Creating a Delete Unique Records (Data Maintenance Mass Delete) Filter
Cloudingo allows you to create a unique list of records that you want to delete in bulk. To do this, specify which records you want to delete by choosing specific field values (for example, choose all records that do not have an email address, do not have a phone number, and do not have an address).
To access the Data Maintenance feature, click the Dashboard menu drop box at the top of the page, and choose “Data Maintenance” from the list of options.
Once in the Data Maintenance dashboard, to create a new filter to delete records, click on the ‘Actions’ menu to the top, right corner of the page, then choose ‘Create New Job’.
STEP 1 – Create Job
- Choose ‘Delete Unique Records’ for the Maintenance Type.
- Choose ‘Lead’, ‘Contact’, ‘Account’ (or ‘Person Account’ if enabled in your org) for the Object Type that you wish to filter and delete.
Note: If you have custom objects enabled in your org, you will also be able to choose from your custom objects as well.
- Give the filter a descriptive name so that you know exactly what the filter will be doing when viewing it on your dashboard.
- Put in a description for the filter if desired.
- Make sure that the filter is ‘Enabled’ so that it will calculate results.
All Standard & Custom Salesforce fields will be available for you to choose to filter on. Drag & Drop the field that you want to specify a value for into the ‘Selected Criteria’ section. In the example above, we are pulling in all Lead records that do not have a value populated in the email, phone, and street fields.
When using ‘Equal’ or ‘Not Equal’, you may specify multiple values – separating them by commas and no spaces. The values must be entered in exactly as they appear in Salesforce in order to be detected. Multiple criteria fields & values can be selected for your filter criteria. For example, if we wanted to filter out records for only those that are in the state of Texas, we would drag the State field over to the selected criteria and set it to (Equal) ‘TX,Texas’ to find all possible matches.
Now the email, phone & street must be empty, but the state value must equal TX (or Texas). All pieces of the criteria must match in order to pull into the results if we were to add state to this filter.
WARNING: Use caution when setting up filters to use formula, calculated, or related object field values. If the field is a reference field rather than a physical field on the object, changes to the field value will NOT trigger synchs to Cloudingo. Using calculated fields on an ongoing basis may require re-indexing the object by Cloudingo support. NOTE: Using an existing report in Salesforce is recommended used in lieu of using ‘Select Criteria’ when including formula, calculated, or related object field values. (see below)
Use an Existing Report
If you have an existing report already configured in Salesforce that produces a list of the records that you would like to perform a mass delete on, you can toggle to the ‘Use an Existing Report’ option in Tab 2 instead of the defaulted ‘Select Criteria’. This will give you the ability to select the existing Salesforce report in the filter configuration to define your records to delete. When using a report, you do not have to enter selected criteria. Your report must contain the Salesforce Record ID (using the standard ID field) as one of the field values displayed.
Choose ‘Save’ or ‘Save & Run’ to calculate the filter results. Calculating the filter will NOT run the mass deletion process automatically. You will be able to preview the results before doing deletes in mass.
STEP 2 – View Filter Results
Once you’ve created your Delete Unique Records data maintenance job and the job has finished calculating, click on the matches link to view the results of the records found by the job.
Once in the preview screen, you will be able to see the full list of records pulling into your filter results on the left hand side of the page. Clicking on the row (or blue arrow) for any of the records on the left side will pull up the preview on the right hand side of the page so that you can view the record details.
The icon will display next to any record that may also be a potential duplicate within Salesforce. Consider running all of your de-dupe filters prior to your delete job.
Note: If you cannot find a specific field & value in the gray column, you may have ‘Collapse Empty Rows’ enabled under the ‘Options’ menu at the top right corner of the page. Fields with blank values are hidden from the preview when this option is chosen. You can click ‘Options’ to de-select the ‘Collapse Empty Rows’ selection if this is the case.
Check to ensure that you are seeing the correct results and make any modifications to the job as necessary. To edit a filter, go back to your Data Maintenance dashboard (by clicking the option at the top of the page or by choosing Data Maintenance from the dashboard options. Once in the Data Maintenance dashboard, click the filter menu option (the 3 lines at the top right corner) of the filter that you are needing to edit, and choose ‘Edit’ from the menu options. This will take you back into the filter configuration tabs where you can add or edit criteria as necessary.
If you need to make changes to the job or add additional criteria, be sure and Save and Recalculate the job after making your changes. Preview the results again for accuracy.
Once you are comfortable with your job and the results, you are ready to perform your delete jobs.
STEP 3 – Delete Records
You can perform your deletes in several different ways. You can delete one record at a time, in mass one page at a time, or by starting an automation job to process them all automatically.
- Manually (one record at a time)– Go to the preview page from the filter results. Click on the first record in the list that you would like to delete to bring it into view, then delete the records one record at a time by clicking the Delete option (which deletes the current record in view and remains on the current page view), or the Delete & Load Next, which will delete the current record in view then load the next record in the list to preview. The ‘Delete’ and ‘Delete & Load Next’ buttons are located at the bottom right corner of the preview page.
- Mass Delete (one page of results at a time) – Go to the ‘View/Edit’ preview page from the filter results and select the All button at the top, then click Mass Delete Unique Records.
- Automation Job (delete all records within the filter automatically) – Go to the preview page from the filter results and choose Automation >> Start Automation from the top right corner of the page.
You can also run or schedule an automation job directly from the Data Maintenance dashboard by going into the filter menu options. The job will start immediately after walking through a series of confirmation pages to start the job.
- Start an automation job on the filter directly from the Data Maintenance dashboard from within the filter menu by choosing Start Automation. The job will start immediately after walking through a series of confirmation pages to start the job.
- Choose Schedule to set up an automation job on the filter if you want to repeat the job regularly (daily, weekly, monthly) or schedule it to run at a later date/time instead of right now.