VSys retains all of your volunteer communication records indefinitely, even kiosk greetings and assignment reminders. After a few years this becomes a lot of data that you may not need anymore. The Letters purge tool lets you selectively delete old communications that you don't care about anymore. Use this to:
Remove old kiosk holiday and birthday greetings
Purge assignment reminder e-mails and SMS messages
Remove any other outgoing messages in bulk
Steps in this task
Click Letters purge tool on the Administrator tools panel under Bulk update/create.
Enter your criteria at the top: Letter types, Letter templates, Statuses, Methods and dates.
Optionally check Only those letters past their retention date to only show messages which have a retention period specified in their properties.
Click Get letters. VSys will bring up the letters which meet the criteria you've specified, or show you a message saying that your criteria did not match any letters. Remember you can sort the results by clicking on any of the column headers.
Select which - if any - of the letters you want to purge by checking them on the list. Use the right-click option Select to check/un-check letters in bulk.
Click Delete selected letters. VSys will prompt you to verify that this is what you want to do and show you the count of letters to be purged.
Click on Delete letters to permanently remove these letters.
The Letters Purge tool can only delete 5,000 letters at a time. If you have more letters than that to delete, do them in batches of 5,000.
