Finds every record for one person, shows exactly what it found, and erases it only after a person approves.

RGRicky Grannis-Vu · 1 workflow · Updated Nov 13, 2026

UsesAirtableSlack

Handle a data erasure request, with approval

SlackSlackWhen someone types “erase” in a channel. Save it as request.When someone types “erase” in a channel. Save it as request.
ValuesSet airtableBaseId to blank.Set airtableBaseId to blank.
ValuesSet recordsTable to blank.Set recordsTable to blank.
ValuesSet deletionLogTable to blank.Set deletionLogTable to blank.
ValuesSet maxRecordsPerRequest to 25.Set maxRecordsPerRequest to 25.
ValuesSet requestedBySlackUser to request.user_id.Set requestedBySlackUser to request.user_id.
ValuesSet requestChannel to request.channel_id.Set requestChannel to request.channel_id.
ValuesSet requestMessageTs to request.message_ts.Set requestMessageTs to request.message_ts.
ValuesSet emailAddress to blank.Set emailAddress to blank.
Decisions & LoopsIf a step below fails, save the error as identifierErrorIf a step below fails, save the error as identifierError
Try
TextMake request.arguments lowercase and save it as emailAddress.Make request.arguments lowercase and save it as emailAddress.
On error
Decisions & LoopsStop and report a problem: That erase request carried no email address. Post it as: erase someone@example.com.Stop and report a problem: That erase request carried no email address. Post it as: erase someone@example.com.
Decisions & LoopsIf emailAddress is emptyIf emailAddress is empty
Yes
Decisions & LoopsStop and report a problem: That erase request carried no email address, so there is nothing to match. A blank identifier is refused rather than matched against every record. Post it as: erase someone@example.com.Stop and report a problem: That erase request carried no email address, so there is nothing to match. A blank identifier is refused rather than matched against every record. Post it as: erase someone@example.com.
No
No steps
Decisions & LoopsIf emailAddress is a valid email address is noIf emailAddress is a valid email address is no
Yes
Decisions & LoopsStop and report a problem: That erase request did not contain a valid email address. This workflow only erases records it can match on a whole email address. Post it as: erase someone@example.com.Stop and report a problem: That erase request did not contain a valid email address. This workflow only erases records it can match on a whole email address. Post it as: erase someone@example.com.
No
No steps
Decisions & LoopsIf emailAddress contains ' or emailAddress contains \If emailAddress contains ' or emailAddress contains \
Yes
Decisions & LoopsStop and report a problem: That email address contains a quote or a backslash, which this workflow will not put into an Airtable search formula. Erase this person's records by hand instead.Stop and report a problem: That email address contains a quote or a backslash, which this workflow will not put into an Airtable search formula. Erase this person's records by hand instead.
No
No steps
ValuesSet searchFormula to LOWER({Email}) = '@emailAddress'.Set searchFormula to LOWER({Email}) = '@emailAddress'.
MathSet searchLimit to maxRecordsPerRequest multiplied by 1 plus 1.Set searchLimit to maxRecordsPerRequest multiplied by 1 plus 1.
AirtableAirtableList records in recordsTable. Save it as searchResult.List records in recordsTable. Save it as searchResult.
ValuesSet matchedRecordIds to an empty list.Set matchedRecordIds to an empty list.
ValuesSet unreadableRecords to 0.Set unreadableRecords to 0.
Decisions & LoopsFor each record in searchResult.records:For each record in searchResult.records:
Decisions & LoopsIf a step below fails, save the error as recordErrorIf a step below fails, save the error as recordError
Try
TextMake record.fields.Email lowercase and save it as recordEmail.Make record.fields.Email lowercase and save it as recordEmail.
Decisions & LoopsIf recordEmail is emailAddressIf recordEmail is emailAddress
Yes
ListsAdd record.id to the end of matchedRecordIds and save it as matchedRecordIds.Add record.id to the end of matchedRecordIds and save it as matchedRecordIds.
