Deleting contacts after x years with SugarBPM


I am wondering if it is possible to set up SugarBPM so that It automatically deletes contacts (the whole profile of that person) after a set number of years? I am wondering because of GDPR. 

Thanks in advance!


  • Hi Robin

    Please note it should be enough to wipe out PII fields only, not the whole record.
    But if you like to delete the record, is there a criterion for selecting contacts to delete? e.g. consent is expired? or delete the contact x years old (from createdate), regardless of the contact's timeline in CRM?



    Best Regards,
    Dmytro Chupylka
    We make work in Sugar CRM system faster, more convenient and efficient

  • Hi Dmytro

    It should be enough to delete PII fields only, is that possible with SugarBPM? I would like to delete the information about the customer from x years old (from createdate). 

    How would I set that up? 

    Thanks for your engagement,


  • Hi Rob

    As you may know, there is Data Privacy module in OOTB Sugar
    It helps to manage "Requests to erase information" for selected Contacts/Leads/Targets/Accounts records 

    The procedure is described in details in the docs: note, that it wipes out not only PII data from the record itself but also data from the Audit Log, so it does much more then just clearing the fields.

    There is no possibility to initiate erase in another way than to click the "Erase and Complete" button in each  Data Privacy record view.

    However, I would suggest a semiautomatic solution

    A.   Establish let's say 12 Data Privacy records of type "Request to erase information" per year (it should take up to 10 minutes of manual work to add then even for the next 5 years)

    B.   Setup a BPM workflow that will trigger for a new Contact record and call BPM extension designed in Logic Builder for Sugar that will automatically:
         -  find  the Data Privacy record of type "Request to erase information" scheduled in X months from Contact createdate and link Contact to that record.
         -  Mark to Erase all the PII fields that belong to the linked Contact

    Hence, each of 12 Data Privacy records will contain all the Contacts and their PII fields to erase that month with a bulk "Erase and Complete" operation.
    Therefore, once in a month, the admin will open the corresponding Data Privacy record and wipe out all the PII data for all the Contacts in a click, and using OOTB Sugar functionality

    All the best,


    Best Regards,
    Dmytro Chupylka
    We make work in Sugar CRM system faster, more convenient and efficient

  • Hi Dmytro,

    We've been trying to set this up in a demo environment, but we're stuck with some issues.

    • A BPM/Process Definition seems to be triggered upon saving a record only. So we'd need a scheduler to scan for records that hasn't been updated in a while.

    • We're unable to find a way to create a  BPM/Process Definition in the data privacy-module. 

    Are we missing any settings? Or will we need to involve our developers to have this set up?

  • Hello  and greetings to all Exsitec colleagues :)

    At the very moment when the Contact record is registered, it could be related to the Data Privacy record along with automatic processing I suggested.

    Involving development for coding is always an option
    However, it could be done with configuring to keep process adjustable with no programming

    In general, there are 2 steps:
    1. Design the SugarBPM Process, that is applied to New Contacts Records Only:

    2. Configure data manipulations for the process element in Logic Builder interface
    In example below, I related Contact to Data Privacy record 
    please follow the white stripe to read

    As a result,
    if there is a number of Data Privacy records

    and there is one that has due date 6 months ahead from today 

    then the Contact created today will be related to that Privacy Record with SugarBPM:

    Please drop me a line if you have any questions  about configuring with no coding in Sugar or need more details about your case

    All the Best,

    Best Regards,
    Dmytro Chupylka
    We make work in Sugar CRM system faster, more convenient and efficient