Understanding the Prospect Delete and Application Delete ProcessesThis chapter provides an overview of the prospect and application deletion processes, lists common elements, and discusses how to:
Delete prospect records.
Delete applications.
Understanding the Prospect Delete and Application Delete ProcessesYou can only delete prospect records and applications for which you have appropriate recruiting center and application center security.
See Securing Recruiting and Admissions.
You can delete prospect records and applications:
Individually
In a group
Use the group delete process to delete groups of prospect records or applications that you no longer want to keep in your database—for example, once a semester, you might delete all prospect records that are five years old and for which no application exists. You might use the individual delete process at the end of each day, to delete prospect records or applications entered in error.
You can delete all academic career information for prospects or applicants or only information for a specific academic career, when multiple careers exist. In either case, the processes delete prospect or applicant data from all tables in which the data resides.
You also have the option to delete the communications, checklists, and comments (3Cs) associated with the prospect record or application.
Before running the delete process, you can access the holding table to remove records that you no longer want to delete or to change the 3Cs that you want to delete.
Important! The Prospect Delete and Application Delete processes are designed strictly as cleanup tools. They are not to be used to delete an ID from the database. PeopleSoft Campus Community has the ID Delete function for that task.
How Prospect Delete and Application Delete Relate to ID Delete
Although the Prospect Delete and Application Delete processes remove prospect records and applications from database tables, the identification number and personal data still remain in the system. If you need to delete this information, use the ID Delete functionality.
The ID Delete process, because of its primary objective to maintain referential integrity, searches for the presence of critical data in high-level tables before it deletes individual identification numbers. If it finds no data for the identification number, it proceeds with the deletion. However, if it does find data, it cancels the deletion and displays a message of explanation.
The Prospect Delete and Application Delete processes prepare records for ID Delete when:
No other prospect record or application exists.
No student record exists for a matriculated applicant or active student.
No student financial record exists.
When you create prospect records and applications, the system writes a corresponding row to the STDNT_CAREER table for each career of the prospect or applicant. The STDNT_CAREER table is one of the control tables that the ID Delete process searches before it deletes an identification number. To ensure that you can delete an identification number after a corresponding prospect record or application is deleted, the Prospect Delete and Application Delete processes check for critical data elements to determine if the identification number for the prospect or applicant meets certain conditions. If the identification number meets those conditions and if it meets all the requirements of the ID Delete feature, then the processes delete the identification number from the STDNT_CAREER table and the identification number becomes eligible for ID delete.
Likewise, when your institution processes application fees and enrollment deposits, the system writes a corresponding row to the ITEM_SF table, and this data flows up to the ACCOUNT_SF table (one of the four control tables in the ID Delete feature). In the ITEM_SF table, the Applicant Delete process changes the Application Number Deleted field from No, the default, to Yes.
The Prospect Delete and Application Delete processes remove data from the ID Delete control tables only if the data came from Recruiting and Admissions processes. They do not remove data that originated from other applications in PeopleSoft Campus Solutions.
See Also
Common Elements Used in This ChapterThis section lists common elements.
3Cs
You can delete the 3C information that is associated with prospect and application records.
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Delete Communications, Delete Checklists, and Delete Comments |
Select the appropriate check boxes to delete any associated 3Cs that are assigned to prospect or application records. Only 3Cs with the administrative functions PSSV, PROS, or PROP for prospect records and ADMA or ADMP for applications, where the variable data matches the prospect or application record, will be deleted. |
The By Population group box appears when the Population Selection process is selected. The population selection process is a method for selecting the IDs to process for a specific transaction. The By Population group box functions in the same way as the Population Selection group box, which is a standard group box that appears on run control pages when the Population Selection process is available or required for the transaction.
Selection tools are available based on the selection tools that your institution selected in the setup of the Population Selection process for the application process, and on your user security. Fields in the group box appear based on the selection tool that you select. The fields behave the same way from within the group box on all run control pages and application processes.
If your institution uses a specific delivered selection tool (PS Query, Equation Engine equation, or external file) to identify IDs for a specific transaction, you must use it.
See Using the Population Selection Process.
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Selection Tool |
Select a tool to create the group of prospect records that you want to delete. Values are: Equation Engine, External File, and PS Query. The fields in this group box change depending on your selection. |
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Query Name |
A number of queries are delivered with the PS Query tool. If you run queries other than those that are delivered, you must include the appropriate bind record in your query or it will not appear when you select the prompt to view the available queries. The bind record for prospect delete is SAD_PRS_DEL_BND. Your query must also contain the following values: EMPLID, INSTITUTION and ACAD_CAREER. The bind record for application delete is SAD_APP_DEL_BND. Your query must also contain the following values: EMPLID and ADM_APPL_NBR. Click the Preview Selection Results link to verify that the records that you selected are the ones that you want to delete. Click the Run button to insert the records into the Prospect Delete Holding table or into the Application Delete Holding table. |
Adding Multiple Rows
Save data entry time by adding multiple rows.
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Click to add multiple rows. Unused rows are deleted when you save. |
Deleting Prospect Records
This section discusses how to:
Select individual prospect records to delete.
