You can delete individual records from a data backup job to ensure that they're no longer being stored by Gearset. This process will delete all records of the ID from all the backup runs that Gearset has stored. This not only helps you meet legal obligations (for example under GDPR compliance) but may also be required as part of your contractual obligations with your customers.
Find the record ID
The first step is to find the Salesforce ID for the record you want to delete.
If the record still exists in your org
Navigate to the record in the Salesforce UI.
In the URL in your browser, look for the string of numbers and letters that represents the record ID.
In the example lead below, the URL is:
https://gearset-35a-dev-ed.develop.lightning.force.com/lightning/r/Lead/00QWT00000MCOrd2AH/view
The record ID is00QWT00000MCOrd2AH.Make a note of the record ID.
If the record no longer exists in your org
You should be able to get the ID at least from one of the backup job runs.
Select to View records for the run that includes the record being deleted from the org and look for that specific record (you can use the filters to narrow it down). Once you find the record, you can make a note of the ID.
Deleting the record from your backup job
Once you know the ID of the record you wish to delete, you can delete it from the Data backup jobs page.
To delete the record:
Click on
Edit job...in the data backup job you wish to delete the record fromClick
Remove records from backup history...
Add the record ID in the first field.
You can comma-separate up to 10,000 record IDs if you need to delete multiple records.Provide deletion reason (this information will be displayed on your Backup job's audit history), and confirm by typing "delete data" in the third field. Then select "Delete records" button.
The record will be removed from this backup job's history. Once the record is deleted, Gearset will notify you about it (see image below).
Note that it may take a few minutes for this change to be reflected through the job's data browser!
By clicking on "View audit history" you'll be taken to the Audit history tab where you can preview the details of all the deleted records.
Audit history shows which Gearset user made the request and when, as well as when it was processed.
Ensure the record is also removed from your backed up org
Deleting a record from a job's history in Gearset does not prevent it from being re-downloaded in the future, and does not remove it from Salesforce.
You should ensure the record is also deleted from the source Salesforce org as well as Gearset's backup jobs.
If the record still exists in the source org, the next time the backup job runs the record will be re-captured in the job. If this happens, you can repeat the steps above to delete the record again.
Deleted records can't be restored
Deleting a record from a data backup job is irreversible. Once it has been deleted, it is removed from our systems and Gearset will be unable to restore it.