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for a demonstration1. Purging Old Members using Category/Subcategory
Quikchek comes with a purge utility that allows the user to remove outdated information from the system. It gives the user the capability of deleting old members, groups of members or old data.
Deleting Old Members/Prospects(for Sale & Marketing users, replace Member with Prospect throughout this document)
The purge utility gives the user the ability to delete Groups of members. The first step is to create a subcategory you can use to tag the members you wish to delete. Next, run through the members and tag them with this new Mbr-Purge subcategory and create a group with all of them. Last, run the purge utility to delete that group of members.
Step 1
Create a Subcategory under Member called Terminated,
Deleted or Purge. You can create any name you want, but use this subcat to designate
who will be purged when it comes time to purge.
Step 2
Any time you come across a member that you plan on deleting from your system, change their subcategory to Purge and save it. After we have assigned Purge to the members we want to purge, we need to create a group of all those members. On the Member screen click Filters, then Category. Choose NONE. Our List tab will now show no names. Place a check in Member for the Category. Place a check mark in the Subcategory called Purge. Now our list should show all members with a purge Subcategory. Click List, Save Current List. Enter your group name and a description. Then choose OK. This will create a Group that will now show up in the purge utility. Choose Close.
See step 3. On how to purge the members in that group..
2. Purging Old Members with a 0 member number
Most clubs that use QuikCheK remove their members from Member Management by changing the member number to 0. That will send the member and all of his/her information over to Sales & Marketing. The member is actually still in the system, but they are now a lead or prospect and they no longer have a member number. For clubs that want to delete all members with a member number of zero, you must have Sales & Marketing.
Open Sales & Marketing go to the LISTS tab.
Click Advanced list
Click Select List Criteria
Select MemberNo for the FIELD at the top of the screen
Select Operator is Equal to
Enter 0 in the Constant field
Click Accept Expression
Click OK
Click Select All in the top right
Choose OK
Click List Operations
Choose Create a Group
Enter your group name, Ex: members to purge
Choose OK
Click Close
Close QuikCheK and do a backup. Follow step 3 on the next page to purge all of the members in the group you just created.
3. Purging the group
We have created our group of terminated members, we are now ready to purge them from the database. Let's do a BACKUP in case anything goes wrong. When you are ready to run the purge, all users must be out of QuikCheK.
To bring up the purge utility, go to SETUP and click the Purge button at the bottom of the screen.
You will see your Terminated Members group in the list of group names. Highlight the group. In the top right of your screen you will see a Preview button and a Purge button. You cannot access the Purge button until you have Previewed the group. Select Preview, and you will see the list of names in that group. After you verify your list of names, click Done in the bottom right. Now you are ready to purge them from your system. Click the Purge button and you will see a warning window pop up. When you are ready choose YES. QuikCheK will begin the purge and you will see the progress bar at the bottom move from left to right. When the purge is finished you will see a window pop up that says Purge Complete. You can now use QuikCheK again.
How long does a purge take??? If you have a database of 5,000, and your purging 500 members, it could take anywhere from 15 mins to an hour or more depending on the speed of your computers. So please be patient.
4. Purging OLD DATA
You can use the Purge utility to purge data older than 2 or 3 years. It will delete all records from all tables older than the year number that you choose. Towards the bottom of the purge screen select the number of years from the dropdown menu where it says "Purge Old Data". Coral Springs Software recommends you purge old data every year sometime in the month of December.