#Data Cleanup

To comply with GDPR, AvePoint Cloud Backup for Salesforce® provides the Data Cleanup feature to allow administrators to clear or overwrite the field values of backup or archived records. Administrators can configure data cleanup templates to define the fields you want to clean up for each object. Note that audit fields are not supported by this function. For the supported and unsupported fields in data cleanup, refer to Appendix F - Supported and Unsupported Fields in Data Anonymization and Cleanup.

Any field values that can be empty in Salesforce will be cleared. For required fields, if they are related to other objects, or there is no need to overwrite, the original values will be kept; other required field values will be overwritten. Refer to the How will field values be overwritten? table for details.

To avoid accidental data loss, you can set an approval process for the data cleanup. With this feature enabled, data cleanup needs approval from administrators. For details, refer to Enable Approval Process.

#How will field values be overwritten?

Field	Action	Overwritten Value	Example
Auto Number	Keep original value	/	/
Checkbox	Keep original value	/	/
Currency	Overwrite	Random number according to the character length and decimal precision limits of this field in Salesforce.	8888.00 – 965289.27
Date	Overwrite	The day when the data cleanup job is run for the field.
Date/Time	Overwrite	The time when the data cleanup job is run for the field.
Email	Overwrite	Random string + @GDPR.com.	user@contoso.com – abcd@GDPR.com
External Lookup Relationship	Related to other objects; Keep the original value	/	/
Formula	Keep original value	/	/
Geolocation	Overwrite	Random latitude and longitude
Lookup Relationship	Related to other objects; Keep the original value	/	/
Number	Overwrite	Random number according to the character length and decimal precision limits of this field in Salesforce.	123.45 – 159.35
Percent	Overwrite	Random percentage
Phone	Overwrite	Random number. The character length is the same as the original value.	1234567890 – 1593574562
Picklist	Unsupported	/	/
Picklist (Multi-select)	Unsupported	/	/
Roll-Up Summary	Keep original value	/	/
Text	Overwrite	GDPR + random string.
If the length is shorter than 4 characters, generate a random string with the same character length.	contoso.com – GDPRasdf1Gh
Ada – xHt
Text Area	Overwrite	GDPR + random string.
If the length is shorter than 4 characters, generate a random string with the same character length.	contoso.com – GDPRasdf1Gh
Ada – xHt
Text Area (Long)	Overwrite	GDPR + random string.
If the length is shorter than 4 characters, generate a random string with the same character length.	contoso.com – GDPRasdf1Gh
Ada – xHt
Text Area (Rich)	Overwrite	GDPR + random string.
If the length is shorter than 4 characters, generate a random string with the same character length.	contoso.com – GDPRasdf1Gh
Ada – xHt
Text (Encrypted)	Overwrite	GDPR + random string.
If the length is shorter than 4 characters, generate a random string with the same character length.	contoso.com – GDPRasdf1Gh
Ada – xHt
Time	Overwrite	The time when the data cleanup job is run for the field.
URL	Overwrite	http://GDPR. + random string	http://contoso.com – http://GDPR.abcd1e

#Configure a Data Cleanup Profile

Data cleanup profiles can help you to configure which fields you want to clean up for different objects.

Complete the following steps to configure a data cleanup profile:

1. Navigate to Settings > Profile management.

2. Click the Data cleanup profile tab.

3. Click Create profile. The Create a data cleanup profile panel appears.

4. Select an object from the drop-down list.

5. Select the fields you want to clean up for the selected object by selecting the corresponding checkboxes.

6. Click Save to save the configurations, or click Cancel to close the panel without saving the configurations.

After you add data cleanup profiles, you can perform the following actions to manage the profiles:

• View – Click the object name link in the Object column to view the cleanup fields for the object.

• Edit – Click Edit to select and edit the object and fields.

• Delete – Select the profiles and click Delete to delete the profiles.

#Perform a Data Cleanup

To clean up the field values of records, complete the following steps.

1. Navigate to Data management > Data Cleanup. All organizations that you manage are displayed.

2. Click Clean up next to the organization you want to clean up.

3. There are two ways to define the records whose field values you want to clean up.

   • Search by keyword

     1. Select a data source from the Data source drop-down list if you have both subscriptions for Salesforce backup and Salesforce archive.

     2. Select the objects from the Objects drop-down list.

     3. In the Keyword field, select to search records by Record name or Record ID, and then enter a keyword in the search box. Click Search to search for the records whose names or IDs contain the keyword. The default search condition is to search the backup data within the last backup cycle.

        NOTE

        The AvePoint Cloud Backup for Salesforce® system utilizes Salesforce Object Query Language (SOQL) and Salesforce Object Search Language (SOSL) to search records. Therefore, the keyword must meet the SOSL Search Query requirements.

        NOTE

        The wildcards are supported in the keywords of record names.

     4. Select the records in the search results.

   • Import a CSV file

     1. Select a Data source if you have both subscriptions for Salesforce backup and Salesforce archive.

     2. You can click Download CSV template to download the CSV template file for configuring record information.

     3. Enter the object type API name in the Object API Name column, and enter the record ID in the RecordId column of each row.

        For standard objects, you can also refer to the Salesforce API Object List to find the API name of the objects. For custom objects, you can navigate to Setup in your Salesforce environment to find the custom object and get the API name.

     4. Click Upload to import the CSV file with record information configured.

   • Define field-level scope

     1. Click Add object.

     2. Select the object from the Object drop-down list.

     3. You can either add all the records of the object or filter the records for cleanup by following the steps below:

        • To add all records of the selected object, click Save directly.

        • To filter the records for cleanup, click Add condition group. Select a field of the object and a condition, and then enter a value for the filter.

          You can click the Add button next to the condition and repeat the steps above to add more conditions.

          You can configure conditions using And or Or. With And, all conditions must be met; with Or, any one of the conditions can be met.

          To add a new condition group, click Add condition group and repeat the steps above. You can configure conditions using And or Or. With And, all condition groups must be met; with Or, any one of the condition groups can be met.

   • Click Save to apply the conditions.

4. Click Next.

5. In the Select field scope field, all objects you configured are listed in the table together with the number of records in each object. You can select the field scope to define the fields you want to cleanse for the records in each object.

   • Select All fields – All fields will be cleaned up.

   • Select a scope – Only the fields selected in the template will be cleaned up. You can click View field scope to preview the fields that will be cleaned up for this object. If there is no pre-configured profile for the object, select Create profile to add one. Refer to Configure a Data Cleanup Profile to see how to create a profile.

6. In the Do you want to export the original field values of records from the last backup job? field, select if you want to export the original field values from the last backup.

7. In the Enable scheduled cleanup field, turn on the toggle and set the interval to enable scheduled cleanup for the organization.

   NOTE

   You can update the interval or disable the scheduled cleanup later by clicking the scheduled cleanup tag for the required organization in Data management > Data cleanup.

8. Click Clean up to run the data cleanup job based on your configurations.

   If you have selected to export the original field values, you can download CSV data in the Job monitor when the job is finished.