Email - Data Storage

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Posted on by Tarjani_ec

Hi all,

We are currently review our contact and email records, and I am finding that some emails are connected to four records. I'm wondering if this means the email is being saved in four locations as potentially 4 email records, or if it is 1 email record with links to four records.

Scenario

Email is sent to bob@email.org as the To Recipient, and has sally@email.org cc'd in. Once the email is saved, the record is saved against the 'regarding' record, and I find that the email for Sally is repeated four times in the CC field for the email record. When I click on each of the names, I find that the email is connected to Lead, Account, Contact & Project (custom entity).

Does this mean the email is saved four times on each of those entities, or just linked to the entities?

I'm trying to establish best practices for the team, and also ensure that the data is cleaned appropriately, so any feedback will help in both of those areas.

Thanks in advance

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Anthony Dong on at

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Hi,

It should be just linked to the entities

When you check the email in Activities list , you can only see one email record. Testing are like below :

Send email to Contact, Account with same name

The email will only storage one email record, they are linked to different entities

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RajuB on at

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What Anthony says was correct . It just associate one email record for the related linked entities.

More information:

When model-driven apps in Dynamics 365 tracks an email, it associates the email address to a record within model-driven apps in Dynamics 365. The contents of the email From field can only be associated with one record. If there are duplicate records within model-driven apps in Dynamics 365 with the same email address, the contents of the email From field will resolve to the first active record in the following order:

SystemUser
Contact
Account
Lead
Equipment
Team
Business unit
Email-enabled entities (for example: Queues, custom, etc.)
In the email To field, all of the records of email-enabled entities with the email address will be listed.
[quote user="Anthony Dong"]
Hi,

It should be just linked to the entities

When you check the email in Activities list , you can only see one email record. Testing are like below :

Send email to Contact, Account with same name

The email will only storage one email record, they are linked to different entities

[/quote]

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Tarjani_ec 75 on at

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Thanks for the response Anthony - this has helped and clarified. Appreciate the screen shots as well!

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Tarjani_ec 75 on at

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Thanks for breaking it down further with the hierarchy that emails get saved Raju - this does explain why I was seeing it over multiple. I'll use this as we move forward getting our best practices in place.

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