Dynamics CRM Bulk Delete – General Support Questions

Article
10/26/2015

This article is to provide you with an overview of some of the most common questions & issues raised to Dynamics CRM Support for Bulk Delete.

The below tips should helpful to you in finding an answer in a lot of Bulk Delete areas before the need to raise a support case on the same or similar issue.

How to delete data from online org

https://rc.crm.dynamics.com/rc/2011/en-us/online/5.0/freestoragespace.aspx#o53315

The status code changes when a user does a bulk edit for any records from view within a custom entity without manually changing the status code in CRM Online. This is by design.

The status reason field gets changed to the default value when a user does a bulk edit in an open Opportunity view in CRM Online. This is by design.

You can select for bulk delete a record with the same status reason and always specify the status reason before saving the changes.

You should select for bulk delete a record with the same status reason and specify the status reason before saving the changes.

If you want to bulk delete all email attachments in CRM Online, you should create a bulk deletion job to delete emails and it will delete all the emails along with the email attachments.

In order to delete only email attachments, you need to create a workflow in order to change the status of the email activity so once the email status has been changed to draft state, you will be able to delete only attachment from the Email.

Regarding bulk delete and the queue with jobs in “waiting status”, bulk delete jobs will not run until the one before has finished.

Users are unable to enter values in the currency field while bulk editing the record. This is by design. You should either create a custom field with similar properties and add it on the form or export the data in excel for re-import and then import the file back with the changes.

Bulk Import performed through Custom Application fails with a timeout issue.

The best way to insert/ upload the data is to use multithreading for better performance.

For example you could import data in chunks of 500 if it looks like an optimum level for your CRM setup, but this differs per customer environment setup.

If you want to test this further, advise you to test Excel import and check results.

The table 'dbo.BulkDeleteFailureBase' may have a large number of records, e.g. 1 million, and represents almost 1GB in the database storage.

The bulk delete failure entity represents a failure that occurred during a bulk delete job. This entity provides a description of the failure and the error number.

You can see the 'bulk delete failure' records in: Settings -> Data management -> Bulk Record deletion and clean this table through a query in Advanced Find:

System Job -entity

Bulk delete -type

Complete Status

You need to bulk delete the succeeded system jobs in your CRM organization and create a bulk delete job to delete the succeeded system jobs.

If you want to free up space consumed by completed workflows, we advise to create a new bulk delete job to delete them every 3 days, of course may differ on amount of completed workflows.

When doing a bulk edit on any field, leaving the status reason field empty you will see that the status reason gets changed for all bulk edited records and will be automatically put to the default value. Out of the box the default value is ‘new’, and this can easily be changed.

Bulk delete is not working on deleting a custom entity so action is to, for e.g.:

Settings > Customization > Customize the System > Entity > Contacts > Views > select (Active Contacts, Applicants, My Active Contacts) fields > remove the type column from its view and save the change > click on "Publish all Customization" which deleted the entity type.

A user wants to untrack a CRM contact in bulk from the Outlook for their CRM organisation.

It is by design that users cannot Bulk untrack contacts.

You need to bulk close opportunity records as won in your CRM organization as has, for example, 4000 open opportunities to close as won.

Create a new on demand workflow for the Opportunity entity.

Add conditions where the owner was the team 'Import'.

Select 'Change Status' of 'Opportunity' to 'Won'.

Save the changes and activate the workflow.

A CRM user wants to know if there is a supported way to bulk cancel lots of pending email records, so that they are not processed for delivery anymore.

To do this, use a workflow or create a tool using SDK that will process it in a bulk operation.

The below helpful article discusses how using Bulk Deletion is similar to using Advanced Find, but deleting the records returned:

https://technet.microsoft.com/en-us/library/dn683569.aspx

Users want emails sent out using Quick Campaign but does not carry attachment when received by the recipient so can’t send bulk emails using templates with attachments.

This is a known product defect and is scheduled to be fixed in 0.2 Update for CRM 2015 On Premises and future CRM Online release update.

The workaround is to use Mail Merge and select users manually and send the email.

Using SDK https://msdn.microsoft.com/en-us/library/gg334229.aspx

A CRM user wants to change the owner of a system job in CRM Online.

If the system job "Bulk Deletion - Delete System Jobs Older than 90 Days" is a recurring bulk delete job, then as a system admin user you can deactivate the job, reassign it, and then activate it again. Otherwise you can simply delete the job and create a new one with the appropriate user.

Dynamics CRM Bulk Delete – General Support Questions

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