What Happens When You Delete a Record in Dynamics 365 CRM? Can You Bring It Back?

What Happens When You Delete a Record from the UI?

When you delete a record in Dynamics 365 CRM through the UI, several processes take place behind the scenes. Here’s a step-by-step breakdown:

1. User Action: The deletion process begins when a user selects a record (e.g., an Account, Contact, or Opportunity) and chooses to delete it using the delete option in the CRM interface.
2. Plugin Execution: If any plugins or workflows are registered on the Delete event of that entity, they are executed. These could be business logic operations that must occur before the record is actually removed, such as cascading deletes, logging the deletion or triggering related updates in other systems.
3. Database Deletion: After any associated business logic has executed, Dynamics 365 CRM proceeds to delete the record from the SQL database. The record is marked for deletion and the actual removal process begins.

• Soft Delete: Dynamics 365 CRM uses a “soft delete” approach, meaning that the record is marked as deleted but not immediately purged from the database. This helps with data integrity and allows time for recovery before the record is permanently removed.

1. Cascade Deletes: If the entity being deleted has relationships with other entities (e.g., an Account with associated Contacts), Dynamics 365 CRM checks the relationship settings:

• Cascading Delete: If the relationship is configured to cascade deletes, the related records are also deleted. For example, deleting an Account might also delete all associated Contacts.
• Restrict Delete: If the relationship is set to restrict deletes, the deletion may be blocked if there are dependent records, preventing data inconsistency.

1. Audit Log: If auditing is enabled for the entity, a record of the deletion is stored in the Audit Log. This log includes details like who deleted the record, when it was deleted and which entity was affected. However, the actual data of the deleted record is not stored in the audit log.

Can You Bring the Record Back?

Recovering a deleted record in Dynamics 365 CRM depends on several factors:

1. Using the Recycle Bin in Dynamics 365 CRM (Power Platform)

• Recycle Bin: Dynamics 365 CRM doesn’t have a traditional “Recycle Bin” like in some other systems but in recent updates, the Power Platform introduced a soft delete feature that temporarily stores deleted records and allowing for recovery within a limited timeframe before the data is permanently deleted.
• Restoring the Record: If the soft delete is still within the retention period, you can restore the record directly from the UI or through PowerShell or API commands.

2. Restoring from Backups

• System Backups: If the record has been permanently deleted from the CRM (e.g., the soft delete retention period has passed), you can restore the record from a database backup.
• Azure SQL Backups: For Dynamics 365 CRM Online, Microsoft automatically creates daily backups that are retained for a period of time (typically 30 days). You can request a restore from these backups, but it will restore the entire database, not just a single record.
• On-Premise Backups: If you’re using an on-premise deployment of Dynamics 365 CRM, you have more control over your backups and can potentially restore individual records or entire databases using your backup system.
• Third-Party Backup Solutions: There are third-party solutions available that offer more granular backup and restore capabilities, allowing you to restore specific records without rolling back the entire database.

Real-Time Example: Recovering a Deleted Contact Record

Scenario: Imagine you accidentally delete a Contact record from your CRM system. This Contact is linked to multiple Opportunities, Cases, and Activities.

Steps to Recover:

1. Check for Soft Delete: First, determine if the record is within the soft delete retention period (if applicable). Use the Power Platform’s recovery tools to restore the Contact record directly from the soft delete storage.
2. Audit Log Verification: Review the audit log to confirm the details of the deletion. This can help you identify when and who deleted the record, ensuring that the deletion was indeed accidental.
3. Backup Restore: If the soft delete option is not available and the record is crucial, you might need to restore the CRM database from a backup. This should be a last resort due to the complexity and potential data loss for other entities.
4. Manual Recovery: If restoring from a backup is not feasible, re-enter the Contact record manually, ensuring that you restore its relationships with other entities (like Opportunities and Cases). Cross-reference with any available data (such as emails or documentation) to ensure accuracy.

Conclusion

Deleting a record in Dynamics 365 CRM is not just about removing data from the UI. It involves complex processes that affect the database and related entities. While the system provides mechanisms for recovering deleted records, such as soft delete and backups, it’s essential to handle deletions with care to avoid data loss. Understanding these processes allows you to recover data when needed and implement best practices to prevent accidental deletions in the first place.