How to Mass Delete Records in Salesforce

Published: January 16, 2024 - 4 min read

Julian Alvarado

Effective Salesforce data management involves periodic cleanup to maintain optimal system performance. The mass record deletion feature streamlines this process, allowing users to remove multiple records safely.

Follow this step-by-step guide to learn how to mass delete records in Salesforce.

Let’s dive in!

Step-by-Step Guide to Mass Deleting Records in Salesforce

Step 1: Accessing Setup. Begin by navigating to the top-right gear icon for settings in your Salesforce account. Select the “Setup” option from the menu, which will open in a new tab.

Accessing the Setup menu in Salesforce for mass deletion

Step 2: Locating Mass Delete Records. Once in the setup menu, use the top-right search bar to find “Mass Delete Records.” Click on the search result to open the “Mass Delete Records” page.

Locating 'Mass Delete Records' option in Salesforce

Step 3: Choosing Record Types.  On the “Mass Delete Records” page, you can delete up to 250 records at a time. Identify the record types you want to delete, such as accounts, leads, activities, contacts, cases, solutions, products, or reports.

Step 4: Accessing Mass Delete Menu. Click on “Mass Delete Accounts,” which is typically the first option on the page.

Choosing specific record types for mass deletion in Salesforce

Step 5: Navigating through Steps. Carefully review the steps presented on this menu to ensure a thorough understanding of the mass deletion process.

Step 6: Applying Filters and Fields. Specify the filters and fields based on which you want to delete records. This step helps you narrow down the selection to ensure accuracy.

Applying filters and fields for selecting records to delete in Salesforce

Step 7: Reviewing Selected Records.  Once filters are applied, the relevant records will be displayed below. Review the list to confirm that the selected records align with your intended deletions.

Step 8: Selecting Records for Deletion.  Mark the records you wish to delete by checking the corresponding checkboxes.

Salesforce Admin Time Saving Tips
Top 8 Techniques Salesforce Admins are Using To Save Time in 2024

Explore 8 cutting-edge techniques that are revolutionizing how Salesforce admins manage their daily tasks. Contribute more significantly to business outcomes and become a key driver of efficiency and innovation.

See the Techniques
Finalizing the mass deletion of records in Salesforce

Step 9: Permanently Deleting Records. With the desired records selected, click the “Delete” button to remove them from Salesforce permanently.

Best Practices for Mass Deleting Records from Salesforce

When engaging in mass record deletion as part of Salesforce data management, it’s crucial to follow precautions and strategies to ensure a safe and effective process.

Precautions Before Mass Deleting Records

  • Backup Your Data: Before initiating any mass record deletion, create a backup of the data. This step serves as a safety net in case of accidental deletion or the need for historical reference.
  • Understand Dependencies: Identify any dependencies or relationships between records. Deleting records that are linked to others could disrupt business processes. Understanding these connections helps avoid unintended consequences.
  • Implement Access Controls: Limit access to the mass deletion functionality to authorized personnel. Implement strict user access controls to prevent accidental or unauthorized deletions.
  • Thoroughly Review Selections: Before confirming the deletion, carefully review the selected records. This ensures that only the intended data is removed and prevents the loss of critical information.

Strategies for Data Integrity After Mass Deleting Records

  • Audit Trails: Enable audit trails to track changes made to the Salesforce environment. This allows for post-deletion analysis and identification of any issues that may arise.
  • Regular Data Audits: Schedule regular data audits to identify and remove obsolete records before they accumulate. This proactive approach reduces the need for large-scale mass deletions.
  • Documentation: Maintain documentation of the deletion process, including the reasons behind the deletion and the criteria used for selection. This documentation serves as a reference point for future data management decisions.

Conclusion

Mastering the mass deletion of records in Salesforce is a pivotal aspect of effective data management. The careful execution of mass record deletion is essential to avoid unintended consequences, such as data loss and disruption of business processes.

To further enhance Salesforce data management, consider leveraging tools like Coefficient. Coefficient offers advanced features for data cleanup strategies, providing a comprehensive solution for maintaining a streamlined and efficient Salesforce environment.

With Coefficient, users can not only perform mass record deletion with confidence but also gain insights into their data, enabling informed decisions for improved data integrity. Explore more at Coefficient and elevate your Salesforce data management experience.

As businesses continue to rely on Salesforce for comprehensive customer relationship management, efficient data management becomes significant.

Connect Salesforce to Spreadsheets Instantly

Sync Salesforce data or reports into Google Sheets or Excel with Coefficient's bi-directional connector.

Try the 2-Way Salesforce Spreadsheet Sync Trailblazers are Raving About

When did you last hit a blocker with native Salesforce reports? Find yourself manually exporting data to spreadsheets to make reports there? Or manually pushing data updates back to Salesforce?

Say goodbye to repetitive tasks and hello to efficiency with Coefficient, the leading Salesforce spreadsheet automation tool trusted by over 350,000 professionals worldwide. Nix the manual labor and drive more flexible reporting in Google Sheets or Excel on your Salesforce data.

Julian Alvarado Content Marketing
Julian is a dynamic B2B marketer with 8+ years of experience creating full-funnel marketing journeys, leveraging an analytical background in biological sciences to examine customer needs.
350,000+ happy users
Wait, there's more!
Connect any system to Google Sheets in just seconds.
Get Started Free

Trusted By Over 20,000 Companies