Delete Action guides

The following details the Delete action:

Deleting contacts

The REST API does not support a way to delete contacts, so it is not possible to use iDMS to delete contacts. You can, however, use the Update action to Mark Contacts for Erasure using the Contacts source.

Do the following to mark contacts for erasure:

1. Set the Mark Contact for Erasure field to either 1, T, or True.To unmark a record, set this field to either 0, F, or False.
2. Pair those updates with the iMIS Process Automation Contact erasure task.

Deleting activities

The safest way to delete activities is to know the SEQN (Sequence) number of the activity.  This is the only way to guarantee that you are deleting a specific activity. If you do not have the SEQN Number, it is recommended you match on as many fields as possible. Matching only on ID will result in all of the ID's Activities being deleted.

Activities with an Originating Transaction Number should not be deleted, as they are associated with a financial transaction.

1. The query should be specific, and while it can return any number of fields from the activity, it must contain the Sequence number.

2. In this example, Committee records were created today that were erroneous, so they need to be deleted. The query is filtered to find all committee records added since today.

3. Using this query, we Match On Sequence Number (SEQN Number) using the Delete action.

Clearing shopping carts

When clearing out users' shopping carts, you must map on iMIS ID.

One possible use case is creating a query that pulls all carts where the CreatedOn date is greater than one month ago, then mapping the iMIS ID to clear those carts.

Deleting relationships

Removing relationships requires the iMIS ID, Relationship Type, and Target iMIS ID.

Deleting panel data

The type of panel can be determined by how many key fields are available to match on - Single Instance and Standalone Panels will have one key field (iMIS ID and Ordinal respectively), while Multiple Instance panels will have two key fields.

• Single Instance Panels: Matching the key field (usually iMIS ID) is highly recommended. This will delete the data for that given iMIS ID from the panel.
• Multiple Instance Panels: Matching on two key fields (usually iMIS ID and Ordinal) is highly recommended. Matching on only ID will delete ALL information for that ID within the panel. Matching on both the ID and Ordinal will only delete the row of data where there is a match to both. If you want to delete only part of the data from the Ordinal and not the whole Ordinal, you must use an Update action instead.
• Standalone Panels: Matching on the key field (usually Ordinal) is highly recommended.

Single Instance

First match on ID, the only key field.

Because there is only one key field, it is okay to match on only that one field. You can, however, match on the additional fields listed.

Multiple Instance

Note how both key fields are matched.

Standalone

Because there is only one key field, it is okay to match on only that one field. You can, however, match on the additional fields listed.

Clearing a file upload field

A panel field of type File upload holds a document, such as a signed waiver, a certificate, or a photo. Entering ERASE in the File URL mapping removes the existing document from iMIS instead of downloading a new one.

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Note

Clearing a file upload field does not use the Delete action, which removes an entire panel record rather than a single field. It is performed through the write actions, in the same mapping used to upload a document, though what it does depends on the action — see Action support below. This capability is available in both iImport and iUpdate, on all iMIS versions, and requires no setup or configuration.

Nothing new appears on the mapping screen — the keyword is understood in place of the URL that was previously required.

Action support

A document can only be removed from a record that already exists, so what the keyword does depends on whether the row updates an existing record or creates a new one:

The "nothing to remove" cases are not silent. They produce the warning Erase ignored: there is no existing file on a new record., and the record is still created.

Mapping prompts

A file upload field is mapped through three prompts:

Two ways to clear a file

• Clear the field on every record in the import - Enter ERASE directly into the File URL box instead of a URL.
• Clear the field on selected records only - Map File URL to a spreadsheet column, and enter ERASE in the cells of the rows to be cleared. Rows containing a real URL still download normally; rows containing ERASE are cleared. A single spreadsheet can therefore attach a document to one record and clear the document on the next.

Keyword rules

• The primary keyword is ERASE. Six synonyms behave identically — see the warning below.
• Matching is case-insensitive — erase, Erase, and ERASE all work — and spaces around the word are ignored.
• The whole cell must be the keyword. A real URL that merely contains the word, such as http://host/clear.pdf, is still downloaded as normal. ERASE ME is not a keyword and fails as an invalid URL.
• The keywords apply only to file upload fields. In an ordinary text field they carry no special meaning — a cell containing ERASE mapped to a text field imports the literal word ERASE.
• If the mapping has a blank-out text configured under Current Options (the Cells containing the following text will be blanked out option), that text clears the file as well. It is applied in addition to the seven keywords: a file upload field is cleared by any of the seven, or by the configured blank-out text. Configuring a blank-out text does not disable the built-in keywords, and there is no setting that does.

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Note

To blank out an ordinary (non-file) field, use the Cells containing the following text will be blanked out option described in Task options. That option and the keywords documented here are separate mechanisms. On a file upload field both work, and spaces around the value are ignored in either case. On an ordinary field, only the configured blank-out text applies. Case is still ignored there, but surrounding spaces are not — a cell holding ERASE followed by a trailing space will not match, and the field will not be blanked.

Behavior reference

The distinction to be aware of is that a blank cell means "leave the document alone", while ERASE means "remove the document".

Messages

Deleting communication logs

Removing a communication log requires the Recipient iMIS ID AND the Subject. If there are multiple line items in the communication logs with the same ID and subject, more logs than intended may be deleted.

Deleting group members

Removing a group member from a group requires the Group Name and the iMIS ID of the member to be removed. Additionally, Role, Is Active, and Join Date, are optional fields that may be matched on.

Deleting Select iMIS IDs

All IDs in the Spreadsheet or IQA will be deleted.

Deleting user credentials

This action deletes the username and password for an iMIS ID.

The only available and required field to map is iMIS ID.

Deleting committee codes

Removing committee codes requires the Name and Code, although Description and Statuscan also be matched on.

Deleting general lookup tables

Removing general lookup tables requires only the Table Name, although the Code may also be mapped.

Deleting subscriptions

iMIS supports deleting Cash subscriptions but not Accrual Ssbscriptions.

Removing a Subscription from a contact requires the contact’s iMIS ID and the subscription code (Billing Product Code)

Both fields are required. Primary Dues cannot be deleted.

Deleting promotions

Removing a promotion code from iMIS requires the promotion code found in iMIS to be mapped.

The following field is the only required field.