Everything you need to know about managing outdated VMS records
Outdated Record Data Deletion is a way for you to manage your data in the GC Volunteer Management. It provides an easy way to view, select, and delete outdated records which may no longer be relevant to your volunteers. These outdated records may include any constituents, relatives, activities, degrees, and detailed gifts that were previously uploaded to your VMS, but not sent over in your most recent set of files. The outdated record sections are dependent upon which types of data you send to GiveCampus. For example, you will only see the “outdated Degrees” section if you send degree information to GiveCampus and have some Degree records that appear to be out of date.
(For a GC Video tutorial on how to use Outdated Record Data Deletion, click here.)
To access the new outdated record data deletion feature, select “Data Management” in the main menu, then select the tab labeled “Outdated Records.” From there, you’ll be able to select which type of outdated records you’d like to manage in the dropdown menu. Don't see this? Reach out to support@givecampus.com to make sure the feature is enabled.
Once you’ve selected which type of records to review, you’ll be presented with a full list of all the outdated records in that category. From here, you’ll be able to select specific records using the checkboxes on the left side of the page, or by clicking on the “Select All” button at the top of the list. Please note that the results may be paginated. Choosing “Select All” will select all records across all pages.
Once you’ve selected the records you’d like to delete from GC Volunteer Management, hit the red button at the top of the page labeled “Remove Selected Outdated Constituents.” Note that once you delete a record, all information tied to that record will be deleted as well. In this case, for example, when a constituent is deleted, all emails, notes, and assignments associated with their record will be deleted as well.
Once you hit the delete button, you’ll get a confirmation message that outlines how the data in GC Volunteer Management will be affected. Hit “Yes” to confirm the changes you want to make, and you’ll be presented with a confirmation message. And you’re done!
FAQs
Q: I noticed some columns in the data deletion page that shouldn’t be listed as outdated records. What should I do to remove them from the outdated records list?
A: To remove a record’s “outdated” status, re-add it to your data files. After your updated files are uploaded, the record should no longer appear as outdated.
Q: I had support enable outdated records for me but I'm not seeing any records to review.
A: If outdated records was just enabled for the first time, the feature will not be triggered until your next file upload.