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Deleting and Restoring Records

You can delete a record if your access level to that record allows it. You can delete a list of records if your role includes the Batch Delete privilege.

When you delete a record or a list of records, the records are stored for 30 days in the Deleted Items area. During that time, you can restore the records. However, after 30 days, the deleted items are permanently purged and cannot be retrieved.

NOTE: Alert records and their attachments are the exception to the normal deletion behavior. Instead of being stored for 30 days, they are immediately purged from the system and cannot be restored.

Deleting a record automatically deletes some records linked to the record you are deleting. For example, if you delete an account, any linked notes are also deleted.

When you click the Deleted Items global link, the All Deleted Items page appears with all the items you have deleted. If your user role includes the Recover All Records privilege, you will see all deleted items for your company.

The parent record appears in the deleted items list, but the linked records do not. The only time a linked record appears as a separate record is when you delete the linked record before deleting the parent record.

For example, if you delete an account with three activities linked to it, only the account record appears in the list of deleted items. However, if you had deleted one of those linked activities before deleting the account itself, that activity would appear in the list as a separate record.

When you restore a record, all records linked to that record at the time it was deleted are also restored with their relationships intact. Always restore the parent record first; if you try to restore a child record first, the system displays an error message.

You can use the list on the All Deleted Items page to help you to find deleted records. When you select a record type from the list, the records that are displayed include all deleted notes and attachments for records of that type, as well as all deleted records of that type. However, the rule for linked records still applies. Notes and attachments that were deleted with the parent record are not shown in the list. For example, if you select All Accounts in the list, all account notes and account attachments that were deleted separately from their parent record are displayed, as well as all deleted account records.

NOTE: Companies are limited to the amount of data they can store. Records stored in Deleted Items do not count towards a company’s total disk storage limit.

To delete a record from a record Detail page

  • On the record Detail page, click Delete.

    NOTE: If you access the record Detail page by drilling down from a List page or from a list of related records on a parent record, then after you delete the record, Oracle CRM On Demand returns to the page from which you drilled down.

To delete a record in a list of records

  • In the row for the record that you want to delete, choose Delete from the record-level menu.

To delete a list of records

Before you begin. To perform this procedure, your user role must include the Batch Delete privilege.

  1. From the record Homepage, click the list of records you want to delete.

    TIP: Export the list before you delete it. Exporting the list allows you to import the data in to Oracle CRM On Demand if you delete some records in error.

    You can delete lists of accounts, contacts, opportunities, leads, service requests, or activities.

  2. On the record Lists page, click the Menu button and select Batch Delete.
  3. Click OK to confirm that you want to proceed.
  4. On the Batch Delete Queue page, click Proceed in the Active Requests section.

    NOTE: If you do not click Proceed, the deletion does not occur. You can return to the Batch Delete Queue by clicking the Admin global link and then the Batch Delete Queue link on the Admin Homepage.

  5. To review the log file for the deletion, click Log in the Processed Requests section.

To restore a record

  1. Click the Deleted Items global link.
  2. Click Restore in the row for the record.

    NOTE: If your role includes the Recover All Records privilege, you can restore records that anyone at your company deleted.

The following table provides further information about deleting records.

NOTE: The attachment records referred to in this table are the attachment records that are linked to parent records through the preconfigured Attachments related item. Files can also be attached to Custom Object record types, and to certain record types that are industry-specific or specific to Oracle CRM On Demand Partner Relationship Management Edition, through attachment fields. If such a record type is configured as a related record on another record type, the linked records and the attached files are not deleted from the Oracle CRM On Demand database when the parent record is deleted. For more information about the Attachments related item and attachment fields, see About Attachments.

If you delete this

You should be aware of this

Account

You cannot delete an account if it is linked to an Opportunity with a Sales Stage of Closed-Won.

When deleting an account, these linked records are also deleted:

  • Leads
  • Opportunities
  • Activities (along with any attachments linked to this activity)
  • Notes
  • Attachments

These linked records are not deleted:

  • Contacts

Activity

When deleting an activity, these linked records are also deleted:

  • Attachments

If you want to delete a Communication Activity, the Manage Company and Batch Delete privileges must be enabled for your role.

