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Automated Award Deletion

Nucleus provides several automated tidy up processes to ensure that the data held within the system is not messy, to keep the size of stored data manageable and to support GDPR requirements. There are automated processes to delete Media Library Items, Entrant Users and entries.

There is a admin controlled function on the award to delete all the Award, which is a mandatory function and all related data. Admins set a date when the award will be deleted. Any associated Media Item (Videos/Audio/Images/Documents) will become unassociated from their entries and if not linked with another entry will be deleted and clean up by the automate tidy up rules.

This feature can be used to prevent Electron usage becoming too high and ensuring that entry data is not kept longer than required, reducing backup sizes and as a consequence AWS costs.

The date set must be a minimum of 6 months after the submission date and more than 7 days in the future from the current date.

Once the date is set there are two reminder emails that will be sent to all admin users for the award and a confirmation that the data has been deleted. Follow the instructions below to set up the date and to set the date for Entry Data Deletion.

Note – All the automated deletions rules can be amended at client request via a support ticket.

How to set the Entry Deletion Date

The date is a mandatory field on the Award Settings page which means it is not possible to save an award without specifying a date. For Awards that exist when the feature is released (September 2022) the deletion date will be set to 01/10/2023. These instructions can be used to update the date to remove data sooner.

  1. Log into the Admin Interface
  2. Go to Actions>Awards
  3. Click on Edit for the award you wish to amend
  4. Enter a deletion date in the Delete Award On field. Note this must be a minimum of 6 months after the current submission date.
  5. Click Save and Close

How to set up the Warning Emails for Admin users

There are two warning templates and a deletion confirmation template that can be activated for admin users. These are recommended as they provide admins with an opportunity to prevent the deletion of entry data if required.

  • admin/awarddeletewarn7 – sent 7 days before the deletion
  • admin/awarddeletewarn24 – sent 24 hours before the deletion
  • admin/awarddeletenotify – sent after the entries have been deleted

For full information on how to manage and edit email templates review the guide.