SugarCRM SupportProduct GuidesSugar MarketSugar Market User GuideReportingCreating Auto Deletion Reports

Creating Auto Deletion Reports

Overview

You can configure Sugar Market to automatically delete contacts from the Sugar Market database through Auto Deletion Reports. Since Sugar Market syncs down your CRM contact data every 20 minutes (if configured), you may want to consider whether there is data included in the sync that you do not want in Sugar Market. For example, you may want to exclude a segment of the database for a different branch of your business. The contacts and leads that are removed from the Sugar Market database through an auto deletion report will remain in your external CRM. 

Note: Auto deletion reports work when Sugar Market is integrated with an external CRM. If you are using a stand-alone Sugar Market instance, then these reports will not delete contact records as described below. 

Important: Deleting data from your Sugar Market account includes inherent risks, including potential creation of duplicate leads in your external CRM and loss of important contact history, which could affect lead scores and customer journeys. Please contact Support before deleting any data.

Creating the Reports

The first step in setting up auto deletion is to create two custom reports, as follows:

Contacts Report
  1. Build a new custom report using the following criteria:
    • Standard table view = viewAccountContacts.
    • Report type = "tabular".
    • The first column in the report must be "Contacts.ContactId" and the display name must be "ContactId" (case-sensitive). You can add any additional columns after this one, if desired.
  2. Add a filter where "Contact.CRMType = Contact". You can then add additional filters to identify the records you want to remove from Sugar Market.
  3. Save the report.
Leads Report
  1. Build another custom report using the following criteria:
    • Standard table view = viewAccountContacts.
    • Report type = "tabular".
    • The first column in the report must be "Contacts.ContactId" and the display name must be "ContactId" (case-sensitive). You can add any additional columns after this one, if desired.
  2. Add a filter where 'Contact.CRMType = Lead'. You can then add additional filters to identify the records you want to remove from Sugar Market.
  3. Save the report.

Map the Report

In the second step you configure your external CRM to use the two reports you just created to enable the auto deletion:

  1. Navigate to User Menu > Administration View.
  2. In the External Connectors section, click the Settings link under your CRM name.
    SM UG Reports autodelete1
  3. In the Remove Data from Marketing section, select the custom report you created for contacts in the Remove Contacts dropdown.
  4. Select the custom report you created for leads in the Remove Leads dropdown.
  5. Click the Save Profile button at the top of the page.

SM UG Reports autodelete

Last modified: 2021-05-13 21:07:28