Fulcrum can delete up to 10,000 records in one bulk action. To delete more than that, filter the records in the data viewer and delete them in batches. This article shows you how to split your records into batches and delete each one.
Prerequisites
The Bulk Delete Records permission. The Owner system role includes it, and you can give it to custom roles. See Role Permission Definitions.
A backup of your data. Export your data before you delete.
Bulk delete permanently removes records. You can't restore deleted records from within Fulcrum. In some cases you can recover them within 90 days by exporting the app's full record history and importing the records again. See Recovering deleted records. Export and back up your data before you start.
Deleting records in batches
Open the data viewer for the app.
Filter the data viewer so that 10,000 or fewer records match. In the Quick Filters panel, under Record Updated, select a date option, such as Last 30 days. To choose your own dates, select Specific Range, then enter a start date and an end date. You can also filter by Status or Projects. For more filtering options, see Can I search, filter, and sort the data on the web app's data editor?
Check the record count at the top of the page, for example 17 records. Make sure it is 10,000 or fewer. If it's higher, choose a shorter date range, such as one month at a time.
Select the record count menu, then select Delete.
Enter the number of records shown, then select DELETE.
To check progress, open the Activity Center. You can keep working while the bulk action runs in the background.
When the action finishes, repeat steps 2 to 6 with the next date range. Continue until all the records are deleted.
Troubleshooting
I don't see the record count menu
Cause: You may not have permission to run bulk actions.
Solution: Ask an organization Owner to give you the Bulk Delete Records permission. See How do I bulk update or delete records?
Notes
Items stay in the Activity Center for 7 days before they are removed automatically.
By default, Workflows that trigger when a record is deleted don't run during a bulk delete. This prevents thousands of messages from being sent at once. Webhook actions do run.
To delete records you just imported, open the Changesets tab on the app dashboard, select the changeset for the import, and delete from the filtered data viewer. See How do I bulk update or delete records?
You can also perform bulk actions through the API. See the Batch API documentation in the Fulcrum Developer Docs.