Maintenance
To purge contact log entries
Note: This task requires single-user access. See Single-user file locking for more information.
- Print all the reports that you need to show the business contacts you'll be purging. You might consider printing a copy of the Contact Log Report, which contains detailed information about all contacts.
- Open the Card File Command Center.
- Choose Purge Contact Logs from the File menu to open the Purge Contact Logs window.
- Click the Back Up button to make a backup of your company file. Clearly mark this backup and put it in storage as part of your permanent records.
Note: Make a backup before purging
- Click the Continue button. From the Purge Contact Logs BEFORE lists, choose the first month and the fiscal year for which you don't want to delete business contacts. All business contacts dated prior to the month of the fiscal year you select will be marked for purging.
- Using the Card Type field, choose to purge business contacts for customers, vendors, employees or personal contacts only, or to purge business contacts for all people and companies in the Card File.
- If you've assigned identifiers to people and companies in the Card File and wish to purge business contacts for contacts with the same identifier(s), mark the Identifiers option, then enter the identifier(s).
- Mark the Do Not Purge if Entry has a Recontact Date option if you don't want to delete business contacts that have recontact dates assigned to them.
- Click the Continue button. The next window will list all the people and companies in the Card File that match the criteria you entered in the previous window. A mark appears in the checkmark column next to each card name, indicating that the business contacts for that card will be deleted.
- Click in the checkmark column next to the card's name to remove the mark that appears there if you want to keep business contact information for any of the cards that are displayed.
- Click the Purge Contact Logs button.
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