# Delete a Record

The "Delete a Record" action permanently removes a record from your data source. This action can delete either the current record the button is on, or a related record connected through a single-linked relationship field.

{% hint style="danger" %}
**Warning:** Deleting a record is permanent and cannot be undone. Always use appropriate confirmation modals and visibility rules to prevent accidental deletions.
{% endhint %}

## When to Use Delete a Record

Use the Delete a Record action when you need to:

* **Remove completed or obsolete records**: Delete finished tasks, expired promotions, or outdated entries
* **Clean up test data**: Remove sample or test records during development
* **Implement user-requested deletions**: Allow users to delete their own content or submissions
* **Enforce data retention policies**: Remove records that have passed retention periods
* **Cascade deletions**: Delete a main record and related records in sequence

## Setting Up a Delete a Record Action

### Step 1: Create the Action Button

1. In build mode, navigate to the record page where you want the delete button
2. Click the "+" button in the Action Buttons section
3. Click the edit icon to configure the button

### Step 2: Configure Button Appearance

* **Button Text**: Clear label indicating deletion (e.g., "Delete", "Remove", "Delete Task")
* **Appearance**: Use **Danger** (red) to indicate destructive action
* **Icon**: Trash can or X icon to reinforce the action
* **Button Tooltip**: Explain what will be deleted

### Step 3: Configure the Action Type

Always use **Modal** type for delete actions to prevent accidental clicks:

* **Type**: Select **Modal** (not "One click")
* **Modal Title**: Clear title like "Delete \[Record Name]?" or "Confirm Deletion"
* **Modal Description**: Explain what will be deleted and that it's permanent
* **Confirm Button Text**: Use explicit text like "Delete Permanently", "Yes, Delete", or "Confirm Deletion"

### Step 4: Select What to Delete

Choose which record to delete:

**Option 1: This Record**

* Deletes the current record the button is on
* Use when the button is on the record you want to delete

**Option 2: Related Record**

* Select a single-linked relationship field (e.g., "User → Client")
* Deletes the related record, not the current one
* Use when you want to delete a connected record

### Step 5: Configure Notification

* **Notification**: Turn **On**
* **Notification Type**: Choose **Success** (green) or **Information** (blue)
* **Notification Text**: Confirm the deletion (e.g., "Task deleted successfully")

## Common Use Cases

### 1. Delete Current Task/Item

**Scenario**: Allow users to delete their own tasks

**Button Configuration:**

* Button Text: "Delete Task"
* Appearance: Danger (red)
* Icon: Trash icon
* Type: Modal
* Modal Title: "Delete this task?"
* Modal Description: "This will permanently delete this task. This action cannot be undone."
* Confirm Button Text: "Delete Permanently"

**Action Configuration:**

* What Should Happen: Delete a record
* Which Record: This record
* Notification: "Task deleted successfully"

**Visibility Rules:**

* Only show if: `Assigned To equals Logged in User` (users can only delete their own tasks)

***

### 2. Delete Related Record

**Scenario**: Delete a client account from a project record

**Button Configuration:**

* Button Text: "Remove Client"
* Appearance: Danger
* Icon: User X icon
* Modal Title: "Remove Client from Project?"
* Modal Description: "This will delete the client record entirely, not just unlink them from this project."

**Action Configuration:**

* Which Record: This record → Client (single-linked field)
* Notification: "Client removed successfully"

**Visibility Rules:**

* Only show to: Admin, Project Manager roles

***

### 3. Multi-Step Cleanup

**Scenario**: Archive data before deleting, or delete related records first

**Step 1 - Update Record:**

* Update Status to "Archived"

**Step 2 - Show Message:**

* "Data has been archived. Ready to delete?"

**Step 3 - Delete Record:**

* Delete This Record

***

### 4. Conditional Delete with Confirmation

**Scenario**: Only allow deletion if certain conditions are met

**Button Configuration:**

* Button Text: "Delete Order"
* Appearance: Danger
* Modal Title: "Delete Order #{{record.order\_number}}?"
* Modal Description:

```markdown
## You are about to delete:
- Order: {{record.order_number}}
- Customer: {{record.customer.name}}
- Total: ${{record.total}}

This will permanently remove all order data and cannot be recovered.
```

**Visibility Rules:**

* Show only if: `Status equals "Cancelled"` AND `Payment Status equals "Refunded"`
* User Role: Admin only

***

### 5. Bulk Delete Option

**Scenario**: Delete multiple records at once using bulk actions

See the [Bulk Actions](/actions/action-buttons/bulk-actions.md) guide for details on deleting multiple records simultaneously.

***

### 6. Delete with Workflow Trigger

**Scenario**: Trigger cleanup workflows before deletion

**Step 1 - Run Workflow:**

* Run workflow: "Cleanup Related Data"
* Wait for completion

**Step 2 - Delete Record:**

* Delete This Record

**Use Case**: Send notifications, archive data elsewhere, or clean up related records before deletion.

***

### 7. Self-Service Account Deletion

**Scenario**: Allow users to delete their own accounts

**Button Configuration:**

* Button Text: "Delete My Account"
* Appearance: Danger
* Modal Title: "⚠️ Delete Your Account?"
* Modal Description:

```markdown
## This will permanently delete:
- Your profile and account data
- All your submissions and content
- Your activity history

## What happens next:
1. All your data will be deleted immediately
2. You will be logged out
3. This action cannot be reversed

Please export your data before deleting if you need a copy.
```

* Confirm Button Text: "Yes, Delete My Account"

**Action Configuration:**

* Which Record: This record → User
* Notification: "Your account has been deleted. Thank you for using our service."

