Note : Before you proceed with the following instructions, back up the database. If your organization integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup article.
  1. Create a query of the records to delete, ensuring to create the appropriate query type:
    • To delete constituents, create an individual, organization, or constituent query.  
    • To delete gifts, create a gift query.  
    • To delete relationships, create a relationship query.  
    • To delete actions, create an individual, organization, or constituent query.  
    • To delete events, create an event query.  
  2. In Administration, click Globally Delete Records.  
  3. On the General tab, select the appropriate record from the Record type drop-down menu.  
  4. Click the Include button to specify the selected records to delete.  
  5. Select the Run Pre Delete report option.  
  6. You can mark the Create query of exceptions and Create query of records to be deleted checkboxes.  
  7. On the Delete Options tab, select the records to delete.  
  8. Enter the specific dates for records to be deleted if applicable (only available for some record types).  
  9. Click Run Report Now.  
  10. Verify that the correct records are to be deleted.  
  11. Print and close the report.  
  12. Select the General tab and select the Delete records option.  
  13. Mark the Create control report checkbox.  
  14. Click Delete Now. 
Notes:
  • In some instances, the Delete Options can be used to select the records to delete. These options are available for constituent and action records. It is possible to select multiple options at one time. For example, constituent information can be converted as actions into The Raiser's Edge.
    To remove any action that occurred before 1990, there are two options.  The first is to select to delete these actions by entering 1/1/90 in the Action Date on or Before field in the Delete Options frame. The second is to use a combination of a query and a delete option to delete constituent or action records.  
  • Always print a Control Report when globally deleting records.  This report provides valuable information about the deleted records, such as the record type, query name, total records processed, a description of the exceptions, and, if deleting constituent records, the names of the deleted records.  
  • Any record that is an exception remains in the database until the reason for the exception is rectified. For example, if John Smith has gifts on his record, it is necessary to delete these gifts before you can delete his constituent record. It is possible to delete all of his gifts and then delete his record; however, the preferred method is to mark Delete Constituents that have Gifts. This ensures John Smith will not be listed as an exception for having gifts on his record.  
  • Global deletions are permanent. If there is a need to bring any of the records back into the database, consider creating an import file of these records. Also, keep in mind that deleting gifts means also deleting a constituent's gift history and which can affect reports.  
  • A global deletion deletes records in their entirety. To delete specific values from certain fields on a record, use the Global Change Facility. Before performing any global deletion, back up your database. If a series of deletions are necessary, consider intermittently backing up the database before each. This ensures the quick restoration of the database, if the improper deletions are made or if network failure is experienced during the process.