2011 User's Guide Copyright

Delete records

If the Delete button is not visible on the toolbar, the security role assigned to your account does not have permission to delete this type of record. To check your permissions for a specific record, open the record, click the File menu button , and then click Properties.

If you are deleting a record that has child records, you can delete it only if you also have permission to delete any child records.

More information about specific permissions and performing this task while offline: Common Task Permissions

1. 
   In any list of records, select the record that you want to delete.
   

In any list, select multiple records:

• 
  Select several records by pressing the CTRL key while you click each record.
  
• 
  Select a sequence of records by clicking the first record that you want, and then press the SHIFT key while you select the last record that you want.
  
• 
  Select all records on the page by selecting the Select/clear all records on this page check box at the top of the list.
  

By default, the Microsoft Dynamics CRM Web application displays 50 records per page. You can increase this up to a maximum of 250 records per page to increase the number of records you can select at one time. To increase the number of records displayed per page:

1. 
   On the File menu, click Options.
   
2. 
   On the General tab, in the Records Per Page list, select the number of records to display per page.
   
3. 
   Click OK.
   

2. 
   On the Actions toolbar, click the Delete button .
   
3. 
   If you are deleting accounts or contacts, you have the option to deactivate a record instead of deleting it. In the Delete Confirmation dialog box:
   

• 
  To delete the record, click Delete.
  
• 
  To deactivate the record, click Deactivate.
  

• 
  When you delete a record, all its relationships to other records are also deleted.
  
• 
  If a record has child records, and you have permission to delete the child records, deleting a record also deletes the child records.
  

Related Topics Edit Multiple Records 39 Delete Things 18 Add a Note or Attach a File 29 Check Your Permissions for a Record 48

Using Connect to Define How Records Relate

Microsoft Dynamics CRM offers several different roles you can use to identify your connection types. The options are not limited. Your system administrator can add new role types.

Check for duplicates

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Common Task Permissions

Duplicate detection can take place only if duplicate detection is enabled in Duplicate Detection Settings and if at least one duplicate-detection rule exists for the record type.

1. 
   Start duplicate detection.
   

1. 
   In any list, on the Actions menu, click Detect Duplicates.
   

1. 
   To search selected records, click For Selected Records.
   

To search all records on all pages of the current view, click For All Records on All Pages.

Start duplicate detection from the Workplace, Tools menu, or Settings area

2. 
   On the Tools menu, click Duplicate Detection.
   

In the Workplace, in the My Work section, click Duplicate Detection, and then click New.

- OR -

In the Navigation Pane, click Settings, click Data Management, click Duplicate Detection Jobs, and then click New.

3. 
   Click Next.
   
4. 
   In the Look for list, click a record type.
   

5. 
   Select criteria to define the records that Microsoft Dynamics CRM will use to check for duplicates:
   

• 
  To use criteria from a saved view:
  

- OR -

• 
  To use new criteria:
  

• 
  To make sure that you have the records you want, click Preview Records.
  
• 
  To change the columns that are displayed in the preview, or the column order, sort order, or column widths, click Edit Columns.
  
• 
  To save these criteria to use later, click Save As. This saved view will be available in the My Views section of the View box.
  

6. 
   Click Next.
   

2. 
   Specify:
   

• 
  The name of the duplicate-detection job.
  
• 
  When you want the duplicate-detection job to start. You also can specify to run the job on a regular schedule.
  
• 
  Whether you want notification sent to you and to other users when the background duplicate-detection job completes.
  

3. 
   Click Next, and then click Submit.
   

4. 
   To view the potential duplicates, after the duplicate-detection job completes, in Workplace, under My Work, click Duplicate Detection.
   
5. 
   Open your duplicate-detection job.
   
6. 
   Under Related, click View Duplicates.
   

7. 
   In the top list of records that may have duplicates, select a record.
   
8. 
   In the list of potential duplicate records, for each potential duplicate record found, select the record, and then do any of the following actions:
   

   Action	Do this
   View the contents of a record to help you decide what to do	Double-click the record.
   Edit the record	On the Actions menu, click Edit.
   Deactivate the record	On the Actions menu, click Deactivate. In the confirmation dialog box, click OK.
   Merge record by using the record in the top list as the master	In the Records group, click Merge. Click Automatically.
   Merge record by choosing the master record	In the Records group, click Merge. Click Select Master. In the Merge Records dialog box, select which record to make the new master record. Select the fields from each record that you want to include in the master record. Fields that are shaded will overwrite the corresponding unshaded field during the merge operation. When you are ready to merge the two records, click OK. When you receive the message The selected records are merged and the subordinate record is deactivated, click OK.
   Delete the record	On the Actions toolbar, click the Delete button . In the Select Delete or Deactivate dialog box, click Delete, and then in the confirmation dialog box, click OK.

9. 
   When you have finished resolving duplicates, click Close.
   

• 
  Your system administrator or system customizer determines the criteria for identifying a record as a potential duplicate. More information: Requesting User Interface Changes (on page 212)
  
• 
  If you enter a duplicate record within a few minutes of entering the first record, Microsoft Dynamics CRM will not detect the duplicate record. The matchcodes for new and updated records are created every five minutes, rather than as a record is created.
  
• 
  To refresh the list of duplicate records, you must run a new duplicate-detection job:
  

• 
  After a record has been merged or deactivated, the record is still displayed on the bottom list.
  
• 
  You can use the Modified On column to determine whether a record was modified after the duplicate-detection job was run.
  
• 
  After a record has been deleted, merged or deactivated, the record is still displayed on the top list.
  

Related Topics Enable and Disable Duplicate Detection 67 Avoiding Duplicate Records 66