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Archiving Activity

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Posted on by hasan khan

Hi,

How to do Archiving of Activity records as emails are taking space and I want to keep them.

Thanks,

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Leah Ju Microsoft Employee on at

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Hi ,

You might consider going around these email records:

And you can use power automate to get emails:

https://powerusers.microsoft.com/t5/Microsoft-Dataverse/How-to-download-an-email-out-of-CRM/td-p/1695886
I hope you can mark my answer verified if it answer your question! If you have any questions, please feel free to contact me.
Regards,
Leah

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hasan khan 4 on at

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Hi Leah Ju ,

If I need to import this Excel file back in, how can I maintain the "Regarding," "To," and "From" fields?

Thanks,

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Jeevarajan Kumar 781 Most Valuable Professional on at

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Hi Hasan,

If it's for Archival, there are a few better ways to do but it all depends on the complexity and the effort/budget you want to spend.

Solution 1: Simpler solution is Export/Import which you are into.

Solution 2: Other options will be long-term data retention if your environment meets the requirements as mentioned here: https://learn.microsoft.com/en-us/power-apps/maker/data-platform/data-retention-overview

Solution 3: Custom archival solution to export emails or any activities from Dataverse into Azure storage.

Regarding Solution 1 Export/Import:

Yes, you can import it. CSV and all the data will be preserved except the 'Modified On'. You can from the images below that I exported a sample email with multiple To lists, CC, BCC and Regarding. Saved the Excel file into . CSV and imported it back. Note: You can see that 'Modified On' is updated to the date time that your import is done. If you want to preserve the original 'Modified On', you'd need to handle it separately, check this link for that: https://blog.magnetismsolutions.com/blog/nickchin/2019/11/27/dynamics-365-data-migration---how-to-keep-the-original-modified-on-date/

1. Exporting this sample email

2. Save As into . CSV and importing it

3. Successfully imported but the 'Modified On is change'. Use the provided approach to preserve it.

Also, if you need more flexibility while importing, you can try XrmToolbox tool called Data Import++, details are here: https://linnzawwin.blogspot.com/p/data-import.html

Hope this helps, if so, please mark the answer as Accepted Answer.

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