Select a group of prospect records to delete.
View the Prospect Delete Holding (ADM_PRS_DEL_SUSP) table.
Run the Prospect Delete SQR (ADPRSDEL) process.
Pages Used to Delete Prospect Records|
Page Name |
Definition Name |
Navigation |
Usage |
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SAD_PRS_DELETE |
Student Recruiting, Delete Prospects, Delete Prospect Record |
Select individual prospect records for deletion. |
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SAD_PRS_DEL_BATCH |
Student Recruiting, Delete Prospects, Prospect Delete by Batch |
Select a group of prospect records for deletion. |
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ADM_PRS_DEL_SUSP |
Student Recruiting, Delete Prospects, Prospect Delete Holding |
Review the prospect records that you selected for deletion and remove any that you no longer want to delete. |
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ADM_PRSP_DEL_PARMS |
Student Recruiting, Delete Prospects, Prospect Delete Process |
Run the Prospect Delete process. |
Selecting Individual Prospect Records to Delete
Access the Delete Prospect Record page (Student Recruiting, Delete Prospects, Delete Prospect Record).
Enter a value in the ID field. If only one prospect record exists, the institution and career will appear automatically. If a prospect has multiple institution or career records, you must enter a row for each record that you want to delete.
For each prospect record, select the 3Cs, if any, that you want to delete.
Prospect Details
Select the Prospect Details tab.
View additional information about the records that you have selected on this page.
When you save this page, the selected records are inserted into the Prospect Delete Holding table, where they are stored until you run the Prospect Delete process. If you enter an ID for a prospect for which a record already exists in the holding table, you will receive an error message and will not be able to add the prospect.
Selecting a Group of Prospect Records to Delete
Access the Prospect Delete by Batch page (Student Recruiting, Delete Prospects, Prospect Delete by Batch).
3C PROS/PROP/PSSV Delete Optns (3C PROS/PROP/PSSV delete options)
Select the 3Cs, if any, that you want to delete. Your selection will apply to all prospect records in the group. You can update the 3C information for individual records in the group by accessing the Prospect Delete Holding table after you run the process.
Running the Process
Click Run to run the Prospect Delete by Batch Application Engine (SAD_PRS_DEL) process using the PeopleSoft Process Scheduler. This process inserts all the selected records into the Prospect Delete Holding table if they do not already exist there.
Once the process runs successfully, view the message log to confirm how many records were selected (SAD_PRS_DEL_TGT) and how many records were inserted into the holding table (ADM_PRS_DELC).
Viewing the Prospect Delete Holding Table
Access the Prospect Delete Holding page (Student Recruiting, Delete Prospects, Prospect Delete Holding).
The Prospect Delete Holding table contains all the records that you have selected for deletion, whether individually or in a group. Review these records before you run the Prospect Delete process.
You can:
Use the check boxes to select different 3C options for a prospect.
Click the Remove From Holding Table button to remove a record from the holding table if you no longer want to delete that record.
Click the Prospect Data link to access the Create/Update Prospects component, where you can view additional prospect information and determine whether to remove a record from the holding table.
Running the Prospect Delete Process
Access the Prospect Delete Process page (Student Recruiting, Delete Prospects, Prospect Delete Process).
Click Run to run the Prospect Delete process using the PeopleSoft Process Scheduler. This process deletes all the records in the Prospect Delete Holding table.
Technical Information
To prepare records for the optional ID Delete process, the Prospect Delete process analyzes whether data should be deleted from the STDNT_CAREER table as follows:
The process evaluates the ADM_APPL_DATA table for each prospect, searching for an application record in the academic career corresponding to the prospect record.
If the process finds an application, then it does not delete the row containing the prospect's identification number from the STDNT_CAREER table because the prospect has another relationship, as an applicant, with the academic institution.
The prospect does not qualify for ID Delete.
If the process does not find an application, then it evaluates the ACAD_PROG table.
The process evaluates the ACAD_PROG table for each prospect, searching for a student record in the academic career and academic program corresponding to the prospect record.
If the process finds a student record, it does not delete the row containing the prospect's identification number from the STDNT_CAREER table because the prospect has another relationship, as a student, with the academic institution.
The prospect does not qualify for ID delete.
If the process does not find a student record, it deletes the row containing the prospect's EMPLID and ACAD_CAREER from the STDNT_CAREER table.
The prospect meets both conditions and might qualify for ID deletion.
Deleting Applications
This section lists prerequisites and discusses how to:
Select individual applications to delete.
Select a group of applications to delete.
View the Application Delete Holding (ADM_APP_DEL_SUSP) table.
Run the Application Delete SQR (ADAPPDEL ) process.
PrerequisitesBefore you can delete an application:
Select Records and Enrollment, Career and Program Information, Student Program/Plan.
On the Student Program page, make sure that the applicant is not an active student in the academic career corresponding to the application.
If the applicant has matriculated, delete the student records for the academic career and academic program corresponding to the application. Scroll to find and delete only the rows that correspond to the same academic career and academic program as the current application.
