Hitting the brakes: A guide to deactivating or deleting Salesforce accounts
Before we begin: Deleting accounts permanently removes associated data. Take caution and explore alternatives before hitting that delete button!
Deactivating vs. Deleting: Understanding the Options
In Salesforce, deleting and deactivating accounts have distinct meanings:
- Deactivating an account hides it from most user views but retains its data. Think of it as putting the account on ice – you can reactivate it later if needed.
- Deleting an account permanently removes it and its associated data from your Salesforce org. This action is irreversible.
Deactivating an Account:
Deactivating an account is usually the preferred option. Here’s why:
- Preserve historical data: Deactivated accounts retain their data, allowing you to access past information if needed.
- Maintain relationships: You can reactivate a deactivated account if the relationship becomes relevant again.
- Avoid data loss: Accidental deletions are impossible with deactivation.
Steps to Deactivate an Account:
- Navigate to the Accounts tab.
- Find the account you want to deactivate.
- Click the checkbox next to the account name.
- Select Deactivate from the dropdown menu.
- Confirm your choice in the pop-up window.
Deleting an Account:
Deletion should be a last resort. If you’re sure you want to proceed, here’s how:
- Backup your data: Export any relevant information before deleting the account.
- Contact Salesforce support: Deleting accounts requires assistance from Salesforce support.
- Provide justification: Explain why you need to delete the account permanently.
- Follow support instructions: Once approved, follow the specific instructions provided by Salesforce support to complete the deletion.
Alternatives to Consider:
Before deactivating or deleting, explore alternatives that might suit your needs better:
- Archive inactive accounts: Move old accounts to a dedicated archive to keep them out of the way while preserving data.
- Use record filters: Filter out inactive accounts from your views to declutter your workspace without deleting data.
- Update account information: If an account’s information is outdated, consider updating it instead of deleting the entire record.
Remember, deactivating or deleting accounts should be a deliberate decision. By understanding the options and exploring alternatives, you can manage your Salesforce data effectively and avoid unwanted data loss.