How to Delete Old Items From the Sales Profile

How to Delete Old Items From the Sales Profile

QUESTIONS THAT APPLY TO THIS TOPIC

  • I am trying to delete old items from the sales profile, and when I try to delete something, I am told the record is in use and cannot be deleted.

ANSWER

Before deleting items from the sales profile, you need to make sure they aren’t being used by any Contact Groups, Speedbuttons, or Selection Rules. 

Delete Item from Contact Groups

The best way to find out which Contact Groups are using that item from the Sales Profile is to use a Selection Rule.  Create a Selection Rule that includes all Contact Groups with the item you are trying to delete.  If you need directions on how to create a Selection Rule, please refer to the knowledgebase article on “How to Create a Selection Rule.” 

After you create the Selection Rule, open it in the Finder.  For each Contact Group in the Selection Rule, go into the Sales Profile and unselect the item you want to delete. 

Delete Speedbuttons 

Gorilla comes with a Custom Report that lists all the Speedbutton commands. 

  1. Click Reports>Custom Report. 
  2. Run the “Utility – Speedbutton Command List” report. 
  3. Once you have run the report, click the binoculars icon to search the document. 
  4. Type in the item you are deleting and click “Find Next.” 
  5. As you search, results will be highlighted in red.  You can identify the Speedbutton that the item is a part of by the bolded text above the highlighted entry.  Take note of the Speedbutton.  Click “Find Next,” taking note of each Speedbutton you come to. 
  6. Once you have finished searching the document, close the Custom Report. 
  7. Open the Speedbuttons screen by clicking “Tools>Speedbuttons.” 
  8. Locate each Speedbutton.  If you do not need the Speedbutton, right click on it and click “Delete.” If you need to keep the Speedbutton, you will need to delete the command that contains the item you are trying to delete.  Locate it in the Speedbutton, right click on it, and click “Delete Command.” 
  9. Repeat step 8 for each Speedbutton that contains an instance of the item you are deleting. 

Delete Selection Rules 

Gorilla comes with a Custom Report that lists all the Selection Rule criteria. 

  1. Click Reports>Custom Report. 
  2. Run the “Utility – Selection Rule Criteria” report. 
  3. Once you have run the report, click the binoculars icon to search the document. 
  4. Type in the item you are deleting and click “Find Next.” 
  5. As you search, results will be highlighted in red.  You can identify the Selection Rule that the item is a part of by the bolded text above the highlighted entry.  Take note of the selection.  Click “Find Next,” taking note of each Selection Rule you come to. 
  6. Once you have finished searching the document, close the Custom Report. 
  7. Open the Selection Rule Manager.  Click “Tools > Selection Rule Manager.” 
  8. Locate and delete each selection rule in the list. 

You should now be able to delete the items from the Sales Profile.  


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