How to delete the notes in bulk?

How to delete the notes in bulk?

Managing your CRM data includes regularly cleaning up irrelevant or outdated Notes. With Kylas CRM, users can now delete Notes in bulk without manually removing them one by one. This saves time and ensures cleaner data management across your system.

This article walks you through the steps to delete Notes in bulk using the Bulk Jobs feature in Kylas.


Table of Contents

  1. Prerequisites

  2. Steps to Delete Notes in Bulk

  3. Use Cases

  4. Benefits

  5. Conclusion


Prerequisites

Ensure the following before proceeding:

  • Permissions: The user must have Delete or Delete All permission for Notes.

  • Product Plan: This feature is available only in the Elevate plan.

  • Access Required: User must have access to the Settings > Data Management section.


Steps to Delete Notes in Bulk

Step 1: Login and Navigate to Bulk Jobs

  • Go to https://kylas.io and log in to your Kylas account.

  • Navigate to Settings from the left menu.

  • Under Data Management, click on Bulk Jobs.

Step 2: Click on “Add Job”

  • On the Bulk Jobs page, click the “Add Job” button (CTA).

  • A form will appear to initiate the bulk deletion process.

Step 3: Select the Note Entity and Fill Details

  • In the Job Form, select Entity: Notes.

  • Specify filters or relevant details of the Notes you want to delete in bulk (e.g., date range, lead association, etc.).

Step 4: Confirm & Start Bulk Job

  • Tick the checkbox that says:

    Alert
    “I understand that the changes made cannot be undone.”

  • Click on Start Bulk Job.

  • A confirmation toast message will appear indicating the job has been initiated.

Step 5: Review Deleted Notes in Bulk Job Logs

  • After execution, return to the Bulk Jobs listing page.

  • You’ll see all bulk job actions including your Note deletion activity.

  • Click on the job entry to view:

    • Job summary

    • Success/Failure statistics

    • Downloadable CSV file with deleted Notes details


Use Cases

Scenario

Description

📥 Campaign Cleanup

Delete outdated notes from past marketing campaigns.

👥 Staff Offboarding

Remove notes created by former team members.

🧹 Data Hygiene

Clean up empty or irrelevant notes created by mistake.

📅 Periodic Maintenance

Delete notes older than a specific time frame to maintain performance.

Benefits

Benefit

Explanation

⏱️ Time Efficiency

Saves hours by removing hundreds of notes in one go.

🧼 Data Cleanliness

Improves data quality and makes CRM usage efficient.

📁 Organized View

Reduces clutter in Lead/Deal/Contact records.

🔐 Controlled Access

Action is governed by user roles and permissions.

Conclusion

The Bulk Delete Notes feature in Kylas CRM empowers users to maintain a clean and efficient CRM environment with minimal manual work. Especially useful for large teams and growing sales pipelines, this functionality enhances productivity and promotes better data hygiene.

If you're a system admin or a power user, mastering bulk actions like these can save significant time while keeping your CRM lean and optimized.


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