Remove field options that records still use

When you remove an option from a CRM field and click Save, CRM checks whether any records in the account still hold that value. If they do, it shows These options are still in use and doesn't save the change. Move those records to another value first, then remove the option.

The examples on this page use a contact field, Interests, with the option "Hiking" being removed and "Camping" and "Scuba" kept.

Why CRM blocks the change

Once a field has options, every record must hold one of them. A record that still holds a removed option would fail validation the next time anyone or anything edits it, including imports and automations. CRM counts records in the current account only. Field options you set in one account don't affect other accounts.

Step 1: Open the records that use the option

The dialog lists each removed option that's still in use and how many records hold it, for example 24 with "Hiking".

1. Click View records next to a line. The list opens filtered to those records, and the dialog closes.
2. If you removed several options, repeat steps 1–4 for each line.

The dialog only has Close. You can't save the field until no records hold the removed option.

Step 2: Select all the records

1. Check the filter chip above the list. It reads Interests any of hiking.
2. Select the checkbox in the table header.
3. If a banner shows how many records on this page are selected, click Select all so records on later pages are included too.
4. Check the bar above the table. It reads All 24 selected, with the same number as the dialog.

aviso

Records you leave out keep the old value, and the dialog appears again when you try to save.

Step 3: Open the update action

1. In the selection bar, click Actions on all.
2. Click More actions.
3. In the Choose an action panel, search for or scroll to the update action for the record type:
   • Update contact for contacts
   • Update company for companies
   • Update custom object for custom objects

The update panel opens.

Step 4: Remove, replace, or clear the value

In Select the field to change, choose the field from the dialog. Then open Select operation and choose one of these:

Operation	What it does	Result for a record with "Hiking, Scuba"
Remove from value	Removes only the values you enter and keeps the rest. Available for text list and tag fields.	Scuba
Set value	Replaces the whole value with the values you enter.	Camping
Clear value	Empties the field.	No value

Remove only that option

Use this for text list fields, so records keep their other values.

1. In Select operation, choose Remove from value.
2. In the box below it, enter the option you're removing, such as "Hiking".
3. Click Run.

A record with "Hiking, Scuba" ends up with "Scuba". A record with only "Hiking" ends up with no value. Matching ignores upper and lower case.

Replace it with another option

1. In Select operation, choose Set value.
2. In the box below it, choose one of the options you're keeping, such as "Camping".
3. Click Run.

aviso

On a text list field, Set value replaces the whole list. A record with "Hiking, Scuba" ends up with only "Camping". To keep "Scuba", add it in the box too, or use Remove from value.

Clear the value

1. In Select operation, choose Clear value.
2. Click Run.

aviso

Clear value empties the whole field. On a text list field it removes every value, not just "Hiking". To keep the other values, use Remove from value.

Check the result

Refresh the filtered list. When the update finishes, it shows no records.

tip

Large updates run in the background and can take a few minutes. If records are still listed, wait a moment and refresh again.

Step 5: Update automations that write the old value

The dialog counts records only. It doesn't check automations, so always do this step. An automation that still writes the removed option puts it back on records, or fails once the option is gone.

1. Go to Automations.
2. Open each running automation that updates this record type. Look for steps such as Update contact, Update company, or Update custom object.
3. In each step that writes the removed option to this field, change the value to one of the remaining options, or remove the step.
4. Save the automation.

tip

If a step fills the value from another source, such as a form answer, check that the source can't produce the removed option.

Step 6: Remove the option

1. Go to Administration → Data management → CRM objects and open the field.
2. Under Field options, click the X next to the option you're removing.
3. Click Save. The button shows a loading indicator while CRM counts the records.

When no records hold the value, the field saves and the panel closes. If the dialog appears again, some records were missed or an automation wrote the value back. The dialog shows the new count. Repeat from step 1 for the remaining records.