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Administrator Guide
Last Updated: 2023-06-23
Purge Student Notes

Purge Student Notes

  • Create a custom report for purging student notes using the
    Student Notes
     data source and the
    Purge
     report tag.
  • Security: These domains in the System functional area:
    • Custom Report Creation
    • Purge Person Data
To comply with your institutional policies for record management and data retention, you might need to purge notes data from your Workday tenant periodically. Workday enables you to purge the student notes you no longer need to retain.
Workday can't reverse the data that you purge. Exercise caution when you grant access rights to purge data. We recommend that you test the data you want to purge in your implementation and sandbox tenants.
Example: You might want to create a purge report for purging student notes for students:
  • Not enrolled at the institution for 3 academic periods.
  • With denied applications.
  • Locked academic records.
You purge student notes using the same process for purging person data. You use the
Student Notes
 data source to create a custom report to define your criteria for purging. Use the
Purge
 tag on the report.
You can also use calculated fields on the
Student Note
 business object to refine your purge criteria.
  1. Access the
    Purge Privacy Data
     task.
    Select the custom purge report you created. See Create a Privacy Purge Custom Report.
  2. From the
    Population to Purge (Report Definition)
     prompt, select the custom purge report for student notes.
    Only reports with the
    Purge
     tag display.
  3. Click
    View report on selected population
     to confirm the data to purge.
    Workday doesn't purge notes data associated with students for whom the
    Do Not Purge
     boolean is set to
    True
    . You set this option on the
    Manage Purge Settings
     task (secured to the
    Set Up: Do Not Purge Student Reasons
     domain in the Student Core functional area).
  4. Select the
    Confirm
     check box.
Workday:
  • Purges the data that matches your purge criteria. Run the report again to confirm the purge action.
  • Removes all the notes that match your criteria from the
    Notes History
     report on the student profile.