How to Delete a Record in Horilla CRM

Keeping data clean, consistent, and accurate is crucial for the effective functioning of any CRM system. Over time, records such as Leads, Contacts, Accounts, and Opportunities may become outdated, duplicated, or no longer relevant. Properly removing these records helps keep your system organized, improves reporting accuracy, and ensures users are working with reliable information.

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Horilla CRM includes a controlled and secure deletion mechanism that helps minimize the risk of unintended data loss. Instead of immediately removing records, the system walks you through clear steps, allowing you to choose how the data should be handled and how related records should be managed. Whether you’re performing a simple cleanup or handling complex dependencies, the process ensures full control at every stage.

Step 1: Click the Delete Button

You can initiate deletion from two places:

• From the List View
  Locate the record in the list. At the extreme right end of the row, open the action menu and choose the Delete option.

• From the Detail View
  Open the record by clicking its name. At the top-right corner, open the three-dot menu and choose Delete.

Both options lead to the same deletion process.

Step 2: Select the Delete Mode

A modal titled “Select Delete Mode” appears.

You will see two options:

• Hard Delete
  Permanently removes the record from the system. This action cannot be undone.
• Soft Delete
  Removes the record from active views and stores it in the Recycle Bin, allowing restoration later.

Your selection will apply throughout the entire deletion process.

Step 3: Dependency Check

After choosing the delete mode, the system checks whether the record is linked to other records (such as Activities, Opportunities, or related Contacts).

Step 4: Handle the Outcome

If No Dependencies Are Found

A confirmation modal titled “Confirm Delete” appears.

You will see:

• Cancel — exits without making changes
• Confirm — completes the deletion based on the selected mode

Once confirmed, the record is removed, and the list view refreshes.

If Dependencies Are Found

A modal titled “Delete [Record Type] with Dependencies” is displayed.

This includes:

• A warning message indicating the record cannot be deleted directly
• A list of related records (with counts and preview names)
• An option to load more records if needed

You are then given three ways to proceed:

Reassign All Dependencies

• Opens a modal titled “Bulk Reassign Dependencies.”
• Select a new target record from a searchable dropdown
• Confirm the selection

All related records are reassigned, and the original record is deleted.

Reassign Individually

• Displays a table of all dependent records
• For each record, you can:
  • Assign a new target record
  • Set the field to null (if allowed)
  • Delete the dependent record (using the selected delete mode)

Bulk controls are available to apply actions across multiple rows.
After resolving all entries, click Confirm.

Delete All Dependencies

• Opens a final confirmation modal titled “Confirm Deletion.”
• Clearly explains the impact based on the selected mode.

For hard delete: all records are permanently removed.
In a soft delete, records are transferred to the Recycle Bin instead of being permanently removed.

Click Confirm to proceed or Cancel to go back.

Step 5: Deletion Complete

After confirmation:

• The record (and any related records, if applicable) is deleted based on the selected mode
• A success message is displayed
• The list view reloads automatically
• If soft delete was used, the record is available in the Recycle Bin for recovery

Important Notes

• Hard delete is permanent and cannot be reversed.
• Soft delete enables records to be restored from the Recycle Bin within the retention period (default is 30 days).
• Dependent records follow the same delete mode
• You can cancel the process at any step without making changes

The record deletion workflow in Horilla CRM is built to ensure both data protection and adaptable control. Instead of allowing immediate and irreversible actions, the system ensures that every deletion is intentional, visible, and controlled. By introducing delete modes, dependency checks, and multiple resolution paths, it minimizes the risk of losing critical data while still enabling efficient cleanup.

This method is particularly useful in practical CRM scenarios, where data records are frequently linked to one another. Whether you’re removing a single unused lead or handling a record with multiple related entries, Horilla CRM ensures that you always understand the impact of your actions before finalizing them.

By following this structured flow, teams can confidently manage their data, maintain system integrity, and keep their CRM environment clean and reliable over time.