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Salesforce – Delete Records in Mass

There are times when you may need to delete records in mass.  Maybe an import was done or a mass update and you want to remove any records created.  This is also helpful during migrations.

The record types you can mass-delete include cases, solutions, accounts, contacts, leads, products, and activities.

Here are some ways that mass delete is handy.

  • You’ve identified multiple reports that are no longer used and you want to unclutter the list of reports on the Reports tab.
  • You imported your leads incorrectly and you want to start over.
  • You want to clean up web-generated leads that were created incorrectly or delete accounts and contacts with which you no longer do business.

To Mass Delete Records:

Make sure you have a backup of your data or do a quick export before performing the mass delete.

Run a SOQL query in Developer Console or a Report to view the records you will be deleting and get a record count.

  1. From Setup, enter Mass Delete Records in the Quick Find box, and then select Mass Delete Records.

  1. Click on the link for the type of record to delete. For this example we will use Activities.
  2. In Step 3 of the Mass Delete screen, add the criteria for the records to remove. For example:  Activities created today, Accounts in Texas, Open cases older than 2 years.  The below image shows we are deleting activities that were created by ‘bgear’ AND created Today AND is a Task.

  1. To find records that match the filter, click the Search The result list will display at the bottom of the page.
  2. Review the items to be sure you recognize them and that the filter is correct. If there are more than 250 records, you will be alerted that there are more records in the results.
  3. Check the box next to the items you want to delete. To select all currently displayed items, check the box in the Column Header.
  4. To permanently delete records, select Permanently delete the selected records.

** SELECTING THIS OPTION PREVENTS YOU FROM RECOVERING THE SELECTED RECORDS FROM THE RECYCLE BIN.

  1. Click the Delete button. If you did not select Permanently delete the selected records, deleted items are moved to the Recycle Bin.
  2. If you have deleted all of the records in the list, it will be blank. If you have more records to delete, repeat steps 7 – 10 until all records are removed.

 

 

 

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GoldMine – Restoring the GoldMine Database

As the GoldMine Administrator you may need to restore the GoldMine database after making changes, running updates, etc.

To Restore a SQL Database:

  1. Open SQL Server Management Studio.
  2. Connect to SQL Server.

The server name should be the LOCALMACHINENAME\INSTANCENAME

Authentication:  SQL Server Authentication

Login: sa username

Password: sa password

  1. Click the Connect
  2. Right-click the Databases section and choose Restore Databases. The Restore Database – GoldMine window opens.

  1. Select Device and click on the Browse button (…).
  2. Navigate to the folder location of the backup file. (e.g., C:\GoldMIne\Backup) on the left and select the .bak file to restore on the right.

  1. Click OK.
  2. Select the backup file and then click OK
  3. The Restore Database window will load the files names and locations.
  4. CHANGE THE DATABASE name to GoldMine_Restore.
    1. If you do not change the name it will overwrite your current data

  1. The location/file path will display in the list. Click on it to select.
  2. Click the OK button at the bottom of the window. The restore will begin.  If the OK button is not enabled, click on the Verify Backup Media.  The OK button will then be enabled.
  3. Progress will be displayed at the top of the window.
  4. When the backup is done a message will display.

  1. Click OK and the windows will close.
  2. The database name (e.g, GoldMine) will be added to the Databases list on the left. The data files are now connected from the SQL Server and can used in applications and queries.
  3. If you don’t see the database name in the list and you did not receive an error, right-click on the Databases section and choose Refresh.
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GoldMine – Detach and Attach the GoldMine Database

As the GoldMine Administrator there may be times when you need to detach and/or attach the GoldMine database.  Some examples would be to move or copy the files, remove or add a restored database or when connecting other databased to the SQL Server.

To Detach a SQL Database:

  1. EVERYONE MUST BE LOGGED OUT OF GOLDMINE.
  2. Open SQL Server Management Studio.
  3. Connect to SQL Server.

The server name should be the LOCALMACHINENAME\INSTANCENAME

Authentication:  SQL Server Authentication

Login: sa username

Password: sa password

  1. Click the Connect
  2. Expand the Databases section in the Object Explorer on the left.
  3. Right-click on the database to detach and choose Tasks –> Detach. The Detach Database window opens.

  1. If there is a message that there are still active connections, check the box under Drop Connections.

  1. Click OK to detach the database.
  2. The database name (e.g, GoldMine) will be removed from the Databases list on the left. The data files are now disconnected from the SQL Server and can me moved, copied, etc.

To Attach a SQL Database:

  1. Open SQL Server Management Studio.
  2. Connect to SQL Server.

The server name should be the LOCALMACHINENAME\INSTANCENAME

Authentication:  SQL Server Authentication

Login: sa username

Password: sa password

  1. Click the Connect
  2. Right-click on the Databases section in the Object Explorer on the left and choose Attach. The Detach Database window will open.

  1. Click the Add The Locate Database Files window opens.
  2. Navigate to the folder the backup is in on the left and select the actual backup file on the right.

  1. The database will display under Databases to attach and the file details will display in the lower section. Click OK to attach the database.
  2. The database name (e.g, GoldMine) will be added to the Databases list on the left. The data files are now connected from the SQL Server and can used in applications and queries.
  3. If you don’t see the database name in the list and you did not receive an error, right-click on the Databases section and choose Refresh.
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GoldMine – Backing Up the GoldMine Database

Before you make changes to the GoldMine database such as importing records, doing multiple merge purge actions, or global replaces, a quick backup of the can be a life saver.  Backing up the database will also be needed if you are moving the server or saving archives.

To back up the GoldMine database:

  1. Open SQL Server Management Studio.
  2. Connect to SQL Server.

The server name should be the LOCALMACHINENAME\INSTANCENAME

Authentication:  SQL Server Authentication

Login: sa username

Password: sa password

  1. Click the Connect
  2. Expand Databases on the left and right click on GoldMine. Choose Tasks –> Back Up.  The Back Up Database – GoldMine window opens.

Database:  GoldMine

Recovery Model:  SIMPLE

Backup Type:  Full

Backup component:  Database

Back up to:  Disk

If a database location is displayed, select it and click the Remove button.

Click the Add Button and then click the Browse (…) button to navigate to the location you want to store the backup file. (e.g., C:\GoldMIne\Backup).

Enter a File name:  e.g., GoldMineBackup5-8-19.bak

  1. Click
  2. The location/file path will display in the list. Click on it to select.
  3. Click the OK button at the bottom of the window. The backup will begin.
  4. Progress will be displayed in the bottom left of the window under Progress.
  5. When the backup is done a message will display.

  1. Click OK and the windows will close.
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GoldMine: Creating a Group Based on a Filter

Groups are static and based on membership.  Filters and SQL queries, on the other hand, are dynamic and based on the field criteria by which they are built.  Creating a group based on a filter or query allows for a stable list of contacts (originally based on field criteria) that can be added to or removed from by manually adding or deleting a contact’s membership to that group. Read more

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GoldMine: Adding a Picture to the GM+View Tab

There may be times when you are in need of quickly viewing a picture.  Some examples would be a picture of a person to verify their identity or images of property you are insuring.

Linking the image on the Links tab is helpful as you can view it in the Preview Pane.  But if you have many linked documents and don’t want to search, you can display the image on the GM+View tab so it can be accessed with a click of the tab. Read more