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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 for Data Cleanup.
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. | |
| 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 |