Automated Data Cleanup and Deletion Rules for CRM and Module Items

Overview

A new Data Cleanup Rules section under Settings provides a structured and automated way to manage data retention across CRM records and module items. It enables both scheduled (automatic) and on-demand (manual) cleanup, with strict safeguards to prevent accidental deletion of critical data.

Navigation

A new menu item has been added:

Settings → Data Cleanup Rules (located before Website Backup)

Tabs

• Auto Cleanup
• Manual Cleanup
• History

Auto Cleanup

Auto Cleanup allows you to define scheduled rules that automatically delete records matching specific conditions.

Rule Management

• Create new cleanup rules
• Edit existing rules
• Delete rules

The rules list displays:

• Name
• Type (CRM Records or Module Items)
• Status (Enabled or Disabled)
• Actions (Edit, Delete)

Rule Configuration

• Name
• Type (CRM Records or Module Items)
• Entity (e.g. Contacts, Form Submissions, Orders, Pages, custom modules)
• Cleanup Scopes – multiple conditions combined with AND logic
• Exceptions – conditions that exclude records from deletion
• Frequency (Daily, Weekly, Monthly)
• Scheduled day and time (executed in the site’s timezone)
• Enable
• Editor (auto-filled with the creator or last editor)

Confirmation safeguard: When enabling a rule, a mandatory confirmation popup requires explicit acknowledgment that deletion is permanent and irreversible.

Logic Overview

• All selected Cleanup Scopes must be met for a record to qualify.
• Where dropdown values are available (e.g. form name, event name, categories, tags), selected values use OR logic.
• Exceptions also use AND logic.
• Records matching all Exception conditions are excluded from deletion.
• The UI prevents selecting the same condition in both Cleanup Scopes and Exceptions.

Manual Cleanup

Manual Cleanup allows one-time cleanup operations using the same filtering logic as Auto Cleanup, without scheduling.

Filtering

Available filters:

• Type
• Entity
• Cleanup Scopes
• Exceptions

Results Table

After filtering, a paginated table displays matching records. Columns depend on the selected entity (e.g. contact details, order status, module item metadata).

Actions

• Delete Selected
• Delete All
• Export (optional, before deletion)

A confirmation popup is always shown before deletion, with an option to export data.

History

The History tab provides full visibility into cleanup activity. Retention Cleanup logs are stored for 90 days and are automatically removed afterward.

Log Details

• Date
• Rule name (linked for Auto Cleanup, empty for Manual Cleanup)
• Editor
• Type (CRM Records or Module Items)
• Cleanup type (Auto or Manual)
• Number of deleted records
• Status (Success or Failed)
• Actions (Preview, Export)

Default sorting is by Date (newest first).

Preview

• Total number of deleted records
• Up to the first 50 records. If more than 50 records were deleted, a message indicates that additional data is available via export.

Export

Exports provide an Excel file with summarized information about all deleted records.

Global Rules and Safeguards

• Deletion is always permanent — there is no recycle bin or restore option.
• Records with active recurring subscriptions:
  • Cannot be deleted
  • Do not appear in Manual Cleanup results
  • Are excluded from Auto Cleanup
  • Are always protected by a mandatory, non-removable exception

Role-based Access Control

Admin permissions include:

• Can View
• Can Create
• Can Edit
• Can Delete

Availability

Data Cleanup Rules are available on the Business and Pro plans.

Subscription Reminders Report

Overview

A new Reports tab has been added to the Reminders section, providing full visibility into reminder delivery performance. It complements the existing reminder management flow with historical data, analytics, and export capabilities.

Reminders Structure

The Reminders section now includes two tabs:

• Notifications - Existing functionality for managing reminders, including listing, creating, editing, and deleting reminder rules.
• Reports - Delivery history, advanced filtering, visual analytics, and data export.

Reports: History and Analytics

The Reports tab allows switching between a table view and a chart view.

Data accuracy: All data reflects the subscription and member state at the moment the email was sent, ensuring historically accurate reporting.

