USE CASE: Keep It Clean—Mass Delete Old Synced Tasks in Salesforce Org

Problem: Completed Tasks data can accumlate quickly, depleting storage space

Integrations with apps that sync their activities/other data with Salesforce Tasks can consume a substantial amount of Salesforce data storage. A few examples of this are Pardot and Milestones PM+. Although this data is valuable to keep teams organized and focused, keeping this data in Salesforce without an archival process can be quite costly if old Completed Tasks are not deleted.

Solution: Develop an archival process to delete old data

Use Data Quality Helper to mass delete old Salesforce Tasks that no longer serve their original purpose and then schedule the setting to maintain the org’s cleanliness.

First, identify how you will differentiate the Salesforce Tasks that you would like to mass delete. *For this use case, Salesforce Tasks that are synced from Milestones PM+ have “M#” in the subject. All Tasks that contain “M#”, are Completed, and have a Created Date over 365 days ago are to be deleted.

1. Create a New Data Cleanup Rule
   1. Give the job a meaningful name: Old Synced MPM+ Tasks
   2. Object: Task (task)
   3. Notes: Enter a description of the job.
      1. Tasks that have been synced from MPM+, created over 365 days ago and are Completed.
   4. Create Filter Criteria
      1. Subject>Contains>M# (use your differentiator*)
      2. Created Date>less than>Last Number of Days>365
      3. Status>equals>Completed
   5. Save
   6. Data Cleanup Rule Activation
      1. Recommended: Keep Inactive until records are previewed to verify the correct criteria have been defined.
   7. Preview Records
      1. From the Detail tab, select Preview Records to verify your criteria.
   8. From the Filters tab, add, edit or delete criteria.
2. Once you are satisfied that the criteria is correctly defined, from the Detail tab, use the check box to Activate the setting.
3. Run
   1. Use the Run button to run the Data Cleanup Rule.

Besides better data storage management, this app also offers enhanced data validation as well as duplicate data detection and resolution that exceeds default Salesforce functionality. Plus, don’t forget to take advantage of the list view that shows all validation and duplication issues detected by the rules Admins created. Install the free version today!