Anonymize Client

Use the Anonymize Client action to remove inactive client accounts that meet the requirements for deletion under your organization’s data retention policy. After you anonymize an account, the client’s name and any names associated with the account display as Anonymous throughout the system. All of the client's addresses, phone numbers, and other personal information are deleted. For detailed information on the client data that this action clears or anonymizes, see this spreadsheet.

You cannot perform this action on a client with open activities, open receivables, open claims, open services, or active policies. Applied recommends inactivating the client and purging the client’s attachments before anonymizing the account.

This action cannot be reversed. Proceed with extreme caution.

1. Access the Accounts area and locate the client.
   1. To access Accounts from the Home screen, do one of the following:

   1. • Click Accounts on the navigation panel.
      • Click Areas > Accounts on the menubar.
      • Click the down arrow next to Home on the options bar and select Accounts.
      • Click Locate on the options bar.

   To access Accounts from another area of the program, do one of the following:

   • Click Home > Accounts on the menubar.
   • Click the down arrow next to Home on the options bar and select Accounts.
   • Click Locate on the options bar.

   2. Select Client in the Locate Account dropdown menu of the Account Locate screen.
   3. In the Locate by dropdown menu, select the appropriate option.
      
      Note: Location by phone number searches all phone numbers associated with client and contact accounts (e.g., residential, mobile, fax).
   4. Select the suitable checkbox or checkboxes to the right.
      • Insureds
      • Prospects
      • Active
      • Inactive
   5. Enter the first few letters of the name, lookup code, phone number, etc. (depending on your Locate by selection) and click Locate or press [Enter].
   6. The list displays all of the accounts that match the criteria you entered. Click on a column heading to sort the list by that category. For example, click the Last Name column heading to sort by last name in ascending order. To sort in descending order, click the Last Name column heading again.
2. Highlight the client in the Results list and then do one of the following:
• Click Actions > Anonymize Client on the options bar.
• Click Actions > Anonymize Client on the menubar.
• Right click on the highlighted client and select Anonymize Client.
3. You are prompted to confirm that you want to anonymize the selected client. Once a client is forgotten, all personal information will be removed from the account record. The action cannot be reversed. If you are certain that you want to anonymize the client, click Yes.

When the action is complete, a Success message displays. Click Ok.