VSys One: Volunteer Management Software

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Letters Purge Tool

VSys retains all of your volunteer communication records indefinitely, even kiosk greetings and assignment reminders. After a few years this becomes a lot of data that you may not need anymore. The Letters purge tool lets you selectively delete old communications that you don't care about anymore. Use this to:

Steps in this task

  1. Click Letters purge tool on the Administrator tools panel under Bulk update/create.
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  2. Enter your criteria at the top: Letter types, Letter templates, Statuses, Methods and dates.
  3. Optionally check Only those letters past their retention date to only show messages which have a retention period specified in their properties.
  4. Click Get letters. VSys will bring up the letters which meet the criteria you've specified, or show you a message saying that your criteria did not match any letters. Remember you can sort the results by clicking on any of the column headers.
  5. Select which - if any - of the letters you want to purge by checking them on the list. Use the right-click option Select to check/un-check letters in bulk.
  6. Click Delete selected letters. VSys will prompt you to verify that this is what you want to do and show you the count of letters to be purged.
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  7. Click on Delete letters to permanently remove these letters.

The Letters Purge tool can only delete 5,000 letters at a time. If you have more letters than that to delete, do them in batches of 5,000.

See Also


Apply Certification Automatic Creation Rules

Attachments Analyzer

Automatically Create Eligibility/Intake Checklists

Data Backup

Bulk Value Updater

Check for Duplicated IDs

Check for Zip/Postal Code Updates

Concurrent Users Monitor

Create and Manage Data Encryption Keys

Database Merge Tool

Enter VSys One Registration Codes

Find Duplicate Assignments

Find Duplicate E-mail Addresses

Find Overlapping Volunteer Hours

Fix Recurring Assignment Detail Gaps

Index Update Tool

License Information

Make a Local Backup of VSys One in Another Folder

Photo Resize Tool

Purge Old Trace Records

Recalculate the Bonus Hours for Volunteer Hours

Recalculate the Value of Volunteer Hours

Restore From a Backup

Special Table Tools

SQL Commands to Database

Table Permissions Diagnostics

Trace Analyzer