Overview
Within your i360 system, specific data types will archive and accumulate over time, thus requiring a bit of storage management/maintenance from a system admin. Otherwise, your organization may reach your Salesforce Storage limit.
Native - Salesforce Mass Delete (Free)
You can delete multiple reports or records at the same time.
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.
- A user who recently left your company had contacts that were duplicates of other users’ data and you want to delete these duplicate contacts.
- You used to enter leads as accounts with the Type field set to Prospect. You now want to convert these accounts into leads.
- You want to delete all the leads that have been converted for your org. Select the lead record type, enter Converted equals 1 for the search criteria, and then click Search.
- You want to clean up web-generated leads that were created incorrectly or delete accounts and contacts with whom you no longer do business.
- We strongly suggest you run a report to archive your information and export your data weekly. See Export Backup Data from Salesforce.
- From Setup, enter Mass Delete Records in the Quick Find box, then select Mass Delete Records and click the link for the type of record to delete.
- Review the information that is deleted with the records.
- Specify conditions that the selected items must match, for example, “State equals California.”
- If you’re deleting accounts, specify whether you want to delete accounts with attached closed/won opportunities or attached opportunities owned by others.
- This option:
- Deletes products that are not on opportunities and moves them to the Recycle Bin.
- Archives products that are on opportunities. These products are not moved to the Recycle Bin and cannot be recovered.If you’re deleting products, select Archive Products if you also want to delete products that are on opportunities.
- To delete only those products that are not on opportunities, do not select Archive Products. Selected products that are on opportunities remain checked after the deletion to indicate that they were not included in the deletion.
- To find records that match, click Search and select the items you want to delete. To select all currently displayed items, check the box in the column header.
- To permanently delete records, select Permanently delete the selected records.
IMPORTANT Selecting this option prevents you from recovering the selected records from the Recycle Bin. - Click Delete.
https://help.salesforce.com/s/articleView?id=sf.admin_massdelete.htm&type=5
Increasing Storage Limit - (Paid)
Salesforce Storage Helper - AppExchange (Free & Premium)
https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3000000B5fvwEAB
- Mass delete records from any standard or custom object
- Synced Events and Tasks
- Archives of Events and Tasks
- Campaign and Case records
- Documents and attachments
- Marketing activity, clicks/opens
- Automated emails
- Auto-response and case email messages
- Mass Delete up to 20,000 Records per Month
- Delete Data on a Scheduled Basis
- Delete Data on an Ad-Hoc Basis
- Delete Data After the Standard Salesforce Export
- Preview Records Before Deletion
- Safely Delete Data Using Optional Backup Functionality
- Restore Records Deleted by Storage Helper with Storage Helper Archive Search
- Receive Storage Usage Alerts Based on Thresholds You Define
- Storage Usage Analytics
i360 Record Removal (Paid)
Please reach out to i360 support to inquire about this option. We have the ability to target specific data and mass delete. This will be a one time paid service.
*Note: Not to be used to delete Prospect data, but rather old call dispositions, completed tasks, etc.
i360 File/Attachment Archiving (Paid)
Please reach out to i360 Data Conversion team to inquire about this option. We have the ability to target specific attachments/files, export, rename and send to a storage systems like Dropbox or Google Drive.
Execution of scripts and instructions are provided here: i360 Attachment Archive
Keywords: Storage Removal, Deleting Data, Managing Storage/Data, Storage Limits, Attachments Archiving