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Emails and database Size


Userlevel 2
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Hello Everyone

We have a problem with the size of the database due to the emails and attachements.

Is there something we can do in order not to save these emails with their attachements ? a setting we missed? 

 

If not a possibility of a purge of the data we don’t need ?

Any ideas

 

Thnx;

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Best answer by Irina 10 November 2020, 14:23

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Userlevel 2

The attachment normally will store as binary format, you can try to use the external storage to save database size. Checkout this video with details explanation from our partner: 

 

or details help document here: https://help-2020r2.acumatica.com/(W(1))/Help?ScreenId=ShowWiki&pageid=a5989c03-43df-4f31-bd2d-db6d79be31c8 

Userlevel 7
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Hi @NAWRES 

Here are the links to two relevant feature requests sitting on our Product idea page. You may vote and add your comments as well.

https://community.acumatica.com/ideas/archiving-purging-and-data-storage-management-2653

https://community.acumatica.com/ideas/delete-files-attached-to-other-deleted-objects-1685

 

Regards,

 

Based on my experiences, this is what I have learnt:

  • Deletion of the emails.  You can only delete a page at a time.  In a couple case with my clients they had 100,000 emails to delete, so you image the effort required.  Especially since you have to delete them twice - once to change the status to Deleted, and then to finally delete them.  So I had to resort to my own Import Scenarios.
  • Deletion of emails does not remove the attachment
  • There is no clean up facility to delete attachments.  But it gets worse.  It difficult to determine what attachments relate to emails.  If you open some/many attachments you will not find a related entity.  Thus you are left in a lurch.  It is possible to use an Import Scenario to delete Files, but the problem is determining the files to delete.  Perhaps you could get a list prior to deleting the emails.

Its painfully obvious that this whole area is in need of serious attention:

  • System management tools to manage files.  Currently you have one screen to “Search Files” and then you can work on one file at a time.  Its inadequate for system management.
  • Lack of archival / purging system for emails (not to be confused with the email Archive folder), attachments and system as a whole. 
    The first ERP system I worked on in 1988 had a full archival and purging facility.
Userlevel 2
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Thank  you all for your  help 

 

But if we activate “remove messages from server” in the content tab of the email system settings ; what will it do exactely ? 

 

Userlevel 6
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Based on my experiences, this is what I have learnt:

  • Deletion of the emails.  You can only delete a page at a time.  In a couple case with my clients they had 100,000 emails to delete, so you image the effort required.  Especially since you have to delete them twice - once to change the status to Deleted, and then to finally delete them.  So I had to resort to my own Import Scenarios.
  • Deletion of emails does not remove the attachment
  • There is no clean up facility to delete attachments.  But it gets worse.  It difficult to determine what attachments relate to emails.  If you open some/many attachments you will not find a related entity.  Thus you are left in a lurch.  It is possible to use an Import Scenario to delete Files, but the problem is determining the files to delete.  Perhaps you could get a list prior to deleting the emails.

Its painfully obvious that this whole area is in need of serious attention:

  • System management tools to manage files.  Currently you have one screen to “Search Files” and then you can work on one file at a time.  Its inadequate for system management.
  • Lack of archival / purging system for emails (not to be confused with the email Archive folder), attachments and system as a whole. 
    The first ERP system I worked on in 1988 had a full archival and purging facility.

totally agree.

Userlevel 3
Badge +1

The attachment normally will store as binary format, you can try to use the external storage to save database size. Checkout this video with details explanation from our partner: 

 

or details help document here: https://help-2020r2.acumatica.com/(W(1))/Help?ScreenId=ShowWiki&pageid=a5989c03-43df-4f31-bd2d-db6d79be31c8 

There’s been a history of issues with using external storage as the links to the files from the originating records/transactions haven been known to become corrupted after an upgrade.  It may be that Acumatica has resolved this issue, but I would proceed with caution or confirm with Acumatica that this is no longer an issue.  

Userlevel 4
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To add to this are there any resources for recommended purging and maintenance? With the end of the year coming up it’d be nice to start planning and testing.

Userlevel 7
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Hi @NAWRES 

Here is relevant documentation for your last question.  

Documentation link:

https://help-2020r2.acumatica.com/(W(6))/Help?ScreenId=ShowWiki&pageid=77f0cf69-a363-4b12-9241-2ff4dd54d8ae

Regards,

Userlevel 7
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Please refer to How to reduce the database size by removing old file revisions KB article for one of the options to reduce the database size.

Userlevel 2
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Hello @Irina 

I don’t think I have access to this article :( 

 

Userlevel 7
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Hello @Irina 

I don’t think I have access to this article :( 

 

Our Knowledge Base is only accessible to partners or customers with a valid contract.

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