then be used to move these candidate records to the status of 'Marked for Deletion'. All candidates with this status can then be deleted from the system.

Please Note: Once deleted, records are permanently removed from the system and there is no way for them to be restored without reverting the whole system to a backup. In this scenario all work since the backup will be lost. It is recommended to perform mass deletion only after a backup has been taken.


To perform detailed searches the enhanced filter can be used.
To open the enhanced search click 'Searching', in the bottom left corner, followed by 'Candidates' and 'New'.
Then click the 'Enhanced' tab and select the relevant search criteria from the 'What' drop down. Further information regarding the enhanced search can be found here.


Contents  (Click an Item to Jump to that section)

Candidate Search

Last Journal Date
NACT - No Activity Days
Last Booked Date

Bulk Delete Candidate Records

Deleting Candidate Documents





Candidate Search

To identify old or historical candidate records, the following search criteria may be useful. These criteria can be found within the enhanced search.

An overview of available search features is shown below, for more detailed searches, in particular relating to GDPR, can be found here:



1. Last Journal Date

The last date of a qualifying journal for that candidate. Not all journals qualify, and the rules for which Journals do qualify can be set using the Influence parameters. Further details on how the last journal date is calculated can be found here

Typically the system will count "Inward" emails and Inward/Outward Phone calls. {But this may be different on your system if you have chosen to change the 'default' rules for this.}




Please Note: A search for all candidates who have a last journal date before a certain date will also include candidate who have NO qualifying journals. (i.e. They have never been contacted at all)

Example: 
Looking for candidate with "Last Journal Date < 01/01/2019" would also include any candidate with NO Last Journal date (i.e. --/--/----) since this is connsidered 'less than' 01/01/2019.


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2. NACT – No Activity Days

This criteria may be used to search the number of days since the candidate had activity, i.e. enter greater than 365 to find candidates who have had no activity for over a year.

This criteria checks for 'activity' in the following ways:

  • Last Journal Date – Follow the calculation rules detail above
  • Last amendment date of the record.
  • Most recent 'MATCH' date.


3. Last Booked Date

This criteria is used to determine the date of the last working-time booking for each candidate.
e.g. If a candidate was last booked to work on 15th March 2018, then that would be the date considered as their last booking.


An example search is shown below:

Pic1.


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Bulk Delete Candidate Records

The candidates returned in the search can then be added to a group. The link below gives more information for bulk deleting candidates:


Record Deletion Tools


Deleting Candidate Documents

When deleting candidates, by default, any documents associated with the records will not be removed from the system. A system parameter can be set to also remove the associated documents when the candidate record is deleted. For more information please see the link below:


Deleting Candidate Records


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