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Gainsight Inc.

Data Operations

Gainsight NXT

This article supports Gainsight NXT, the next evolution of the Customer Success platform. If you are using Gainsight CS Salesforce Edition, you can find supporting documentation by visiting the home page, and selecting CS > Salesforce Edition.

Not sure what your team is using? Click here.



Data operations is an Administration page that helps Admins view, edit, and delete the existing records in the Gainsight standard objects Company and Relationship. It helps to view and delete the existing records from the custom objects and Person Object Model. Admins can also add new records in the standard objects through this page. It is a channel through which Admins can insert or update data in the mentioned standard objects similar to the existing connectors, S3 Connector, and Gainsight Bulk API.

You can perform the following actions from the Data Operations page, on different types of objects:

  • You can add, view, edit, and delete records from the Company, Relationship, and Low Volume custom objects.
  • You can view and delete the existing records from the Person, Company Person, Relationship Person, and High Volume custom objects.

Data Operations Screen

To visit the Data Operations page:

  1. Navigate to Administration > Data Operation.
  2. Select one of the following Gainsight objects as required:
  • Company 
  • Relationship
  • Person
  • Company Person
  • Relationship Person
  • High Volume custom object
  • Low Volume custom object


Admins can see the following options in the Data Operation page:

  1. Select Object: Select any Gainsight object from the list above to perform different actions mentioned in the Overview section.
  2. Total record count: Displays the total number of records existing in the object that you have selected.
  3. Delete: If you select the record(s) that you want to delete and click this button, the selected records will be deleted.
  4. Refresh: If you click this button, it reloads the page and displays the exact number of records available now.
  5. Manage Columns: This option helps you filter and display the records in the object as per your requirement. If you click this button, you can see all the fields available in the object to add fields, operators, and values based on your requirements. To apply the filters:
  1. Select a field in the object.
  2. Select an operator, greater or equal, greater than, less or equal, less than, etc.
  3. You can select the checkbox to include the null records while applying the filters.
  4. Click + ADD FILTER to add multiple filters. You can add operators like AND and OR between the filters while applying the filters. Applying filters will fetch the users list as per the requirement.
  5. Click the Delete button to remove the already applied filters.
  6. Click APPLY to apply the added filters, then the records are displayed as per the selected filters.
  7. When you click the Refresh button, the applied filters are removed and all records are shown in the Data Operation page.

Apply and Add Filter.png

  1. Filter Results: You can select the fields in the object that you want to display in the Data Operations screen. You can Check All, Uncheck All, or Apply the selected fields.

Select Fields (Search).png

7. + RECORD: This option helps you add new records in the object. For more information, refer Adding a new record section.

Add a new record

To add a new record to the Gainsight object:

  1. Select the required Gainsight object.
  2. Click + RECORD. Add screen appears.
  3. Enter values in the standard and custom fields. You cannot enter values into the system fields.
    Note: Entering a value in the Name field is mandatory.

Add a New Record.gif

View and Edit Existing Records in the Standard Objects

To view or edit the information in an existing record in an object:

  1. Select the required Gainsight object.
  2. Click the View or Edit button in a specific record. View or Edit screen appears.
  3. In the View screen, you can view all of the system, standard, and custom fields in the object.
  4. In the Edit screen, you can edit values in the standard and custom fields but you can only view values in the system fields in the object.
  5. To edit values in the standard or custom fields of a record, make the required changes in the Edit screen and click Update.

Edit existing records.gif

  1. To identify the system fields in an object:
    1. Navigate to Administration > Data Management > [Select any standard object mentioned above].
    2. Identify the system fields that have Data Editability value is No.

Data Editability.png

Delete Records

This section describes the process of deleting records in any Gainsight object from the Data Operations page.


  • There is no way to recover the deleted record(s), so be sure before deleting the existing Company and Relationship records.
  • Deleting the Relationship or Participant records will affect any associated Programs.

To delete an existing record in the Company or Relationship, or any custom object from the Data Operations page:

  1. Navigate to Administration > Data Operations.
  2. Select the required Gainsight object.
  3. Select the checkboxes of the records that you want to delete.

Select Checkboxes.png

  1. Click the Delete record icon in the page header. You will get a confirmation message that has link to the current object graph to check all the dependencies. For more information on the Object Graph, refer Gainsight Data Management.

Delete Records.png

  1. Click hyperlink in the message to see object graph on the Company object.
  2. Click CONFIRM to complete deleting the selected records.

When you delete a Person record, following changes happen in Gainsight: 

  • The Person’s association is removed from all Company and Relationships. 
  • The Person record is deleted from Sponsor Tracking, if associated.
  • In Timeline, the Person record is removed from the External Attendees field of an Activity, if included. 
  • In Surveys 2.0, the Person ID field is nullified from all of the survey responses, which were responded by the deleted Person. However, the other fields of the survey responses are retained.  
  • In JO, the Participant State field is set to KNOCKED_OFF state, if the Program is in Draft state. The Participant State field is set to DROP, if the Program is in Active state. 
  • The Person record is deleted from the CTA detail view, if associated.

Mass Delete Records  

You can use the Mass Delete feature to delete up to 5000 records. This feature is useful when you need to delete bulk records.

Important Points:

  • When you select the global check box, all the records (up to 5000) are selected which satisfy the applied filters (if any). If you have not applied any filters, all the records (up to 5000) are selected.
  • Records are deleted in the order of their created dates. Old records are deleted first followed by the new ones.
  • Cascade delete is honored while deleting records; the dependent record’s field value is set based on the value selected in the On Delete field.
  • You must use the global check box to select all of the 5000 records. Once all of the records are selected, you can delete the records using the Delete icon.

To mass delete records: 

  1. Navigate to Administration > Operations > Data Operations.
  2. Select the required Gainsight Object from the dropdown.
  3. Select the global check box. All the records displayed on the current page are selected and a message is displayed on the screen as shown below:


  1. Click the Select all N record(s) in Company hyperlink. This option selects all of the records which match the criteria and not just the records displayed on the current page.
    Note: If you do not apply any filters, all the records in the Company Object are selected.
  2. Click Clear selection. This option selects all of the records that are displayed on the current page and not all of the records matching the criteria.
  3. Click the Delete icon. The Delete Record window is displayed.
  4. (Optional) Click the here hyperlink to view the Object Graph which displays dependent objects on the selected object.
  5. Click CONFIRM to delete the selected records.


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