Smart Cleanup for Raiser’s Edge NXT: Delete Data with Confidence

What This Feature Enables

With field deletion in Data Flow, teams can:

• Remove custom fields added temporarily during multi-step integrations
• Delete duplicate values within a record such as constituent codes, phone numbers, or email addresses
• Automatically clean out invalid or placeholder data on a schedule
• Track deleted data for audit and recovery purposes

All of this is powered by custom SQL queries.

How Organizations Use This Feature

The delete capability is already being applied to a variety of workflows. Here are three typical examples of how different organizations are using it today.

1. Temporary Fields in Multi-Step Integrations

When integrating with external fundraising platforms, teams often insert temporary fields such as a transaction ID to support matching logic between gifts and constituents. Once the match is complete, those fields are no longer needed.

Using the delete feature, these temporary fields are automatically removed from the database. This avoids unnecessary clutter and keeps Raiser’s Edge NXT clean without requiring manual intervention.

“We needed a custom field to match the gift with the constituent. But once the gift was matched, this created field became useless. So we just deleted it automatically.” — Tim Roy, Data Analyst at SimpliPhi

2. Removing Duplicate Field Values Within a Record

A single constituent record can sometimes contain repeated values such as a phone number listed multiple times or a duplicated constituent code. These duplicates do not qualify for merging but still compromise data quality.

With a SQL query, teams can identify redundant field entries and delete only the extras, leaving one clean value in place. This improves reporting accuracy and user experience.

Tim Roy says, “There’s no way to say ‘delete duplicate constituent codes’ in Raiser’s Edge NXT. But with Charity Automator, we can find them and clean them out.”

3. Ongoing Cleanup of Invalid or Placeholder Data

Databases often accumulate junk data such as test email addresses, placeholder phone numbers, or fake records used during setup or testing.

The delete capability allows organizations to set up automated cleanups that run daily, weekly, or on any other schedule. These routines help ensure that only valid and useful data remains in the system.

Because the system tracks what was deleted, it also supports quick recovery if something was removed by mistake. When a client realizes they need a field back, it can be restored easily using the logged data.

“This kind of maintenance used to take hours. With Charity Automator Data Flow, we flush it out automatically.” —  Stefan Karnyaczki, Director of Product Development at SimpliPhi

How It Works

With Charity Automator, you define exactly what needs to be deleted using a custom SQL query. The output of that query becomes the input for a Data Flow sequence, where you can flag specific fields for deletion, track key metadata like descriptions or timestamps, and review the data before anything runs. Deletions can be scheduled or included as part of a larger automated integration.

Unlike Global Delete, the native tool in Raiser’s Edge NXT, where deletions are final and difficult to verify, Charity Automator offers a transparent and auditable process. You can search for duplicates, target specific field types, and safely execute deletions with full control. Every deletion is tracked, and if something is removed by mistake, our team can quickly restore it from the audit log.

Want to See It in Action?

If you want to understand how this feature works on a technical level, we’ve recorded a walkthrough video, led by Tim Roy.

In the video, Tim:

• Writes and explains the SQL query used to identify duplicates in a test environment
• Walks through the process of setting up and running the delete in Data Flow
• Demonstrates the before and after results in Raiser’s Edge

Tim Roy says, “This isn’t something you can do in Raiser’s Edge alone. The SQL makes it possible, and Charity Automator makes it simple.”

Watch the full demonstration here:

Ready to Get Started?

If your team needs to:

• Clean up duplicates or junk data
• Remove temporary fields after integration steps
• Automate database hygiene instead of doing it manually‍

You can do it with SimpliPhi! Our service is customizable, secure, and fully auditable.

Your mission deserves a stronger operational foundation. We are here to help you build it. Book a free 30-minute call with William da Silva to discuss your operations and explore potential value.