4.17, 4.18. Data Management > Upgrade Data, > Delete Old Emails

Upgrade Data

You need to run this upgrade process if you are upgrading from Match My Email package prior to 4.20 version, as stated.  This feature is retained as there are some loyal customers that for specific reasons may not have yet upgraded their installed package beyond this version.

Delete Old Emails

This is a feature for bulk deletion of attachments or emails and attachments that have been uploaded by MME using the MME custom object.  The Uploading choice for an organization would need to be MME Email Message in order for this feature to be relevant.

Organizations that sync email for a long period of time, with many active Users, may find that the data storage numbers gradually increase in Salesforce.  MME has many loyal, long-time customers that find they may need to make decisions about how many years of matched email they want to retain in Salesforce based on Salesforce storage limits and costs for additional storage.  This feature was created for those Users to be able to remove just attachments or emails and their attachments older than a certain number of months.  Attachments are stored in File storage which is typically more plentiful, while email messages are stored in Data storage in Salesforce.

If an Admin Saves and Runs a Delete Old Emails job, then a batch process will be launched in Salesforce.  The batch will run in the background and once complete, an email will be sent to the Admin. Since the batch is running in Salesforce, the email will come from Salesforce to indicate the batch is finished.

Due to the nature of this feature’s use to help with data storage limits, often the advice is to note where storage is at for the Email Message and Email Message Related Object objects as well as Attachments prior to running this batch.  If the desire is to retain as much data as possible, the batch can be run to delete data correlated to the length of time a customer has been using MME.  For example, a customer that has used MME for five years might want to retain three years of data if that still keeps them comfortably under Salesforce limits.  The Admin may then run the batch to delete data older than 36 months.  Once the batch completes, a comparison of storage numbers can help inform if this was adequate of if another batch needs to be run to cull 6 months off this length of time, thus choosing to delete data older than 30 months.