Helpful Bulk Delete Tool Makes it Easy to Manage Records in Dynamics CRM 2011

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If you've used any kind of CRM system in the past, you know that they're most effective when the records they contain are kept clean and up-to-date. But, for many people cleaning records is nowhere near the top of their priority list. We all seem to stay so busy just attending to those things on our to do lists that require immediate attention that maintenance items such as cleaning our CRM records often get put off until the situation somehow gets out of hand.

You may be surprised to know that Microsoft Dynamics CRM 2011 includes a bulk delete tool that makes managing your company's records a whole lot easier. Now, instead of combing through your CRM records 250 at a time to find the ones you want to delete, you have the option to set up a "Bulk Delete Job".  Are you wondering how this works?  Recently, I stumbled upon an interesting wiki that describes Dynamics CRM's bulk delete wizard. Here's a brief walk-through of the steps you’ll need to follow to use this helpful tool.

  1. Set up an advanced query that returns only the results you want to delete.
  2. Once your query returns results, save it and click the “More Actions” button found directly under the ribbon in Microsoft Dynamics CRM 2011.
  3. One of the options that will pop up after you've clicked the “More Options” button is “Bulk Delete.” Click it. This will start the Bulk Delete Wizard.
  4. A new window will appear asking you to define search criteria. At the top of this window there will be a drop-down menu labeled, "Use Saved View" open this drop-down menu and select the query you created a few moments ago. Again, be sure when you select the query that  only shows the records you want to delete. You can double check this by clicking the "Preview Records" button on the left-hand side of the screen.
  5. If you're satisfied with the results click the “Next” button at the bottom of the screen to schedule the job.
  6. The next window will give you several options to define the parameters of your job. These include the capability to:
    • Specify a name for the job that will appear in notifications and logs. It's best to give it a name that you will recognize so you won't have to wonder later on why a record is missing or when it got deleted.
    • Set the date and time you would like this bulk delete action to take place
    • Choose whether you'd like this job to occur on one time only basis or a recurring basis. Setting up bulk delete jobs on a recurring basis can be particularly useful if you would like to automatically remove records that become stale or invalid over time.
    • Opt to have an e-mail sent to you when the job is completed.


7.  Once the options are set as you would like click “Next” to be taken to the confirmation screen. This is your last chance to change any of the parameters you've set or back out completely. If you're satisfied, click “Submit”.

8.  After the job has been submitted you can review its progress in the "System Jobs" list. Once the job’s “Status Reason” is listed as "Succeeded" it has been successfully completed.

For those of you who already own Dynamics CRM I hope you find this to be a useful and time-saving tip. For anyone who’s still shopping around and comparing your CRM options, I hope you'll see this as evidence that Microsoft Dynamics CRM is extremely flexible and gives users the tools they need to efficiently manage their company's data.

If you'd like to learn more about Microsoft Dynamics CRM and how it can improve efficiency in your workplace, contact us today. We look forward to hearing from you!


By: Laura Heinbockel, Intelligent Technologies Inc., a North Carolina Microsoft Dynamics CRM partner



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