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Deleting old emails to reduce storage

  • 1.  Deleting old emails to reduce storage

    TOP CONTRIBUTOR
    Posted 15 days ago
    Hi all,
    We're on Dynamics 365 Online Customer Engagement v9x.  When we went live a couple of years ago we migrated a lot of emails from our old CRM into Dynamics.  The migrated emails have a regarding of a contact (or account if the contact couldn't be found) but because our old CRM had email tracking switched on based on the email domain this meant a lot of junk/personal/marketing emails were captured as well.

    I'd like to be able to run a report or use a tool to see which contact or account records have the most emails attached to them.  We have emails going back to 2009 but I can't just bulk delete them, I need to analyze them first so I don't delete something that still has business value.

    I'm unable to run reports or create useful charts due to the limitations on the number of records you can export to Excel and number of records you can view in a chart.

    Can anyone suggest any tools or companies that could provide assistance?  Has anyone else gone through this task themselves?

    I'd be grateful for any advice.
    Thanks,

    ------------------------------
    Mark Aston
    Data Analyst
    Ordnance Survey
    Southampton, UK
    ------------------------------


  • 2.  RE: Deleting old emails to reduce storage

    GOLD CONTRIBUTOR
    Posted 12 days ago
    Hi Mark,

    As a first pass, have you considered creating rollup fields on the relevant entities (e.g. contact), to count the number of emails set regarding each record? That might give you a good idea of the worst offenders.

    ------------------------------
    Tom Pickles
    Business Systems Developer
    Visit Scotland
    Edinburgh
    ------------------------------



  • 3.  RE: Deleting old emails to reduce storage

    TOP CONTRIBUTOR
    Posted 12 days ago
    Edited by Andrew Bibby 12 days ago
    Hi Mark,

    Tom's suggestion is a good one - you could of course then use Advanced Find to look for contacts/accounts with a large number of emails.​

    As an alternative that wouldn't require a config change, you could build a report to show you this, too.  It's a little old school, but using the Report Wizard you can create a report of contacts and email messages, and group by contact with a count of emails.  If you just wanted a list of say, your top 20 offenders, this would give you that.  You can also export the report to Excel if you want to play around with the results further.  Obviously, you could also build your own SSRS report to go much further than this.

    Related point: if you want to find out if emails are causing you storage issues (or could just be left alone) then Organisation Insights will help you find out what amount of storage the emails and attachments are consuming.  This table-by-table analysis will be moving to Capacity Analytics in the Power Platform admin center soon, but for the moment, Org Insights is the only way to get table storage information.

    Hope this helps.  Best regards,
    Andrew.

    ------------------------------
    Andrew Bibby
    Dynamics 365 Consultant & Project Advisor
    Evesham, United Kingdom
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  • 4.  RE: Deleting old emails to reduce storage

    TOP CONTRIBUTOR
    Posted 9 days ago
    The XRM Toolbox has a tool called "Export to Excel" - there is no limit of the # of rows you can get.  I would use that, export all the data, then use excel to chart it (or power bi).

    https://community.dynamics.com/crm/b/dynamicscrmdevdownunder/archive/2015/05/29/new-xrmtoolbox-plugin-export-to-excel


    ------------------------------
    Tim Dailey
    Sr Marketing CRM Administrator
    Starkey Hearing Technologies
    The CRM Dude (freelance consultant)
    Eden Prairie MN
    ------------------------------



  • 5.  RE: Deleting old emails to reduce storage

    TOP CONTRIBUTOR
    Posted 8 days ago
    Thank you everyone for your replies, lots of good options to investigate.

    @Tim Dailey thank you so much for the recommendation of the Export to Excel tool.  Tried it so far on contacts as we have over 100,000 and the export comes out!  I've been looking for a tool that ignores the export limit so this is really useful.  I'll see how I get on with exporting emails although I'll create views for individual years first.

    @Andrew Bibby I've used Org Insights although don't find it that useful apart from the Storage section.  Emails (ActivityPointerBase) take up 55Gb and Attachments take up 47Gb.  I did look into the new Cloud Storage Model but unfortunately we can't move over to it until our renewal in 2.5 years time which is frustrating as we'd do a lot better under the new model as we are currently paying for additional storage.


    ------------------------------
    Mark Aston
    Data Analyst
    Ordnance Survey
    Southampton, UK
    ------------------------------



  • 6.  RE: Deleting old emails to reduce storage

    TOP CONTRIBUTOR
    Posted 8 days ago
    PBI desktop could definitely help with this once you have the data using Tim's idea (never knew the export here was unlimited - be nice if there was also an unlimited import tool!)
    Not sure how you will go about the task of separating the junk from the value.

    ------------------------------
    Donal McCarthy
    BrightWork
    Galway
    ------------------------------



  • 7.  RE: Deleting old emails to reduce storage

    Posted 7 days ago
    @Donal McCarthy has the right Idea, Use Power BI to do some real data analytic on the Email messages you have. There are tons of ways to search and split the data with Power Query in Power BI.​ This will get you the best information on to then craft some bulk deletes. It is a analytics tool for an analytics job. Adv. Search is really good if you know your data and what you want. Report are just the wrong tool they aren't nimble enough with data exposure and transforming. Use PowerBI.

    ------------------------------
    Nicholas Anderson
    Information Technology
    Wagstaff Inc.
    Spokane WA
    ------------------------------



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