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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.

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