Bulk Anonymise

The Bulk Anonymise feature enables you to anonymise Contacts who haven't had any activity in the last X days and haven't had any transactions in the last X years.

These values can be set in System Configuration → Marketing Preferences → Bulk Anonymise No Activity Since (days) and System Configuration → Marketing Preferences → Bulk Anonymise No Transactions Since (years).

The Bulk Anonymise screen will only check and anonymise Contacts where the Bulk Anonymise field against their Type has been set or the Contact is expired. Users, Companies, Block Management Companies and Local Authorities are always excluded. When editing the Contact Type record for these, the Bulk Anonymise option will be disabled.

The screen will also only process Contacts assigned to the currently logged in site.

The Bulk Anonymise should be performed with care. If you are unsure on any aspect of its use, contact support@brightlogic.co.uk before proceeding.

Caution: this process is irreversible and none of the data will be recoverable.

A Home Page reminder checks the Contacts section of the Home Page if the Bulk Anonymise process hasn't been run within the last X days (specified in the System Configuration option). The Bulk Anonymise reminder won't be displayed for Users without permission to run the Bulk Anonymise process.

How to Run the Bulk Anonymise Contacts

1. Click File → Admin Tools → Bulk Anonymise Contacts. Alternatively just click the Bulk Anonymise Run required Home Page Reminder.

2. Click Check Contacts button. This will get all Contacts that haven't had any:

• Appointments in the last X days

• Correspondence in the last X days

• Notes/tasks in the last X days

• Property details sent in the last X days

• Property offers in the last X days

• Property Sales in last Y years

• Transactions in the last Y years

• Statements in the last Y years

• Invoices in the last Y years

3. The Bulk Anonymise Contacts screen will then perform additional checks to see if the Contacts can be anonymised. The results of these checks will appear in the results list on screen. If a Contact can't be anonymised, the reason why they can't be anonymised will be displayed in the results list.

4. Optionally view the Contacts by clicking the Browse Contacts button to see all the Contacts that will be anonymised when the Anonymised button is clicked. Contacts will only be anonymised once you have clicked the Anonymise button. If you don't want to proceed, click Cancel.

An Event Log entry will be created for each Contact that is anonymised. Additionally the results list on the screen will inform the User which Contacts have been anonymised.

The Bulk Anonymise screen runs on a background process. Therefore, you should be able to continue to use Acquaint. Additionally, the screen has an option to stop the Bulk Anonymise process at any point by clicking the Cancel button. However, it is not possible to reverse/restore any Contacts that have already been anonymised.

The Bulk Anonymise has its own security permission. Only System Administrators will have this switched on by default.

When the Bulk Anonymise screen loads it creates a system lock so that only one User can run the process at any time.