Automated data optimisation

This guide has been reviewed against our global client base and classed as relevant to all regions

The purpose of automated data optimisation is to maintain database health as part of our continued commitment to optimising system performance

This is achieved using a set of tried and tested background functions designed to clean up older data by moving it into the archive

This guide explains everything you need to know about the automated data optimisation processes, covering:

1 Why is automated data optimisation being carried out?
2 Will my data be deleted?
3 Are my core records affected?
4 When will this process happen and will there be any downtime?
5 What data is affected by the optimisations?
6 How will this impact reporting?
7 Will this affect Client Accounts?
8 Will there be any impact on other products and services?
9 Will these processes run automatically going forward?
10 How do I find my archived data? (i.e. journal entries, diary appointments, landlords)
11 Data optimisation procedures - full breakdown

Why is automated data optimisation being carried out?

The purpose of the data optimisation process is to maintain the long-term health of your Reapit database
This is part of Reapit’s ongoing commitment to enhancing system performance, ensuring that the platform remains efficient, reliable, and scalable as data volumes grow

Will my data be deleted?

No - Reapit will not delete any data
All affected records are being moved into the archive, where they remain accessible if needed

For more information, see later section titled: How do I find my archived data?

Are my core records affected?

No - Reapit are not making any changes to your tenancy, property, applicant or contact records

When will this process happen and will there be any downtime?

All optimisation procedures will be run strictly outside of business hours
This ensures there is no disruption to your day-to-day operations and users will not experience any downtime

What data is affected by the optimisations?

The following data types will be affected:

journal entries
diary appointments
landlord records

For a full breakdown, see later section titled: Data optimisation procedures - full breakdown

How will this impact reporting?

The time period for optimisation has been carefully selected to ensure MI reports continue to function as expected
Power Reports that look back further than 440 days can be amended to include the archive

For more information, see later section titled: How do I find my archived data?

Will this affect Client Accounts?

Landlord records that were added over 2 months ago and are not linked to any live properties, are marked as inactive
Live properties are records that are not archived
All key client account processes will continue to function normally, regardless of whether a landlord record is active or inactive

Will there be any impact on other products and services?

Data Warehouse

FiveTran sync will be paused temporarily for the duration of the optimisation work
After the procedures have been run, there may be a slightly larger volume of data updates that need to be synced if you use external data sync tools

Platform API Web Hooks

Web hooks will be paused temporarily for the duration of the optimisation work

Will these processes run automatically going forward?

Yes - the intention is to run this process periodically to maintain performance improvements
Frequency will be confirmed at a later date

How do I find my archived data? (i.e. journal entries, diary appointments, landlords)

Records are always archived rather than deleted, ensuring that they remain available for access by users - none of the functions outlined above will result in a loss of data

Records that have been archived by the optimisation process can still be accessed using the methods outlined below

Find archived journal entries

Archived journal entries can be viewed on an archived applicant, contact or property journals and can also be seen in Power Reports

Reports that check the journal archive cannot be used on the Organiser - reports need to be run from the Reports option on the main menu instead, as shown below

From the journal on an archived applicant, contact or property:

Archived journal entries will automatically be displayed

If running a Power Report that includes journal data and looks back further than 440 days:

Ensure that the report criteria is to set to include archived journal entries

Reapit MI Analysis reports do not check the diary archive

MI reports go back for a maximum of 14 months, so will not be impacted by archiving any appointments over 440 days old.

Find archived diary appointments

Archived diary appointments will not appear in the Reapit diary but are available via Power Reports

Reports that check the diary archive cannot be used on the Organiser - reports need to be run from the Reports option on the main menu instead, as shown below

If running a Power Report that includes diary data and looks back further than 440 days:

Ensure that the report criteria is to set to include archived appointments

Reapit MI Analysis reports do not check the diary archive

MI reports go back for a maximum of 14 months, so will not be impacted by archiving any appointments over 440 days old.

Find archived landlords

Inactive landlords are not searched for by default but can be included in searches by using the Advanced Search function from the main menu

From main menu:

Click Universal Search (top left)
Click Advanced Search (bottom of menu) and select Landlord Search

From landlord search screen:

Use the filter options on the left (optional), e.g. Name
Tick Include archive and click Search (bottom left)

Data optimisation procedures - full breakdown

This section provides a full breakdown of the data affected by the automated data optimisation procedures

Data Type	Description	Date Range

Data Type

Description

Date Range

Journal entries

Archive journal entries which are over 440 days old and all associated records (applicant, contact or property) have already been archived

440+ days

Diary appointments

Archive diary appointments which are:

over 440 days old and the associated records (applicant, contact, landlord or property) have already been archived
over 440 days old and have no associated records (applicant, contact, landlord or property)

Any diary appointments set to recur are not archived