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Track emails without attachments

  • 1.  Track emails without attachments

    Posted Jul 17, 2019 10:13 AM

    Does anyone know if we could set it to track emails without attachments but still show file name that was attached to the original email?  We had this set in CRM 4.0, but we lost it with upgrades. We are now on CRM 365 On-premises, and our database is growing like crazy. We just need to know what files were attached, but don't necessarily need the actual file in CRM, since most of them are sales brochures sent over and over.

    Thanks in advance.

    Magdalena Swiderski
    Beekley Corporation
    Academy - Online Interactive Learning from Experts

  • 2.  RE: Track emails without attachments

    Posted Jul 18, 2019 02:15 AM
    We use a workflow to delete all email attachments immediately using the tool below. There's an option to "Delete Email Attachments By Name". If you select this you can leave a "Add a Delete Notice as Note". I don't know what the content of the note will be - as we are not using this option but this may work for you.

    Sissy Bottcher
    Client Success Manager

    Academy - Online Interactive Learning from Experts

  • 3.  RE: Track emails without attachments

    Posted Jul 18, 2019 07:15 AM
    Another option is running a nightly job to extract all new email attachments, upload them to SharePoint (or another fileshare). Then write back the SharePoint file location on the email so you can still access the attachment at a later date if need be.

    Craig Heier
    CRM Administrator
    BCC Software
    Rochester NY

    Academy - Online Interactive Learning from Experts

  • 4.  RE: Track emails without attachments

    Posted Jul 18, 2019 01:19 PM
    I was going to suggest this same thing. Check out Attachment Extractor from mscrm-addons.

    Heidi Neuhauser
    Beringer Associates, Inc.
    Maple Shade NJ

    Academy - Online Interactive Learning from Experts

  • 5.  RE: Track emails without attachments

    Posted Jul 19, 2019 10:23 AM
    Some great ideas in this thread. We implemented a different approach. We have used the file extension list to block email attachments from CRM.  If you don't want the attachment in CRM at all, and do not want to copy to SharePoint (though I think there is value there), you can add all the file extensions you don't want, and they will be blocked automatically.  We found that often emails with no real attachments created many attachments in CRM due to images in signature blocks.  Navigate to settings->administration->system settings.  On the first tab (general) there is an area you can enter blocked file extensions for attachments. In our case we also wanted to prevent users from adding attachments to Notes as we would rather have that information in SharePoint. We built a real time workflow that cancels the save on the note if there is an attachment. This does not erase any text in the note, just blocks the attachment, and allows the user to save again without the attachment. We include a friendly reminder to put the attachment in SharePoint.  NB: blocking attachments also prevents your development team from uploading files, such as images, .js, .xml. We maintain a different list of attachments to block in our development org.

    Sandra Devin
    CRM Analyst
    National CineMedia

    Academy - Online Interactive Learning from Experts

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