CRM Auto and Improve Manual Delete

WebinOne Backlog
1

This is a similar request to this one for Custom Modules Auto Delete, but for the CRM section of the Admin.

Reason needed:

  • Manage CRM quantities to keep the item count under control, thereby controlling costs.
  • Regularly purge data for Privacy and security reasons.
  • Regularly purge data that is only needed for a single purpose and does not require storage.

Important consideration.

  • Deleting CRM Contacts will delete the corresponding Form Submissions and Orders.

Manual Deletion
Here are some filter options the could be used on there own or together.

CRM Contacts

  • by date range
  • older than XX days. ei: 30 days, 60 days
  • by non-confirmed members.
  • by members area
  • Any contact with no Form submission, order, or member area.

Form Submissions

  • by date range
  • older than XX days. ei: 30 day, 60 days
  • by form name

And the ability to delete all based on the above filters, not just 50 at a time.

Auto Deletion

  • Need the ability to set deletion rules separately for CRM Contacts, Form Submissions, and Orders.
  • All filters noted above can be set for auto-deletion rules.
  • If you are auto-deleting CRM Contacts, you must confirm the selection of associated Forms Submissions and Orders before activating the rule.
  • Ability to delete CRM Contacts after a specific date associated with a particular Member Zone.

Use Cases

  • I have a client who runs a contest every year. Once complete, after 30 days, they purge all CRM Contacts associated with the contest. This prevents data leaks from one year to the next.
  • I have a client who receives numerous form submissions. These are emailed to them and handled internally. I purge the data monthly to keep the CRM under the limits.
  • I have an Orthodontic site that collects new patient information online. This is only needed for collection and is then integrated into their operating software. Data is regularly deleted to prevent private information from being exposed in the event of a site compromise or hack.

Anyone else have any thought on how we can manage the CRM more efficiently?

2

Thanks, @Rhatch
It’s been added here: Automated Data Cleanup and Deletion Rules for CRM and Module Items
Feel free to suggest any edits or additions.

3

Hi everyone,
Sharing an update on this request. We’ve taken this item from the public backlog ahead of schedule and moved it into our internal plan for Sprint 7.8. Improving both automated and manual deletion in the CRM is a meaningful enhancement that helps partners maintain clean, well-structured websites, especially on high-volume projects where CRM records grow rapidly.
Because of its clear value to partners, we decided to prioritize this task and bring it into the upcoming sprint.
Thank you for contributing and helping us improve WebinOne.

2 Likes
4

Thanks @Taras
This will be a very powerfull tool across the system when we are able to set up rules for CRM, Module items etc. :+1:

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5

Very good decision Team! This will help a lot for keeping the whole platform leaner and keeping sites clean.

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6

Just a follow-up question, @Taras.
Would it be possible to apply this to form submissions and the files attached to them?
Ideally, we’d like to keep only the last 3 months of submissions (and their files) and automatically delete anything older.

1 Like
7

This is an excellent remark, but we will consider this improvement as part of a different task, since the platform’s current form submission deletion does not imply deleting the files associated with it. First, we will add this logic, and afterwards we will extend it to the auto-deletion functionality. I’ve also added this note to our internal backlog, and when the time comes, we’ll review it with the team.
We’re always happy to hear your ideas, and we’ll definitely implement most of them into the platform.

1 Like