Edit or delete many records

Select records in a list and set one field on all of them, assign them to someone, or move them to the trash in one go.

Change many records at once: mark 30 orders as Shipped, give a batch of leads to a new sales person, or clear out test records.

Before you start: Editing needs Can add & edit on Business records; deleting needs Full control. Each record is checked on its own, so records you are not allowed to change are skipped and the rest go ahead.

Select records

  1. Open a record type's list.
  2. Tick the box at the start of each row you want. The box in the heading row (Select all shown) ticks every row on the current page.
  3. A bar appears above the list: 12 selected with Edit field, Delete and Clear.

Filter the list first to select a group quickly, for example City = Pune. See Find records. Selection works on the rows you can see; there is no "select every match" across pages yet.

Set a field on every selected record

  1. Click Edit field.
  2. In Edit 12 records, choose the Field.
  3. Enter the New value. Leaving it empty clears the field on every selected record.
  4. Click Apply to 12.

You see 12 records updated. If some were refused, the message says how many and why, for example 10 updated, 2 refused: <reason>.

To assign records, set a person or link field, such as Owner or Sales person, to the new person.

Fields that fill themselves in (auto-numbers, formulas), built-in fields and fields that cannot change after they are set are not offered.

Delete selected records

  1. Click Delete.
  2. Confirm Move 12 records to the trash? with Move to trash.

You see 12 records moved to the trash with an Undo button. Records stay in the trash for 30 days. See Trash and restore.

What else to know

  • Every change goes through the same rules as editing one record: required fields, unique values and validation. The activity trail records each change, and flows and notifications run for each record.
  • Up to 500 records per action.
  • Issued invoices and other locked documents are refused, as they are when you edit them one by one.