Anonymize or delete search results

After performing an advanced search query, information in profiles appearing as search results can be anonymized. The information in those profiles will be deleted and only the name and possibly the e-mail address will be saved.

This function also offers the option to set a retention period based on the search query. This may be convenient if you want to delete information of former members only after they have unenrolled for a certain period of time.

Anonymize search results

  1. Perform an advanced search query. Base the query on criteria that need to be met for anonymization, e.g. unenrollment date.
  2. In the toolbar, go to ‘Actions’ and select ‘Anonymize’.
  3. Under ‘Confirmation’ and behind ‘Type’, indicate whether only the name or the name and e-mail address should be kept.
  4. You might want to anonymize profiles that will meet the criteria in the future. In that case, click on ‘Repeat action periodically’ and give the anonymization a descriptive name, such as ‘Anonymize one year after unenrollment’.
    You can manage retention periods in the element ‘Privacy’ in the Organization tree, in the tab ‘Retention period’.
  5. Click ‘Anonymize’ to confirm the anonymization.

Delete search results

  1. Perform an advanced search query. Base the query on criteria that need to be met to delete a profile, e.g. unenrollment date.
  2. In the toolbar, go to ‘Actions’ and select ‘Delete’.
  3. To confirm that you want to delete the search results, check ‘Yes, I want to delete {}’.
  4. You might want to delete profiles that will meet the criteria in the future. In that case, click on ‘Create retention period’ and give the action a descriptive name, such as ‘Delete one year after unenrollment’.
    You can manage retention periods in the element ‘Privacy’ in the Organization tree, in the tab ‘Retention period’.
  5. Click ‘Delete’ to confirm.

Note that retention periods are created ONLY for the folder in which the search query was performed, and ONLY for the object type the search query targeted. Objects that meet the criteria but that are located elsewhere are not included in the action of the retention period!

Example

Suppose your community decided to anonymize information of persons one year after unenrollment. How does this work?

For this action, there needs to be an existing field with the unenrollment date in the Organization.

  1. Navigate to the folder with former members.
  2. Click on ‘Advanced search’ in the top right corner of the screen.
  3. Go to the field for the unenrollment date and select ‘difference in years’.
  4. In the field next to that, fill in ‘1’ and select ‘is equal to’.
  5. Click ‘Search’. All profiles within the folder that meet the criteria appear as search results.
  6. In the toolbar, go to ‘Actions’ and choose ‘Anonymize’.
  7. Indicate whether only the name or the name and e-mail address should be kept in the system. Fill in the descriptive name of the action, e.g. ‘Anonymize one year after unenrollment’.
  8. Click ‘Anonymize’.

The retention period has been created. Each profile in the folder of former members will be anonymized one year after their unenrollment.