Dynamics Community Forum Thread Details

Prevent processing old e-mails when mailbox is activated

Hi!

I have a few questions regarding activating a mailbox in Dynamics with Server Side Synchronization and email server profile Exchange Online.

If you have a user that has been at the company for many years and have thousands of emails in their mailbox, then when activating their mailbox in Dynamics it will cause hundreds of e-mails to be synchronized and the result is hundreds of e-mail activities created in Dynamics, taking up unnecessary storage. We want to prevent these e-mails from being synchronized to Dynamics.

We have investigated the possibilities with changing the /Process Email From/ field on the Email Server Profile.

According to Microsoft Documentation:

The Process Emails from date on the email server profile applies to all mailboxes associated with that profile. If you need to set a different Process Emails from date on a subset of mailboxes, we recommend that you use a separate email server profile or set the Process Email Received After column on the mailbox to the date you want. (https://learn.microsoft.com/en-us/power-platform/admin/best-practices-server-side-synchronization)

Question 1: If changing this date /Process Email From/ to the current date, what impact could that have on old e-mails that have already been processed and synced to Dynamics?

On the other hand, we have also read about the /Process Email Received After/ on the mailbox itself.

(When a mailbox is synchronized for the first time, server-side synchronization will use the Process Emails From date on the email server profile to determine how far back emails should be synchronized relative to the Received On date for the emails in the Exchange mailbox. The last email processed in any synchronization cycle will be used to set the Process Emails From date on the mailbox record. Note that server-side synchronization will always utilize the greater value between the Process Emails From date on the email server profile and the mailbox record. https://learn.microsoft.com/en-us/power-platform/admin/best-practices-server-side-synchronization)

When a mailbox hasn't been enabled the default value seems to be /1900-01-01/ (In that case when activating the Process Email From Date on the server profile will be utilized since it is greater than the value on the mailbox?)

We are unsure which field of /Process Emails from/ and /Process Email Received After/ will be used when activating the mailbox if we sent the /Process Email Received After/ to todays date.

Question 2: Would it be possible to change the /Process Emails Received After/ to todays date, and then activate the mailbox, and only e-mails from today will be processed and synced to Dynamics? (Without changing /Process Email After/ on the server profile)

Question 3: Which method is recommended? Changing the /Process Email After/ on the server profile to todays date or the /Process Emails Received After/ on the mailbox to todays date?

Thank you in advance!

Hi,

For old emails that have been synchronized, they will not be processed.

If the mailbox's Process Email Received After value is greater than the value of the email profile's Process Emails From date, the mailbox's Process Email Received After value is used as the synchronization date.

It is true that only email records from today have been added to all email activity records.

If you want to set up synchronization from today for a specific mailbox, then you can synchronize that mailbox's email record from today by setting Process Email Received After for that mailbox to today.

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If you have further questions, please feel free to contact me .

Best Regards,
Dengliang Li

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