Fireside Database Clean-up

Are you interested in cleaning up some old data from your Fireside system? Every once in a while, we recommend a “spring/winter cleaning,” and it’s actually quite common for offices to reach out toward the end of the year or the Congress to make sure they’re squared away for January. Below is a list of common requests we get from offices in December (and during the year) to tidy up their databases. This list also includes information our support team will need to complete the task.

Common Clean-Up Requests (preferred method of cleaning each item is ranked in descending order)

* Form Letters - Many offices like to archive the form letters used during the past session of Congress.
* By Date Created (ex: Archive all forms created before 1/1/2019)
* By Prefix (ex: Archive all forms starting with "116_")
* By Last Used (ex: Archive all forms that haven't been used since 1/1/2019)
Note: It is strongly recommended that your office adopt a naming convention for form letters that includes
a prefix of some kind (ex. 116 - EDU - HR 123 - Pro). This makes it extremely easy for your team when logging
mail, particularly when forms are paired with similarly named issue codes, and it helps when cleaning up
files as well!

* Mail
* By Date Entered (ex: Close all mail received before 1/1/2019) - for inbound and/or outbound
* By Issue Tag (ex: Close all mail with 'Immigration' issue tag) - for inbound and/or outbound
* By BatchID* (ex: Close all mail in batches 1,2, and 5) - for outbound only
* By FormID* (ex: Close all mail with forms 3,7, and 10) - for outbound only
Note: You can review all open mail by going to Mailroom > My Mail. This page will allow you to see any mail
- whether unbatched or batched - and quickly determine its age using the column headers, which act as
filters.

* Casework
* By Date Created (ex: Close all cases created before 1/1/2019)
* By Casework Tag (ex: Close all cases with 'Inauguration' casework tag)
* By Last Activity (ex: Close all cases that have had no activity/update since 1/1/2019)
Note: You can review all open cases by going to Casework > My Cases. This page will allow you to see any
cases and quickly determine their age or last updated date using the column headers, which act as filters.

* Automations
* By Date Created (ex: Deactivate all automations created before 1/1/2019)
* By Last Used Date (ex: Deactivate all automations that haven't been used since 1/1/2019)
* By StafferID* (ex: Deactivate all automations routing to staffer #1)
* By BatchID* (ex: Deactivate all automations routing to batch ID #8)
* By FormID* (ex: Deactivate all automations routing for form ID #2)

* People (Automerge)
* Let us know what kind of resolution for conflicting data fields between profiles (keep newest or eldest)
* Let us know if any fields should not be merged (ex. Don't merge anyone who conflicts on email field)

* Note: These are database IDs, not literal form, batch, or staffer names. IDs for Forms and Batches can be
found in most advanced reports, as well as in the emanager URL
(ex: FirstLast.emanager.house.gov/emanager/Pages/MailRoom/FormLettersEdit.aspx?DatabaseID=24 would be a form
of ID 24). IDs for Staffers can be found by an Account Owner by opening their profile under System Settings.

Finally, if your office has recently moved office locations in DC or back home (or planning an upcoming move), please contact Fireside with your new building, office number, and/or address. If you are a CRM and newsletter client, we will need to update your newsletter and email correspondence templates. If you are a web client, we will want to update your website as well.

If you are interested in any of the above clean-up work, please send an email to [e-mail] with your request and the information we need to complete the work (see the list above for info we need!).