No
No steps
On error
ValuesAdd 1 to unreadableRecords.Add 1 to unreadableRecords.
ListsCount the items in matchedRecordIds and save it as matchCount.Count the items in matchedRecordIds and save it as matchCount.
TextJoin matchedRecordIds with , and save it as matchedIdList.Join matchedRecordIds with , and save it as matchedIdList.
Decisions & LoopsIf matchCount is 0If matchCount is 0
Yes
SlackSlackReply in a thread in requestChannel.Reply in a thread in requestChannel. Reply To: requestMessageTsNo records match emailAddress in the recordsTable table, so there is nothing to erase. Nothing was deleted.
Decisions & LoopsFinish the run: No matching records, so nothing was erased.Finish the run: No matching records, so nothing was erased.
No
No steps
Decisions & LoopsIf matchCount multiplied by 1 is greater than maxRecordsPerRequest multiplied by…If matchCount multiplied by 1 is greater than maxRecordsPerRequest multiplied by…
Yes
SlackSlackReply in a thread in requestChannel.Reply in a thread in requestChannel. Reply To: requestMessageTsRefusing this erase request. emailAddress matches matchCount records, which is more than the limit of maxRecordsPerRequest set on the 'maxRecordsPerRequest' step. Nothing was deleted. Check the request is right before raising the limit.
Decisions & LoopsStop and report a problem: More records matched than one erasure request is allowed to delete, so nothing was erased.Stop and report a problem: More records matched than one erasure request is allowed to delete, so nothing was erased.
No
No steps
ValuesSet foundSummary to Erasure request for emailAddressSet foundSummary to Erasure request for emailAddress Found matchCount record(s) in the recordsTable table.
ValuesSet foundDetail to Matched on a whole-address, case-insensitive match of the Email column.Set foundDetail to Matched on a whole-address, case-insensitive match of the Email column. Record ids: matchedIdList Records skipped because their Email could not be read: unreadableRecords.
SlackSlackReply in a thread in requestChannel.Reply in a thread in requestChannel. Reply To: requestMessageTsfoundSummary foundDetail Nothing has been deleted. This run is now waiting for a person to approve the erasure in Lodol.
ValuesSet logRequestLine to Requested by Slack user requestedBySlackUser in channel requestChannel (message requestMessageTs).Set logRequestLine to Requested by Slack user requestedBySlackUser in channel requestChannel (message requestMessageTs).
ValuesSet logSearchLine to Identifier requested: emailAddressSet logSearchLine to Identifier requested: emailAddress Searched table: recordsTable in base airtableBaseId Match rule: whole-address, case-insensitive match on the Email column.
ValuesSet logOpening to logRequestLineSet logOpening to logRequestLine logSearchLine.
ValuesSet logFindings to logOpeningSet logFindings to logOpening foundDetail Written before any deletion. Status at this point: awaiting approval, nothing erased.
AirtableAirtableAdd a record to deletionLogTable. Save it as deletionRecord.Add a record to deletionLogTable. Save it as deletionRecord.
ValuesSet deletionRecordId to deletionRecord.id.Set deletionRecordId to deletionRecord.id.
ValuesSet approvalHeader to Requested by Slack user requestedBySlackUser in channel requestChannel.Set approvalHeader to Requested by Slack user requestedBySlackUser in channel requestChannel.
ValuesSet approvalBody to Erase every record for: emailAddressSet approvalBody to Erase every record for: emailAddress Airtable base: airtableBaseId Table: recordsTable foundDetail.
ValuesSet approvalFooter to Approving permanently deletes these matchCount record(s) and cannot be undone. Rejecting it, or leaving it until the request runs out, cancels the request and deletes nothing.Set approvalFooter to Approving permanently deletes these matchCount record(s) and cannot be undone. Rejecting it, or leaving it until the request runs out, cancels the request and deletes nothing.
ValuesSet approvalDetails to approvalHeaderSet approvalDetails to approvalHeader approvalBody approvalFooter.
