Overview
You can easily remove a recently imported set of data using Trash an Import feature to remove a data set that was imported via the Import Data tool.
Of Note: Only "Account Owner" and "Staff" Admin Users can move imported data to the trash.
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The Use Case
When an import is completed, you may find yourself needing to remove some or all of the imported data. Kindful provides some helpful tools like the filters of "Contacts Created By Import" and "Activities Created By Import". These are filters that can be used post-import to find contacts and activities created by an import.
Using the import job id (found under “Import Job Id” column in the Completed Imports Table on Sandbox), these two filters will return all new contacts and/or activities (transaction, soft credits, etc) that were created by an import. You do have the option to remove these contacts using the Trash Contacts feature.
You can additionally remove the entire import job without having to run a filter and double check certain elements. This is handy if you inadvertently import a duplicate set of data, or realize there was a mistake on the data.
Understanding the Overview Page
When you visit the Import Data page in Kindful, you will notice a tab for "Completed Imports" inside the table.
There is a link in green on the far right of this table, which reads "View Import Details". Clicking this will take you to an overview page for that particular import, and it will contain overview information for what was created on that particular import. This is the page where the option lives to trash the import.
You will see information like the Import Job ID, the date the import was completed, and the Move to trash button in the top right-hand corner. Read on to the next section of this article if your button is greyed out.
How To Trash an Import
On the Import Details page, find the Move to trash button in the top right corner. When you click on Move to trash, a confirmation message will appear.
Of Note: this action cannot be undone
When you click on Move to Trash, you will see a confirmation message appear that reads, “Your imported data is currently being moved to the trash. We’ll send an email when it’s complete. To check the status of this process, view the trash job.“
Read on to the next section of this article if your button is greyed out.
Why an Import Cannot Be Trashed
There are a few scenarios where an import cannot be moved to the trash. You can move imported data to the trash unless
You cannot trash certain import job types due to how they are entered into the system. For example, if you are trying to trash an Import type that is “Update Contacts”, the Move to trash button will be greyed out. When you hover over the button, you will see a popup that reads: “This type of import cannot be moved to the trash.” These types of imports will have to be cleaned up manually if so desired.
You cannot trash an import if your organization has the QuickBooks feature enabled. If you have QuickBooks enabled, the Move to trash button will be greyed out. When you hover over the button, you will see a popup that reads: “This import cannot be moved to trash via your Kindful account because you have a QuickBooks account connected or have expressed interest in connecting QuickBooks to the Kindful Care Team. Please contact the Kindful Care team at [email protected] to proceed.”
You cannot trash an import if it contains over 30,000 records. In this case, Move to trash button will be greyed out. When you hover over the button, you will see a popup that reads: “This import cannot be moved to trash via your Kindful account because it is too large. Please contact the Kindful Care team at [email protected] to proceed.”
You cannot trash an import if the import was done via our custom services, also called “Kindful Data Services”. This would have likely happened in your onboarding experience. If you used our Data Services team to perform your custom import the Move to trash button will be greyed out. When you hover over the button, you will see a popup that reads: “Because the Kindful Data Services team imported your data, please contact the Kindful Care team at [email protected] for next steps."
Can It Be Trashed?
Data Type | Can It Be Trashed? |
Transactions | Yes |
Pledges* | Yes |
Soft Credits* | Yes |
Non Cash Gift* | Yes |
Contacts | Yes, as long as the following criteria is met: • have not been merged with another contact • have no other transaction history prior to import • have no completed registrations • have no event orders |
Campaigns | Yes, as long as they are not in use in your production account AND not in use" by an active (not deleted) donation plugins, causes, or event |
Funds | Yes, as long as they are not in use in your production account |
Designations | Yes, as long as they are not in use in your production account |
Groups | Yes, as long as the Group contains no contacts that exist outside of the Trashed Import |
Notes | Yes
|
Custom Contact Fields | No |
Custom Campaign Fields | Yes, if the linked Campaign is trashed. The answers, however, will be retained |
*Created by a Custom Data Services import
Viewing Status
Once a Trash job has started, admin users can check the status of the Trash Job by navigating to Settings > Trash. The amount of time it takes will vary based on the size of the import.
Notification of Completion
Kindful will notify the admin user who performed the “Move to Trash” action via email when their import trash job is complete. This email contains a summary of what what happened on the trash job.
If all imported data was moved to the trash, the email will simply state: ”All imported data from Import Job #ABC123 was moved to the trash.”
If some of the data could not be moved to the trash, we will let you know how many records could not be moved, along with the corresponding reason. These reasons could include some of the options referenced above, including the following:
Contacts were brought into the system via an Append Import job, and have merged data with existing Kindful records
Campaigns and Funds cannot be trashed if they are still currently in use with associated transaction data that was not created via this import
As the trash job moves imported data to the trash, the totals shown on the import Overview page will update accordingly. When the trash job has completed, the revised counts for the particular import job will show up in the Overview section.
Still have questions?
Feel free to send our support team an email, or you can call the phone number found in the lower left hand corner of your Kindful Admin account to speak to a team member.