CSR | Flex Note Archiving

311 Service Request Flex Note Archiving

Background

When we receive a 311 Service Requests record from our CSR integration, we also receive related "Flex Notes" which contain additional SR attributes specific to each SR type.

An SR can have as many as seven or eight flex notes, so they start to account for many thousands of records in the Data Tracker.

To save storage space we have agreed with business owners that we will delete the flex note records from the Data Tracker if the service request is in a Closed status.

In the event that a user wants to view any flex notes which are no longer in the Data Tracker a user can use the 311 CSR system to view the record.

Delete flex notes from Data Tracker

  1. Login to production data tracker builder

  2. Navigate to the csr_flex_notes object.

  3. As a validation check, we first filter the object to see how many records will be deleted. Use the object filters to select records that meet the following criteria:

  4. ISSUE_STATUS_CODE contains closed

  5. CREATED_DATE is before <two months ago>

  6. After applying the filters, verify that the results appear as expected, and note how many records will be deleted.

  7. Now it's time to batch delete the flex note records. From the csr_flex_notes records view in the builder, click on the Delete drop-down, and choose Batch Delete

  8. Apply the same filters as defined in step 3, and click Next. On the next screen you will be prompted to confirm the delete. Verify that the # of records to be deleted matches the results from step 4.

  9. Click Delete Records to confirm your delete.

  10. Lastly, update the DTS Change Log and note how many records were deleted.

Document GitHub Issue

We have a template to use in the atd-data-tech repo

Use the current month to name the issue, for example January 2020 for the November 1st 2019 date referenced below.

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