Platform cleanup is reserved for the organization's administrators. It runs through the Oro agent: your plan includes Tomorro's AI features, Oro is activated in your organization (depending on your plan, this is not always necessary) and your role includes the Use AI permission.
Over time, an organization builds up smart fields that are never filled in, contract types that no contract uses anymore, or counterparties recorded under several names. The Oro agent spots the unused items and the duplicates for you, lets you choose what goes, then runs the cleanup in the background.
In this article:
Start a cleanup
To start a cleanup:
Open the Chat page from the side menu
In the Train Oro on your standards group, click Clean up my platform
Oro receives the message "I want to clean up my platform" and gives you an overview: one card per category, with the number of items concerned. Click a card to ask Oro for the matching list, for example "List my unused smart fields".
Understand what Oro can clean up
Item | What Oro detects | Action | Reversible |
Smart fields | They hold no value, and no contract type, template, clause or condition uses them. | Delete | ❌ |
Conditions | No template, contract type or approval workflow uses them. | Delete | ❌ |
Contract types (published or draft) | No contract uses them. | Delete | ❌ |
Counterparties | None of them is on a live contract or linked to a Coupa supplier. | Archive | ✅ |
Duplicate counterparties | One company recorded under several names. | Merge | ❌ |
Deleting and merging can't be undone. Only an archived counterparty can be restored from its page.
Choose the items to clean up
Open the full list
Oro answers with a card that sums up the list. Click View full list: the Platform cleanup page opens next to the chat, with the same filters. At this stage, nothing is changed.
In the list:
untick the items you want to keep, or use Select all;
to tick rows one by one, scroll to the end of the list;
click Confirm selection.
Merge duplicate counterparties
Duplicates are shown by group, with a Certain or Possible confidence level. For each group:
choose the record to keep: the others are merged into it;
click Ignore next to a record that is not the same company: it stays out of the merge, and the rest of the group is merged;
untick the whole group to leave it as is.
When merging, contracts, parties and contacts move to the counterparty you kept, and the other records are archived.
Confirm and track the cleanup
After Confirm selection, Oro shows a confirmation card: the number of items, the Reversible or Irreversible label, and what will happen. Click Delete, Archive or Merge to start the cleanup, or Cancel to drop it.
Oro runs the cleanup in the background and shows its progress in the card, up to the Cleanup done message with the number of items cleaned and left as is.
An item used again between your confirmation and the cleanup is kept. The items you unticked stay as they are.
If the cleanup stops partway, ask Oro to list the rest again.
📌 To learn more about Oro, see Use the Oro agent.