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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / Capacity space and Adv...
Customer experience | Sales, Customer Insights,...
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Capacity space and Advanced Search for Users that have all email sync on

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Posted on by WABGOR_Dave 70

Hello everyone,

We're running out of database capacity on our production environment and it appears to be an issue on two fronts. 

Front 1 - When the contractor migrated our data from on-premises to D365 the original email (and all record) dates were not retained and so all off them are showing as create/modified date being the same as the date the actual data was imported.

Front 2 - I know there are some users that the Outlook/email add in set to sync each and every email, even if it doesn't have to do with a sale/customer etc.

1 - Is there a way to correct the dates on the imported items, or, a way to search for emails that with an actual/original create date? I'm wanting to export and then purge emails older than 2 years.

2 - Run a report on User settings for their add-in so I can go to each user to have them NOT sync all email.  Then run a search for all non-related email from current date to import date, export and purge.

Is there a way to search for emails that aren't associated to a CRM workflow/process/deal etc, that is not date related?

I'm also open to other suggestions for freeing up space on databases!

  • WABGOR_Dave Profile Picture
    WABGOR_Dave 70 on at
    RE: Capacity space and Advanced Search for Users that have all email sync on

    Hello Moreno,

    I can then assume that the partner who did the migration, more than likely did use overridencreatedon option.  I have also done a search with the Reference field and did find a lot, however it appeared to also catch older imported records with nothing in that field, when it clearly should have.

    I really wish MSFT would focus on data management, access, and maintenance for CDS/SQL if they're forcing companies to use their storage options for company data.

  • cmoreno8 Profile Picture
    cmoreno8 25 on at
    RE: Capacity space and Advanced Search for Users that have all email sync on

    Hello,

    As far I know, you can not modify the Created on date of the register when it is created. When you import a register you can use the Record created on field (overriddencreatedon) and the system recognizes that date as the original date.

    You can see how to use in nishantrana.me/.../using-overriddencreatedon-or-record-created-on-field-to-update-created-on-field-in-dynamics-365

    Have you tried to search emails with no data in the Reference to field? That field indicates which record is related for the email (account, contact, lead, incident, etc). You may find a lot of incoming email without reference and it could be not useful.

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