Purge type settings

Full name

The name of the purge type.

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ID number

This is a unique ID number used to identify the purge type.

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Description

This can be used to describe the purpose and limitations of the purge type. This is especially useful if you have multiple purge types and/or the Full name isn't very descriptive.

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Permitted use

Decide whether to set a manual or automatic purge.

For automatic purging, the relevant purge type can be assigned to an account either before or after their status changes. Either way, when an account’s user status matches that specified by its assigned purge type, the data purge will take place during the next scheduled purge task.

Data to be purged

User data

Choose which pieces of user data to include in the purge, such as first name, username and email address. Tick the box to include data or untick is to exclude it from the purge.

Some details, such as first name and last name, are not available for Suspended user purge types, as a name is required for the account to work on the site.

Activity

Decide which user-generated content from various activity modules to include, such as forums and glossaries. You can decide to include elements such as comments, posts, and ratings. Tick the box to include data, or untick it to exclude it from the purge.

Totara Learn only. 

Article

Tick to enable the purging of resources and/or resource views. 

Totara Engage only. 

Atto HTML editor

You can choose to include Atto editor autosave data in the purge. 

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Badge

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Blocks

Choose which user-generated content from various block types to include, such as Recent activity and Admin bookmarks. Tick the box to include data, or untick it to exclude it from the purge.

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Certification

Totara Learn only. 

Competencies

You can select the competency data you wish to include:

• Competency assignments: This includes individual assignments and assignments due to the user being a member of an audience, being in a position, or in an organisation. When purging, any achievement data associated with the assignments will also be purged (even if these data items are not selected). After purging, group-based assignments may be dynamically created again, if they user still meets the criteria for the assignment (by being a member of a group).
• Achievement records: When purging, the user's achievement data will be removed. However, after purging is complete, the records may be added back again if they still meet the criteria. For instance, if a user has completed a course that is linked to a competency, then an achievement record will be created again despite being purged previously.
• Manual ratings on self
  
• Manual ratings on others: When purging this item, the rating will be anonymised (the rater’s name replaced with text indicating it has been removed). The rating itself (scale value, role in which rating was given, and any associated comments) will remain. 

Totara Perform only. 

Completion

Tick the box to include course completion data (including activity completion), or untick it to exclude it from the purge.

Totara Learn only. 

Course

Choose whether to purge requests for new courses and/or preferences.

Totara Learn only. 

Email-based self-registration

Decide if you want to include email-based self-registration preferences. 

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Enrolments

You can include enrolment data in the purge, such as course enrolments, pending enrolments, or PayPal transaction information.

Totara Learn only. 

Event monitor

Tick this option to include user subscriptions to monitored events in the purge.

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Evidence

Choose whether to include evidence items either created by the user or created by others.

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Goal hierarchies

Select whether to include visible or hidden personal goals and/or visible or hidden company goals.
 
This export can be affected by the user's capabilities in Totara. To export goals regardless of a user's capability, select both the visible and hidden settings for the desired goal type (personal or company). 

Totara Perform only. 

Grade reports

You can choose to include grade report preferences for the Grader report and/or User report.

Totara Learn only. 

Gradebook

Decide whether to include grades. When purging, the overall average grade for activities and courses will be impacted. To ensure that all grades are fully purged from the system, the following activities will also need to be purged: quiz, assignment, lesson, and workshop assessments.

Totara Learn only. 

Inappropriate content

Choose whether to include inappropriate content in the purge. 

Totara Engage only. 

Learning plans

Choose whether to purge learning plans.

Totara Learn only.

Legacy 360° Feedback

You can choose to include 360 feedback about the user (any 360 feedback the user has been assigned to, and any responses users have made to their requests, including their own self evaluation) and/or user responses to 360 feedback requests (the user's response to any 360 feedback requests they have received, including their responses to requests derived from feedback they’ve been assigned to (self evaluation)).

Totara Perform only. 

Legacy appraisals

Decide whether to purge legacy appraisals where the purged user is the Learner (either including or excluding hidden answers from other roles). You can also choose to include participation in other users' appraisals and/or participation history.

Totara Perform only. 

Library

Choose whether to include bookmarks and shares from the library. 

Totara Engage only. 

Logs

You can choose to purge the legacy and/ or standard logs. When purging, this will anonymise all log entries but won't delete them.

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Manual accounts

Decide if you want to include manual account preferences in the purge.

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Marking guide

Decide if you want to purge marking guide preferences. 

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Messaging

Choose which messaging elements to include, such as sent messages, received messages, contacts, notifications and preferences.

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Microsoft Teams

Select which Microsoft Teams data you want to include, such as user records, user settings and user authentication state. 

Totara Engage only. 

OAuth2

You can decide to include the username and/or email. As username is a required field and must be unique, the username will be replaced by a random unique placeholder when running a purge.

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Performance activities

Select which of the following you want to include:

• Responses in performance activities about the user that are hidden from them: Responses on all of the user's subject instances that they are not permitted to see via the interface, because they are from a section where they are neither a respondent with permission to view others' responses, nor a view-only participant.
• Responses in performance activities about the user that are visible to them: Responses on all of the user's subject instances that they are permitted to see via the interface, because they are from a section where they are either a respondent with permission to view others' responses, or a view-only participant. This includes the user's own responses, which are always visible to themselves.
• User's responses: All responses by a user about themselves and about others.

Totara Perform only. 

Playlist

Choose whether to include playlists.

Totara Engage only. 

Program management

Decide if you want to include program assignments and completion. When purging, a new assignment may be triggered after purging is complete if the user still meets the assignment criteria (due to audience, organisation, position or management hierarchy).

Totara Learn only. 

Question bank

You can include question bank preferences.

Totara Learn only. 

Reaction

Choose which reactions to include such as likes.

Totara Engage only. 

Report builder

You can decide if you want to include saved searches (private and/or public) as well as scheduled reports. When purging, this will also remove scheduled reports that are based on these saved searches.

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Repository

Choose to purge repository preferences. 

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Self-registration with approval

Choose which self-registration with approval elements to purge, such as approval requests and preferences. 

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Site policies

Decide whether to purge user consents on current and/or archived site policies. You can also choose to purge other site policy features, such as the policy version publisher and localised policy author. 

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Survey

Choose to purge surveys and/or survey votes. 

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Totara audiences

Choose whether to purge dynamic and/or set audience memberships. When purging dynamic audiences, the user will be removed from any dynamic audiences. However, after purging is complete, they may be added back again if they still meet the criteria. In this instance, data that was deleted due to their removal from the audience, such as enrolment dates, may not be restored even though their audience membership is.

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Totara core

Select whether to purge a range of core features, such as external tokens, portfolios, and quick-access menu user preferences. 

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Totara dashboards

Tick the box to include customised dashboards in the purge. When purging, all of the user's dashboards will be reset to their original state.

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Totara job assignments

Choose whether to purge job assignments (all Totara products) and/or assignments as an appraiser (Totara Perform only).

Some Totara Perform-specific options.

User data management

You can purge user data export files. Logs of user data export requests will not be deleted.

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User tours

Decide whether to include user tour preferences by ticking (or unticking) the check box.

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Workspace

Choose whether to include discussions, member requests, and/or workspaces in the purge by ticking the corresponding check boxes. 

Totara Engage only.