If the applicant matriculated in multiple academic programs in the same academic career and one of them is valid, you can still run the Application Delete process. However, the applicant does not qualify for subsequent ID deletion because the applicant still has a relationship, as a student, in another academic program within the institution.
Select Student Admissions, Application Maintenance, Maintain Applications, Application Program Data.
On the Application Program Data page, determine whether the applicant has another application in the same academic career corresponding to this application but in a different academic program.
If the applicant has another application in the academic career, you can still run the Application Delete process. However, the applicant does not qualify for subsequent ID deletion because the applicant still has a relationship, as an applicant, in another academic program within the institution.
Note. If a prospect record exists for the applicant, the applicant does not qualify for subsequent ID deletion because the applicant has a relationship, as a prospect, with the institution.
Pages Used to Delete Applications|
Page Name |
Definition Name |
Navigation |
Usage |
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SAD_APP_DELETE |
Student Admissions, Application Delete, Delete an Application |
Select individual applications for deletion. |
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SAD_APP_DEL_BATCH |
Student Admissions, Application Delete, Application Delete by Batch |
Select a group of applications for deletion. |
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ADM_APP_DEL_SUSP |
Student Admissions, Application Delete, Application Delete Holding |
Review the application records that you selected for deletion and remove any that you no longer want to delete. |
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ADM_APPL_DEL_PARMS |
Student Admissions, Application Delete, Application Delete Process |
Run the Application Delete process. |
Selecting Individual Applications to Delete
Access the Delete an Application page (Student Admissions, Application Delete, Delete an Application).
You can search by ID to find the application number of the record that you want to delete.
For each application, select the 3Cs, if any, that you want to delete.
Application Details
Select the Application Details tab.
View further information about the records that you have selected.
When you save the page, the selected records are inserted into the Application Delete Holding table, where they are stored until you run the Application Delete process. If you enter an ID for an application for which a record already exists in the holding table, you will receive an error message and you will not be able to add the application.
Selecting a Group of Applications to Delete
Access the Application Delete by Batch page (Student Admissions, Application Delete, Application Delete by Batch).
3C ADMA/ADMP Delete Options
Select the 3Cs, if any, that you want to delete. Your selection will apply to all application records in the group. You can update 3C information for individual records in the group by accessing the Application Delete Holding table after you run the process.
Running the Process
Click Run to run the Application Delete by Batch Application Engine (SAD_APP_DEL) process using the PeopleSoft Process Scheduler. This process inserts all the selected records into the Application Delete Holding table if they do not already exist there.
Once the process runs successfully, view the message log to confirm how many records were selected (SAD_APP_DEL_TGT ) and how many records were inserted into the holding table (ADM_APP_DELC).
Viewing the Application Delete Holding Table
Access the Application Delete Holding page (Student Admissions, Application Delete, Application Delete Holding).
The Application Delete Holding table contains all the records that you have selected for deletion, whether individually or in a group. Review these records before you run the Application Delete process.
You can:
Use the check boxes to select different 3C options for an application.
Click the Remove From Holding Table button to remove a record from the holding table if you no longer want to delete that record.
Click the Application Data link to access the Maintain Applications component, where you can view additional applicant information and determine whether to remove a record from the holding table.
Running the Application Delete Process
Access the Application Delete Process page (Student Admissions, Application Delete, Application Delete Process).
Click Run to run the Application Delete process using the PeopleSoft Process Scheduler. All application records will be deleted from the holding table.
Technical Information
To prepare records for the optional ID Delete process, the Application Delete process analyzes whether data should be deleted from the ID Delete control tables:
The process evaluates the ACAD_PROG table for each applicant, searching for a student record in the academic career corresponding to the application.
If the process finds a student record, it does not delete the row containing the applicant's identification number from the STDNT_CAREER table because the applicant has another relationship, as a student, with the academic institution. Therefore, the applicant does not qualify for ID deletion.
If the process does not find a student record, then it evaluates the ADM_APPL_PROG table.
The process evaluates the ADM_APPL_PROG table for each applicant, searching for another application in the academic career corresponding to the application record.
If the process finds another application, it does not delete the row containing the applicant's identification number from the STDNT_CAREER table because the applicant still has a relationship, as an applicant, with the academic institution. Therefore, the applicant does not qualify for ID deletion.
If the process does not find an application, then it evaluates the ADM_PRSPCT_CAR table.
The process evaluates the ADM_PRSPCT_CAR table for each applicant, searching for a prospect record in the academic career corresponding to the application record.
If the process finds a prospect record, it does not delete the row containing the applicant's identification number from the STDNT_CAREER table because the applicant has another relationship, as a prospect, with the academic institution. Therefore, the applicant does not qualify for ID deletion.
If the process does not find a prospect record, it deletes the row containing the applicant's EMPLID, ACAD_CAREER, and CAR_REQ_TERM from the STDNT_CAREER table.
The process updates the Application Number Deleted field in the ITEM_SF table from N, the default, to Y.
Data in the ITEM_SF table flows up to the ACCOUNT_SF table.