**Visibility Rules:**

* User must be viewing their own profile: `This Record equals Logged in User`

## Important Considerations

### Preventing Accidental Deletions

1. **Always Use Modal Type**
   * Never use "One click" for delete actions
   * Always require explicit confirmation
2. **Clear Modal Descriptions**
   * Explain exactly what will be deleted
   * Mention that the action is permanent
   * Show key details of what's being deleted (names, IDs, etc.)
3. **Use Danger Appearance**
   * Red color signals destructive action
   * Helps users recognize the seriousness
4. **Explicit Confirm Button Text**
   * Avoid generic "OK" or "Confirm"
   * Use "Delete Permanently", "Yes, Delete", or "Delete \[Item Name]"

### Permissions and Visibility

**Set appropriate visibility rules:**

* Restrict to specific roles (e.g., Admins only)
* Only show on user's own records
* Hide when deletion shouldn't be allowed (e.g., `Status not equals "Draft"`)

**Remember**: Visibility rules don't enforce security—always set proper table permissions too.

### Data Integrity

**Consider relationships:**

* What happens to related records?
* Are there required relationships that will break?
* Should you delete or unlink related records first?

**Use workflows for cleanup:**

* Send notifications before deletion
* Archive data to another system
* Update related records
* Log deletion for audit purposes

## Cascading Deletes

To delete multiple related records, chain delete actions:

**Example**: Delete a project and all its tasks

**Step 1**: Delete all related tasks

* Which Record: This record → Tasks (would need to use bulk delete or workflow)

**Step 2**: Delete the project

* Which Record: This record

**Note**: Consider using an on-demand workflow for complex cascading deletions.

## Best Practices

### Do:

* ✅ Always use Modal type for confirmations
* ✅ Use Danger (red) appearance
* ✅ Write clear, explicit modal descriptions
* ✅ Set strict visibility rules
* ✅ Show success notifications
* ✅ Use dynamic field values in messages ({{record.name}})
* ✅ Test thoroughly before deploying
* ✅ Consider archiving instead of deleting

### Don't:

* ❌ Use "One click" type for delete actions
* ❌ Use vague button text like "Remove" or "Clear"
* ❌ Allow deletion of records with active dependencies
* ❌ Forget to set proper permissions
* ❌ Delete without user confirmation
* ❌ Use generic "OK" for confirmation buttons
* ❌ Show delete buttons to unauthorized users

## Alternatives to Deletion

Consider these alternatives before implementing permanent deletion:

### 1. Soft Delete (Archive)

Instead of deleting, update a field:

* Add a boolean field "Is Archived"
* Update record to set "Is Archived = true"
* Filter views to hide archived records

**Benefits:**

* Data can be recovered
* Maintains audit history
* Safer for important records

### 2. Move to Trash

* Create a "Status" field with "Deleted" option
* Update Status to "Deleted" instead of deleting
* Create a "Trash" view showing deleted items
* Permanently delete only after retention period

### 3. Transfer Ownership

Instead of deleting, reassign:

* Update "Owner" field to another user
* Move record to different category
* Reassign to admin for review

## Troubleshooting

### Button Doesn't Appear

* Check visibility rules match current user/record state
* Verify user has permission to view the button
* Ensure button isn't hidden in settings

### Delete Action Fails

* **Permission error**: User lacks delete permission on the table
* **Relationship constraints**: Related records prevent deletion
* **Required relationships**: Can't delete if other records depend on it
* **Data source rules**: External database may have constraints

### Related Records Aren't Deleted

* Delete actions only delete the specified record
* Use workflows or multiple delete actions for cascading
* Check your data source's cascade delete settings

### Confirmation Modal Doesn't Show

* Ensure Type is set to "Modal" not "One click"
* Check that modal title and description are configured
* Try refreshing the page or republishing

### Deleted Record Still Shows

* Refresh the view or page
* Check if you're viewing cached data
* Verify the deletion actually completed (check data source)

## Security Considerations

### Table Permissions

Set appropriate delete permissions at the table level:

* Admin role: Can delete any record
* Manager role: Can delete records in their department
* User role: Can delete only their own records
* Read-only role: Cannot delete any records

### Audit Logging

Consider implementing audit logs:

* Use workflows to log deletions before they occur
* Record: who deleted, what was deleted, when
* Store in a separate audit table

### Compliance

For regulated industries:

* Implement retention policies
* Ensure deletion complies with GDPR, CCPA, etc.
* Provide data export before deletion
* Log all deletions for compliance audits

## Advanced: Delete with Confirmation Checkbox

For critical deletions, add an update action first:

**Step 1 - Update Record:**

* Show field: "Confirm Deletion" (boolean)
* User must check box to confirm

**Step 2 - Delete Record:**

* Only proceeds if checkbox was checked
* Delete This Record

**Visibility for Step 2:**

* Only show if: `Confirm Deletion equals true`


---

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