Bulk Deletion functionality

Requirement
By Mistakenly garbage data inserted into MSCRM, can we delete it in bulk?

Solution

Yes, MSCRM has provided below two ways for bulk deletion, we can select approach depend upon the volume of data.

• Bulk Deletion from Advance Find (for less amount of data)
• Bulk Deletion job (for huge amount of data)

Let’s assume Account’s garbage data has been inserted into MSCRM as per below screenshot, and we have to delete it

Let’s take first approach

• Click on “Advance Find” button which is on top

• It would open new Advance Find window, Click on “New” to define filter criteria for deletion

• Here I want to delete all accounts which are created on today. So I have selected my filter criteria as per below 

•  After creating criteria click on “Run” button to get garbage data

• After retrieving filtered data use multi select checkbox to select all records in page (here first 250 records has been selected from total 1248 records), then Click on Delete button

• It will ask for confirmation click on “OK”. after that it will start processing

This approach is useful if we have less data to delete, here for my total 1248 records I have to repeat this process 5 time. But if you have huge data to delete then follow below steps for second approach

• Navigate to Settings --> Data Management

• Then from available options select “Bulk Record Deletion” option

• It will redirect to below screen, click on “New” to create new Bulk delete operation

• It will open “Bulk Deletion Wizard”, read the details and click on “Next”

• In the “Look For” option select your entity and below that select your required filtration criteria, here you can cross verify with your filtered records with help of “Preview Records” click on “Next” 

• Give your desired name to job, Schedule it as per requirement. We can also make this job recurring by setting “Run this job after every” __ days. On completion of this job we can get notification by checking “Send an email to me” option, also we can add users for email notifications with help of given user lookup in wizard. After done the all setup click on “Next”

• Check for all details in last window and confirm the submission

It will create new job for bulk deletion and will trigger on scheduled time. After completion of job you will get email notification if it set in wizard and you can also check the status of job and count of deleted record in deletion job record.

After deletion of garbage data you will see the only required data in MSCRM as below

Happy Learning 😊