ApprovalsRequest approval: Permanently erase matchCount record(s) for emailAddress? Save it as erasureReview.Request approval: Permanently erase matchCount record(s) for emailAddress? Save it as erasureReview.approvalDetails
ValuesSet decidedBy to not recorded.Set decidedBy to not recorded.
Decisions & LoopsIf a step below fails, save the error as deciderErrorIf a step below fails, save the error as deciderError
Try
TextTrim erasureReview.decided_by.email and save it as deciderEmail.Trim erasureReview.decided_by.email and save it as deciderEmail.
TextTrim erasureReview.decided_by.name and save it as deciderName.Trim erasureReview.decided_by.name and save it as deciderName.
Decisions & LoopsIf deciderEmail isn't emptyIf deciderEmail isn't empty
Yes
ValuesChange decidedBy to deciderEmail.Change decidedBy to deciderEmail.
Decisions & LoopsIf deciderName isn't emptyIf deciderName isn't empty
Yes
ValuesChange decidedBy to deciderName (deciderEmail).Change decidedBy to deciderName (deciderEmail).
No
No steps
Else if @deciderName isn't empty
ValuesChange decidedBy to deciderName.Change decidedBy to deciderName.
Otherwise
No steps
On error
ValuesShow in the output: The approval did not say who decided it, so the deletion record says 'not recorded'..Show in the output: The approval did not say who decided it, so the deletion record says 'not recorded'..
ValuesSet reviewNote to blank.Set reviewNote to blank.
Decisions & LoopsIf erasureReview.comment isn't blankIf erasureReview.comment isn't blank
Yes
ValuesChange reviewNote to Change reviewNote to Note from the approval: erasureReview.comment.
No
No steps
ValuesSet erasedIds to an empty list.Set erasedIds to an empty list.
ValuesSet failedIds to an empty list.Set failedIds to an empty list.
ValuesSet outcome to blank.Set outcome to blank.
Decisions & LoopsIf erasureReview.approved is yesIf erasureReview.approved is yes
Yes
Decisions & LoopsFor each recordId in matchedRecordIds:For each recordId in matchedRecordIds:
Decisions & Loops If a step below fails, save the error as deleteError If a step below fails, save the error as deleteError
Try
AirtableAirtableDelete recordId from recordsTable.Delete recordId from recordsTable.
ListsAdd recordId to the end of erasedIds and save it as erasedIds.Add recordId to the end of erasedIds and save it as erasedIds.
On error
ListsAdd recordId to the end of failedIds and save it as failedIds.Add recordId to the end of failedIds and save it as failedIds.
ValuesChange outcome to APPROVED and erased by decidedBy.Change outcome to APPROVED and erased by decidedBy. Records erased: the length of erasedIds of matchCount Erased ids: erasedIds joined by , Could not be erased: failedIds joined by , @reviewNote.
Else if @erasureReview.timed_out is yes
ValuesChange outcome to NO DECISION: the approval request ran out before anyone decided, so nothing was erased. The matchCount matching record(s) are untouched.Change outcome to NO DECISION: the approval request ran out before anyone decided, so nothing was erased. The matchCount matching record(s) are untouched.
Otherwise
ValuesChange outcome to DECLINED at the approval step by decidedBy. Nothing was erased. The matchCount matching record(s) are untouched.@reviewNote.Change outcome to DECLINED at the approval step by decidedBy. Nothing was erased. The matchCount matching record(s) are untouched.@reviewNote.
Decisions & LoopsIf a step below fails, save the error as logUpdateErrorIf a step below fails, save the error as logUpdateError
Try
AirtableAirtableUpdate deletionRecordId in deletionLogTable.Update deletionRecordId in deletionLogTable.
On error
ValuesShow in the output: Could not close the deletion record: logUpdateError as text.Show in the output: Could not close the deletion record: logUpdateError as text.
SlackSlackReply in a thread in requestChannel.Reply in a thread in requestChannel. Reply To: requestMessageTsErasure request for emailAddress outcome