Data Cleanup Tool

Cleanup scripts run every night in production environments to remove duplicate data and fix invalid items. For additional information, refer to the article on the nightly cleanup process.

Some of these scripts may be executed on demand. This should be done sparingly in production so as not to disrupt your normal workflows. To use the self-service data cleanup tool:

1. From the top navigation, select Database.

2. Under Auditing, select Cleanup / Scrub Address Records.

3. Select the desired script to execute that action:

   • Deduplication scripts for Address, Device and Test Score records will open a new tab confirming deduplication for that type of record has completed.

   • Scrub Address Records displays a count of "dirty" addresses; select Scrub Records to execute cleanup.

Configuration Cleanup Tool

Required Role

Administrator (All Access)

Rarely, it may be necessary to perform cleanup actions on your database following a configuration change. Avoid running these scripts at high traffic times so as not to disrupt your normal workflows.

If you encounter an unfamiliar error or timeout, do not retry unless prompted to do so. Because errors in this tool require elevated permissions to resolve, it is appropriate to submit a Service Request for additional assistance when encountered.

Checklist: Add Auto-Generated Transcripts

To be used when enabling auto-generated school-specific transcript checklist items, or reactivating this functionality after a period of disuse. For additional information, refer to our article on auto-generated checklist items & system materials.

This is a legacy configuration. In most cases, school-scoped checklist items should be assigned using the Rules Editor. For more information on this option, see our article on school-scoped checklists.

To enable auto-generated transcripts and add these checklist items to all eligible records:

1. From the top navigation, select Database.

2. Under Records and Datasets, select Checklists.

3. Ensure no checklist item exists with a section of "Transcript (special use only)." Any item with this section, active or inactive, disables auto-generated transcript behavior.

4. From the top navigation, select Database.

5. Under Auditing, select Cleanup / Scrub Address Records.

6. On the right, click Configuration Cleanup.

7. Select the script Checklist: Add Auto-Generated Transcripts.

8. Add a Memo (required).

9. Click Execute.

Checklist: Remove Auto-Generated Transcripts

To be used when migrating away from auto-generated transcript checklist items, to instead assign school-scoped checklist items using the Rules Editor. Using rules for school-specific checklists is recommended; for more information on implementing this option, see school-scoped checklists.

When school-scoped checklist rules have been implemented, the last step will be to disable auto-generated transcripts and remove the auto-generated checklist items from all eligible records.

Start by inserting a new checklist item to disable auto-generation going forward:

1. From the top navigation, select Database.

2. Under Records and Datasets, select Checklists.

3. Click Insert. A pop-up appears.

3. Configure the following settings

   • Status: Inactive

   • Section: Transcript (special use only); this disables auto-generated behavior for transcripts.

   • Subject: Add a descriptive subject, such as 'TURNS OFF AUTO-GENERATED TRANSCRIPTS.' This is a recommended naming practice and will help administrative staff quickly identify a checklist item's purpose.

4. Click Save.

5. From the top navigation, select Database.

6. Under Auditing, select Cleanup / Scrub Address Records.

7. On the right, click Configuration Cleanup.

8. Select the script Checklist: Remove Auto-Generated Transcripts.

9. Add a Memo (required).

10. Click Execute. This script should be executed one time.