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Understanding the Prospect Delete and Application Delete Processes

You can only delete prospect records and applications for which you have appropriate recruiting center and application center security.

See Understanding Recruiting and Admissions Security

You can delete prospect records and applications:

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.

This section lists common elements.

3Cs

You can delete the 3C information that is associated with prospect and application records.

Field or Control

Definition
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.

By Population

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 Understanding the Population Selection Group Box

Field or Control

Definition
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.
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.

Field or Control

Definition
Add Rows button

Click to add multiple rows. Unused rows are deleted when you save.