NOTE: Users who have the Delete Any Activity privilege in their role can delete activities that they do not own or activities that are marked private. Typically, the Delete Any Activity privilege is given to company administrators only.

Address

If you restore a deleted address, you must update the Billing and Shipping settings because when Oracle CRM On Demand restores the address record, it does not restore the address settings to the original values. You must readjust these values to avoid the creation of erroneous data.

For more information about deleting shared addresses, see Deleting Shared Addresses.

Alert

Alert records and their attachments are the exception to the normal deletion behavior. Instead of being stored for 30 days, they are immediately purged from the system and cannot be restored.

Campaign

When deleting a campaign, these linked records are also deleted:

  • Activities (along with any attachments linked to this activity)
  • Notes

These linked records are not deleted:

  • Leads
  • Opportunities

Contact

When deleting a contact, these linked records are also deleted:

  • Leads
  • Notes
  • Attachments

These linked records are not deleted:

  • Accounts
  • Activities
  • Opportunities

Dealer

When deleting a dealer, these linked records are also deleted:

  • Activities (along with any attachments linked to this activity)
  • Notes
  • Attachments

Filtered List

Filtered lists cannot be edited. To change a filtered list, delete it and create a new one.

Fund

When deleting a fund, these linked records are also deleted:

  • Activities (along with any attachments linked to this activity)
  • Notes
  • Attachments

Group

When you delete a group, the system removes the reference to the group from the group’s records, and the record ownership reverts to the employee in the Owner field. If that process involves a large number of records, it might take some time to complete. During that time, the system does not allow group members to create records.

Household

No child records are deleted when the household is deleted.

Lead

When deleting a lead, these linked records are also deleted:

  • Activities (along with any attachments linked to this activity)
  • Notes
  • Attachments

These linked records are not deleted:

  • Opportunities

Medical Event

When deleting a medical event, these linked records are not deleted:

  • Invitees (contacts)

NOTE: You cannot delete an event that has a Status of Completed.

Opportunity

You cannot delete an opportunity that has a Sales Stage of Closed because that information is used for historical reporting. When deleting an opportunity, these linked records are also deleted:

  • Leads
  • Activities (along with any attachments linked to this activity)
  • Notes
  • Attachments

These linked records are not deleted:

  • Contacts
  • Accounts

Portfolio Account

When deleting a portfolio, these linked records are also deleted:

  • Activities (along with any attachments linked to this activity)
  • Attachments

These linked records are not deleted:

  • Contacts

Product

You cannot delete a product. To remove it from the list of available products your employees can link to opportunities (as products) or accounts (as assets), clear the Orderable check box on the Product Edit page.

Product Category

A user whose role includes the Manage Content privilege can delete product categories. When a category is deleted, the association between the product and the category is broken, but the products are retained.

Role

A user whose role includes the Manage Users and Access privilege can delete roles.

Instead of being stored for 30 days, deleted roles are immediately purged from the system and cannot be restored.

Before deleting a role, all users assigned to that role must be assigned to a different role. Otherwise, the application does not let you delete the role.

Solution

When deleting a solution, these linked records are also deleted:

  • Solution Histories

These linked records are not deleted:

  • Service Requests
  • Solutions

TIP:  If you believe a solution is no longer useful, but it was at one time linked to a service request, change the status to Obsolete instead of deleting it. That way, your company can prevent the solution from further use by your customer service representatives, but it is saved for historical purposes. (To determine if the solution has been used, go to the Solution Detail page, and check the Service Requests section for linked records.)

Territory

A user whose role includes the Manage Territories privilege can delete territories. Territories can be deleted whether or not they are associated with other territories, accounts, opportunities, and so on.

The Territory Detail page shows the company administrator if the territory has any children or not. The company administrator can query on account, opportunity, and so on using the condition where Territory = <Territory to be deleted> to find out if the territory has any associated account, opportunity, and so on.

Vehicle

When deleting a vehicle, these linked records are also deleted:

  • Activities (along with any attachments linked to this activity)
  • Notes
  • Attachments

NOTE: For further information on linked records, see Converting Leads to Accounts, Contacts, Deal Registrations, or Opportunities.


Published 5/4/2012 Copyright © 2005, 2012, Oracle. All rights reserved. Legal Notices.