Data cleansing

This page of the manual describes how to delete certain data records after a certain time period has expired. You determine this time period in the Setup » Settings » Hosting » Cleansing menu.

There are 2 main reasons for deleting data using the data cleansing function:

  • According to GDPR regulations, you as a seller are obliged to delete personal data saved in your system.

  • In addition, you can use the data cleansing function to reduce memory usage. For example, this can help if the free memory capacity included in your PlentyONE edition is exceeded.

1. Assigning user rights

Users of the type Back end can only access limited areas and menus in the PlentyONE back end. Thus, their access to the system is limited. If users of this type should be able to use the data cleansing, a user of the type Admin has to assign at least the rights listed in the following to users of the type Back end.

Assigning user rights for back end users:

  1. Go to Setup » Settings » User » Rights » User.

  2. Use the search function () and open the account that should be edited.

  3. Activate in the Authorisations area, the options Data > Cleansing > Show and Data > Cleansing > Edit.

  4. Save () the settings.

2. Entering deletion values

In order that data records are deleted in your PlentyONE system after a certain time period has expired, you have to enter values for this time period. Proceed as described below.

Further functions will be added to this menu step by step

Currently, you can automatically delete unassigned addresses, unused contacts, orders, the change history, the IP addresses attached to an order and unconfirmed newsletter registrations. Step by step, further areas will be added to this menu.

Entering deletion values:

  1. Go to Setup » Settings » Hosting » Cleansing.

  2. Enter a value in the input field. Note Table 1.

  3. Activate the toggle button ().

  4. Save () the settings.
    → Data cleansing is activated ().

Table 1. Settings in the Setup » Settings » Hosting » Cleansing menu
Setting Explanation

Deletion of unused addresses (after days)

Enter the number in days. After this time period has expired, unused addresses are automatically deleted from your PlentyONE system. Unused addresses are those addresses that do not have any relation to a contact, an order, a POS or a warehouse.
Note: The check for unused data records takes place every day. In this context, the system checks whether there are addresses that have been unused for a time longer than the duration you set. If addresses are unused, these are deleted the next day.

Deletion of unused contacts (after days)

Enter the number in days. After this time period has expired, unused contacts are automatically deleted from your PlentyONE system. Unused contacts are those contacts that do not have any relation to incoming items, tickets or orders.
Note: The check for unused data records takes place every day. In this context, the system checks whether there are contacts that have been unused for a time longer than the duration you set. If contacts are unused, these are deleted the next day.

Deletion of newsletter subscriptions (after days)

Enter the number in days. After this time period has expired, expired newsletter subscriptions that were not confirmed are automatically deleted from your PlentyONE system.
Note: The check for unused data records takes place every day. In this context, the system checks whether there are expired or unconfirmed newsletter subscriptions that have expired or have been unconfirmed for a time longer than the duration you set. If expired newsletter subscriptions that are not confirmed are present, these are deleted the next day.

Deletion of IP addresses in the order (after days)

Enter the number in days. After this time period has expired, IP addresses saved in the order are automatically deleted from your PlentyONE system.
Note: The check for unused data records takes place every day. In this context, the system checks whether there are IP addresses that have been unused for a time longer than the duration you set. If IP addresses are unused, these are deleted the next day.

Deletion of orders (after days)

Enter the number in days. After this time period has expired, orders are automatically deleted from your PlentyONE system. Orders are deleted including the documents belonging to them. Minimum value: 60 days.
Important: The data deleted here are relevant for tax purposes that cannot be restored.
Note 1: Orders containing a document with the last number of the number range are not deleted until a more recent document has been generated in another order.
Note 2: The check for unused data records takes place every day. In this context, the system checks whether there are orders that have been unused for a time longer than the duration you set. If orders are unused, these are deleted the next day.

Deletion of reorders and redistributions (after days)

Enter the number in days. After this time period has expired, reorders and redistributions are automatically deleted from your PlentyONE system.
Note: The check for old reorders and redistributions takes place every day. In this context, the system checks whether there are any reorders or redistributions in PlentyONE that have existed longer than the configured time.

Final deletion of soft-deleted orders (after days)

Enter the number in days. After this time period has expired, soft-deleted orders, i.e. orders that were deleted in the order overview, are automatically deleted from your PlentyONE system.
Note: The check for soft-deleted orders takes place every day. In this context, the system checks whether there are any soft-deleted orders in PlentyONE that have existed longer than the configured time.
Activate the toggle button

Data is only deleted if the toggle button is activated (= ) and the settings have been saved.
If you do not want to delete the data automatically after the number of days entered, deactivate (= ) the toggle button and save the settings once again.
Exception: The deletion of the change history still takes place even if the toggle button is deactivated. The maximum value of 365 days is used.
Number of data records to be deleted

Up to 100,000 data records are currently deleted per day. PlentyONE will monitor this behaviour and adjust this value if necessary.

3. Viewing the log

All changes made in the Setup » Settings » Hosting » Cleansing menu are saved in the Data » Data log menu for a period of 30 days. The date and time as well as the user who made changes to the values are logged in this menu.

For further information about the log, refer to the Data log page of the manual.