Content Menu

Overview	Deleting Records	Deleting Instrument and Event Data	Required User Rights	Important Considerations

---

Overview

The Bulk Record Delete feature in REDCap can be used to delete data in bulk across different aspects of a REDCap project.

Bulk Record Delete can be used to:

1. Delete multiple records from the REDCap project entirely 
2. Delete data for specified instruments across multiple records.
3. Delete all data for a specified event across multiple records (if project is longitudinal)

The option to delete records in bulk can be found on the Record Status Dashboard page or on the Other Functionality page from the project home or Setup pages. 

If navigating from the Other Functionality page, there is a button under Data Management for Bulk Record Delete.  Access to this page is limited to users who have Project Design and Setup access.  

If navigating from the Record Status Dashboard, there is a button on the upper right corner of the page that has a drop-down for "Multi-record actions".  When this drop-down is selected, the option for "Bulk Record Delete" will display. 

Once you navigate to the Bulk Record Delete page, you will have several options to select which data to delete and for which records.  Follow the steps listed to ensure you are deleting the correct data. 

To the top

---

Deleting Entire Records

Using the Bulk Record Delete tool, you can delete all of the data for multiple records all at once.  

Steps to delete entire records:

• Step 1 - Select  "Delete entire records".
• Step 2 - Select either a custom list of records or select records from a populated list

If you opt to select records from a list of existing records, a series of check-boxes will appear that will allow you to select as many record IDs as you would like.  The selected IDs will be the ones that are deleted from the project. 

If you would like to copy and paste in a list of record IDs, you can do so with the first option under Step 2  - "Enter a custom list of records". 

This option will allow you manually enter in record IDs.  If you use this method, the record IDs listed must be either comma separated or return separated (a new ID on each line, hitting enter between each).  Copying and pasting a column from Excel will give you a return separated list you can past into the window. 

To the top

---

Deleting Single Instrument or Event Data

If you would like to delete a subset of data, instead of deleting the entire record, you can select "Partial delete (instrument-level data) in Step 1. 

Partial delete will open up additional options for you to select individual instruments that you would like to have the data deleted for. Using this option will keep all other data in place and only delete for the specific forms for the records specified. 

If your project is longitudinal, you can select the checkbox with the event name which will auto-select all instruments under that event.  This can be used to clear the data for an entire event all at once, for the records specified in Step 2. 

To the top

---

Required User Rights

To see the option for Bulk Record Delete in the Record Status Dashboard and to perform any of the actions associated with Bulk Record Delete, you must have "Delete Records" privileges in User Rights. 

For the partial delete options (i.e. selecting individual instruments to delete), you must additionally have "View & Edit" instrument-level privileges for the instrument that you select to delete.  If you do not have permissions for the instrument you will not be able to delete its data. 

To see the options under Other Functionality, you must have Project Design and Setup access in User Rights.

Because this tool permanently deletes data, please make any users given this permission are aware of the consequences of using Bulk Record Delete. 

To the top

---

Important Considerations

After making your selections and selecting the "Delete" button at the bottom of the Bulk Record Delete page, a confirmation pop-up window will display.  This window provides information on how many instruments and records will be impacted by completing the deletion. 

If you are confident in your selections, you must type the word "DELETE" in all caps and then select "Delete" again.  

This will permanently delete the data from your project.  You will not be able to undo this action after it has been taken. 

Because this tool permanently deletes data, please make sure that the only users being given Delete Records permissions have a strong understanding of REDCap and what it means to permanently delete records and other data from the project.  It is advised to only give this permission to those managing the project. 

Other Restrictions:

• If the "Require reason for change" option is enabled in the project, you will be prompted to enter a reason that will get logged when performing a partial delete of one or more instruments.
  
  
• If you are performing a partial delete of specific instruments, the instrument's data cannot be deleted in the following situations:
  • The form is locked (no changes to data entry for that form)
  • Surveys are enabled and you do not have form-level rights to modify survey responses for the selected instrument(s) and the data of the selected instrument(s) is a completed survey response
  • The selected instrument(s) is a completed e-Consent response and e-Consent responses are not allowed to be edited per the survey's e-Consent settings.

If you have a UW-Madison REDCap project and have questions about Bulk Record Delete, please send them to REDCap@ictr.wisc.edu

To the top