Table View

• Displays the full history of sent reminders
• Supports filtering, sorting, and pagination
• Allows selecting the number of rows per page

Columns

• Reminder Name
• Reminder Type
• Item Name
• Item Renewal Date
• Member Email
• Member State
• Sending Date
• Send Status
• Subscription Status

Email Data Preview

Each row includes access to the full email content, which opens in a popup and includes:

• Email Name
• Email Subject
• From Email
• From Name
• Email Body

The popup can be closed by clicking outside or using the Cancel button.

Chart View

The chart aggregates reminder delivery data and displays:

• Total sent
• Success
• Failed

Supported Time Ranges

• 7 days (default)
• 14 days
• 28 days
• 30 days
• Custom range

Filters (Reports Tab)

All filters can be applied simultaneously.

Toolbar Actions

• Filter – apply selected filters
• Reset – clear all filters
• Cancel – close the filter toolbar

Available Filters

1. Send Status (Sent, Failed, New, Pending)
2. Reminder Type (Forms, Events, Products, Member Areas)
3. Reminder Name (multiple select dropdown)
4. Date Period (Min Date / Max Date)
5. Subscription Status (Active, Canceled, Incomplete, Incomplete Expired, Past Due, Trialing, Unpaid)
6. Member Email (searchable, multiple select)
7. Member State (searchable, multiple select)

Export

• Available in the Reports tab
• Format: CSV
• Exports only data matching the currently applied filters

Analytics and Dashboard Integration

Analytics Charts

• Total sent
• Success
• Failed

Supported time ranges match those in Reports, with 7 days as the default.

Dashboard Widget

• Displays the same metrics (Total, Success, Failed)
• Default period: last 7 days

From the Analytics chart, a “View more details” action links directly to Reminders → Reports for deeper analysis.

Upgraded Sites Notifications

Overview

Automated notifications have been introduced for live sites migrated from 6.11 to WebinOne 7+ that remain unpaid. The system ensures partners receive timely reminders until the subscription is resolved.

Notification Timeline

• Day 1 after migration: Initial upgrade notification is sent.
• Day 7 after migration: Payment reminder is sent.
• Day 14 after migration: Follow-up reminder is sent if the subscription is still unpaid.
• Day 30 after migration: A 30-day unpaid subscription notice is sent.

Recurring Notifications

For partner sites that remain unpaid more than 30 days after migration, reminder notifications are sent every 14 days following the 30-day notice. These notifications continue automatically until the site subscription is paid.

FTP - path and single host rework

Single SFTP Host

FTP (SFTP) connection settings have been simplified and unified to reduce configuration complexity and improve consistency across regions. A single, universal SFTP host is now used for all connections, replacing region-specific hosts (NA, AU, EU):

• sftp.trialsite.co

This host applies globally, regardless of the site’s region.

Updated Root Path

The SFTP file structure has been standardized. The root path is now set to /, removing the need for region- or site-specific directory paths and simplifying FTP client configuration.

Bug fixes

Portal

• Fixed file upload and download issues when working with projects inside TeamOne services.
• Fixed an issue in plan customization where checkboxes were unintentionally disabled after saving.

Authentication and Access

• Fixed an issue causing prolonged authentication times when logging into the admin panel.
• Fixed a login issue in the admin panel on sites with active domain redirects (www / non-www).
• Fixed an issue where admin users could not access Extensions after upgrading a site to version 7+.

CRM and Data

• Fixed duplicate values appearing in the CRMContacts component.
• Fixed an issue in custom reports where the Pending Collection value was not displayed.
• Fixed an issue when filtering comments in the admin.

Email and Integrations

• Fixed an issue when renaming a Mailchimp mailing list that had already been imported into the admin panel.
• Fixed an issue with unsubscribing contacts in Mailchimp and synchronizing the unsubscribe status back to the admin panel.
• Renamed tabs in email notification emails for improved clarity.

Ecommerce and Events

• Fixed an issue with importing events on sites without ecommerce enabled.

File Manager

• Fixed an issue where the cart was displayed incorrectly on mobile devices and tablets.
• Fixed slow typing performance when editing files larger than 5,000 lines.

Payments

• Renamed the Bambora payment gateway to Worldline.