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clearing out old draft quotes to improve database capacity and question on recycle?

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Posted on by jaybeegee

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Over the past few weeks we did an exercise to clear out obsolete quotes and have deleted (not closed) most of the ones dated on or before 31/12/2023 that where still in a draft status. In fact we took the draft quote count down by 3000! Notwithstanding all this cleanup work, there has been no improvement in the dataverse disk space usage. Also we noticed when deleting a quote manually we get this warning which implies the quote can be recovered – is there a process to delete the recycle bin that we might be missing and will help improve capactity?

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Muhammad Shahzad Sh... 2,373 Most Valuable Professional on at

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The issue you're experiencing is due to how Dataverse handles deletions. Here's what's happening and how to resolve it:

1. Soft Delete Mechanism:

When you delete records in Dataverse, they go to the "recycle bin" (soft delete) for 30 days by default

These records still consume storage space during this period

2. Bulk Deletion Service:

The warning message indicates these quotes are in soft-delete state

They won't be permanently removed (and space won't be freed) until they're hard-deleted

How to Permanently Free Up Space

1. Empty the Recycle Bin:

Navigate to Settings > Data Management > Bulk Record Deletion

View "My Deletion Jobs" or "System Jobs"

Select "Delete Recurring" jobs to permanently remove soft-deleted records

2. Bulk Hard Delete:

Create a new bulk deletion job (Settings > Data Management > Bulk Record Deletion)

Select the Quote entity and filter for statecode = 1 (soft-deleted)

Run the job to permanently remove these records

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jaybeegee 193 on at

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@Muhammad Shahzad Shafique thank you for taking the time to respond.

I cannot find this option 1

Select "Delete Recurring" jobs to permanently remove soft-deleted records

I am unable to try option 2 as do not have a state code option

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