Clean up customer data
There is a possibility to clean the customer database of the system.
Tab: In general
The first way to do this is to partially or completely clear the customer data master.
This can be found in the Admin --> in the category Customer --> at the category subitem Clean up customer data --> at the tab In general:
There are different options for cleaning up the customer master data.
Behind each option (marked here with XXX) is the number of customers that will be deleted.
The options are:
Option | Explanation |
delete all customers (XXX) | All customers and all related personal data will be deleted. Fiscal data is not affected. |
move all customers to another store (XXX) | All customers are moved to the selected target store. Afterwards there will be no more customers in the selected source store. Fiscal data is not affected. The "source store" can always be selected at the top via the drop-down menu. After selecting this option, the drop-down menu for selecting the "target store" appears on the right along with the explanation. |
Delete customers inactive for 3 months (XXX) | All customers and their personal data who do not have a customer login and whose last order was more than 3 months ago will be deleted. Fiscal data is not affected. |
Delete customers inactive for 6 months (XXX) | All customers and their personal data who do not have a customer login and whose last order was more than 6 months ago will be deleted. Fiscal data is not affected. |
Delete customers inactive for 12 months (XXX) | All customers and their personal data who do not have a customer login and whose last order was more than 12 months ago will be deleted. Fiscal data is not affected. |
Delete customers inactive for 24 months (XXX) | All customers and their personal data who do not have a customer login and whose last order was more than 24 months ago will be deleted. Fiscal data is not affected. |
Delete customers without orders (XXX) | All customers and their corresponding personal data who do not have a customer login and who do not yet have an order in the system will be deleted. |
Only one option can be selected at a time.
After selecting an option, the explanation from above appears again.
In addition, there is a button for "Also delete data from customers with customer login. This may increase the number of customers to be deleted. The deletion is still subject to the criteria selected above. Customers with bonus points or credit are excluded from deletion. (This option is only available from 12 months of inactivity)", which can be selected in addition to the options above, but as described is only clickable with the selected options Delete customers inactive for 12 months or Delete customers inactive for 24 months.
Explanation of the buttons:
Button | Explanation |
Back | The gray BACK button at the bottom left simply takes you away from this menu subitem and redirects you to the Dashboard. |
Clean up data now | The data is cleaned immediately. |
Clean up data tonight | The data will be cleaned up tonight. |
Clean up data regularly | The data will be cleaned regularly. This button is clickable only with the selected options Delete customers inactive for 12 months or Delete customers inactive for 24 months. |
Tab: Duplicates
The Customer Data Merge Duplicates merges the duplicate entries from the customer list with the selected source store.
This can be found in the Admin --> in the category Customers --> at the category subitem Clean up customer data --> at the tab Duplicates:
The procedure of merging is as follows:
- First, the geocodings (addresses) that occur more than once are loaded and additionally the customer data is determined for them (name, email address, phone number).
- If the name of the found duplicates matches by 80%, OR the phone number and email address match by 50%, then the customer is assumed to be identical and cleaned up.
Starting the cleanup
The automatic duplicate finder can be started once or periodically and automatically merges the duplicate customers or deletes duplicate entries of e.g. email addresses or phone numbers. A visible output does not appear, because this merging is done in the background.
Number of customers
The number of duplicate customers that can be checked is limited to 1000 customers per run (1000 customers = 500 x 2 duplicate customers).
The duplicate phone numbers or email addresses in customer data are cleaned up for all customers at once (a delay of up to 30 seconds is possible).
A number of more than 1000 duplicate customers will rarely occur. However, if it does occur, periodic cleanup can be used for it. The order of the cleanup corresponds to the order in which the customers were created (i.e. how they were stored in the database).
Same email address twice
If there are two or more times the same email address, only once with capital letters in front, this is deleted and the completely small spelling remains present with the customer data e.g. John.Doe@xxx.de and john.doe@xxx.de, here the large spelling is deleted and the small spelling john.doe@xxx.de remains present.
Attention: The automatic merging of customer data automates the merging of duplicate customers via the customer list. The proposed dates will be assessed in the same way. In borderline cases, this evaluation can lead to the amalgamation of customers who are actually two or more different customers, but who were evaluated as the same customer using the criteria.
Besides this automatic function, there is also a manual form to compare/merge individual customers. To do this, please read the section "Summarize customers" at the bottom of the following article: https://support.simplydelivery.de/portal/en/kb/articles/customerlist
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