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Automatically Unlink Media Items from Entries

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, Entrants, Entries and Awards.

There is an Admin-controlled function on the Award to unlink all Media Items from all Entries in the Award. Admins set a date and any associated Media Item (Videos/Audio/Images/Documents) will become unassociated from their Entries and, if not linked with another Entry, they will be deleted and cleaned up by automated 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 3 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 entries have been unlinked.

Note – All the automated deletions rules can be amended at client request via a support ticket. Currently Media Items are automatically deleted 9 months after the upload so long as they are no longer attached to an Entry. To trigger this, you either delete the relevant Awards or set the date on the Awards Settings Page to unlink the Media Items from the Entries.
Once associated, the files take up to 7 days to delete. Please note that we are unable to retrieve any deleted data so do make sure you keep any Item needed.

How to Set the Entry Unlink Date

  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 Remove Media Items from Entries 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.

  • mediaitem/removewarn7 – sent 7 days before the Media Items have been unlinked
  • mediaitem/removewarn24 – sent 24 hours before the Media Items have been unlinked
  • mediaitem/removenotify – sent after the Media Items have been unlinked

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