News.mscrm-addons.com BlogHello and welcome to our blog! What can we do for you? Are you looking for further technical information or step-by-step instructions to our products? Or would you like to read the latest news on mscrm-addons? Please feel free to browse our blog for detailed information and to share our posts! https://www.mscrm-addons.com/BlogHow to purge temporary data fileshttps://www.mscrm-addons.com/Blog/PostId/10029/dcp-how-to-purge-temporary-data-filesDocumentsCorePack (DCP),DCP 2015 / 2016,DCP 365Tue, 02 Oct 2018 16:24:52 GMT<p>Every time a document is created in Microsoft Dynamics CRM, a corresponding temp is created by the system. This step consumes a lot of database storage. This article provides step by step instructions on how to <br /> <br /> A) find the correct temporary data files and how to <br /> B) create a workflow that purges the temporary data files automatically</p> <p><strong>A) How to find the correct temporary data files <span style="text-decoration: underline;"> <br /> </span></strong> <br /> <strong>Step 1 <br /> </strong>Click on the <em><strong>[Advanced find]</strong></em>-button in order to open the Advanced <g class="gr_ gr_143 gr-alert gr_spell gr_inline_cards gr_run_anim ContextualSpelling ins-del multiReplace" id="143" data-gr-id="143">find</g>.</p> <p><a href="http://mscrm-addons.com/images/blog/files/Open_advanced_find.jpg"></a> </p> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><a href="http://mscrm-addons.com/images/blog/files/Open_advanced_find.jpg"></a><a title="Open Advanced Find" href="http://mscrm-addons.com/images/blog/files/Open_advanced_find.jpg"><img class="img-responsive" style="background-image: none; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-width: 0px; border-style: solid;" title="Open_advanced_find" src="http://mscrm-addons.com/images/blog/files/Open_advanced_find_thumb.jpg" alt="Open_advanced_find" width="244" height="187" /></a></div> <em>Figure 1: Open Advanced Find</em> <p>&nbsp;</p> <p><strong>Step 2 <br /> </strong>Open the Drop-Down-Menu next to the <em>Look <g class="gr_ gr_149 gr-alert gr_gramm gr_inline_cards gr_run_anim Punctuation only-del replaceWithoutSep" id="149" data-gr-id="149">for:</g></em>-field and select <br /> <em>MSCRM-ADDONS.com User/Temp Settings</em>. <br /> Click on the blue and underlined <em>Select</em>-fields in order to modify your search options equal to figure 2. Please notice that these are <strong>OR-criteria.&nbsp;</strong></p> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"> <a title="Specify criterias" href="http://mscrm-addons.com/portals/0/Blog/Temporary purge/Temporary_Purge_New.png"> <img alt="" class="img-responsive" src="http://mscrm-addons.com/portals/0/Blog/Temporary%20purge/Temporary_Purge_New.png" style="width: 662px; height: 201px;" /></a></div> <p><em>Figure 2: Specify criteria</em><strong>&nbsp;&nbsp;</strong></p> <p><span>Please select the following criteria (combine with OR-statement):</span><br /> <br /> <span>Name begins with AM_Doc</span><br /> <span>Name Equals DCPConcatenatedDocument</span><br /> Name Equals&nbsp;<span>SharePoint Doc converted</span><br /> Name Equals&nbsp;<span>SharePoint Template&nbsp;</span><br /> Name Equals&nbsp;<span>DCPSaveToSharePoint</span>&nbsp;<br /> Value Begins With print:?id= <br /> <span>Value Begins With fetch:&lt;fetch</span><span><br /> </span><span>Value Begins With &lt;DSSetting</span><strong><br /> </strong></p> <p><strong>Step 3&nbsp;<br /> </strong>Click on the <em><strong>[Results]</strong></em>-button in the <em>Advanced Find</em>-tab and&hellip;</p> <p><a href="http://mscrm-addons.com/images/blog/files/Click_on_results.jpg"></a> </p> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><a href="http://mscrm-addons.com/images/blog/files/Click_on_results.jpg"></a><a title="Get results" href="http://mscrm-addons.com/images/blog/files/Click_on_results.jpg"><img class="img-responsive" style="background-image: none; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-width: 0px; border-style: solid;" title="Click_on_results" src="http://mscrm-addons.com/images/blog/files/Click_on_results_thumb.jpg" alt="Click_on_results" width="244" height="54" /></a></div> <em>Figure 3: Get results</em> <p>&nbsp;</p> <p><strong>Step 4 <br /> </strong>&hellip; be prepared to receive your results. Now you have two options. You can manage your temp data manually every day (which could be a little exhausting) or you create a workflow (which is explained below in part B)).&nbsp;</p> <p><strong>B) How to create a workflow that purges the temporary data files automatically</strong></p> <p><strong>Step 1 <br /> </strong>Open the Microsoft Dynamics CRM Settings and click on <em>Data Management </em>in the extension. <br /> <a href="http://mscrm-addons.com/images/blog/files/Workflow_Settings_1.jpg"></a> </p> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><a href="http://mscrm-addons.com/images/blog/files/Workflow_Settings_1.jpg"></a><a title="Open Data Managment" href="http://mscrm-addons.com/images/blog/files/Workflow_Settings_1.jpg"><img class="img-responsive" style="background-image: none; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-width: 0px; border-style: solid;" title="Workflow_Settings_1" src="http://mscrm-addons.com/images/blog/files/Workflow_Settings_1_thumb.jpg" alt="Workflow_Settings_1" width="244" height="40" /></a></div> <a href="http://mscrm-addons.com/images/blog/files/Workflow_Data_management_2.jpg"></a> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><a href="http://mscrm-addons.com/images/blog/files/Workflow_Data_management_2.jpg"></a><a title="Open Bulk Record Deletion" href="http://mscrm-addons.com/images/blog/files/Workflow_Data_management_2.jpg"><img class="img-responsive" style="background-image: none; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-width: 0px; border-style: solid;" title="Workflow_Data_management_2" src="http://mscrm-addons.com/images/blog/files/Workflow_Data_management_2_thumb.jpg" alt="Workflow_Data_management_2" width="182" height="48" /></a></div> <em>Figure 4: Open Data Management</em> <p>&nbsp;</p> <p><strong>Step 2 <br /> </strong>Please click on <em>Bulk Record Deletion</em> in the next window that opens. <br /> <a href="http://mscrm-addons.com/images/blog/files/Workflow_Bulk_Record_Deletion_3.jpg"><strong></strong></a><strong> </strong></p> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><strong><a href="http://mscrm-addons.com/images/blog/files/Workflow_Bulk_Record_Deletion_3.jpg"></a><a title="Create new bulk record deletion" href="http://mscrm-addons.com/images/blog/files/Workflow_Bulk_Record_Deletion_3.jpg"><img class="img-responsive" style="background-image: none; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-width: 0px; border-style: solid;" title="Workflow_Bulk_Record_Deletion_3" src="http://mscrm-addons.com/images/blog/files/Workflow_Bulk_Record_Deletion_3_thumb.jpg" alt="Workflow_Bulk_Record_Deletion_3" width="244" height="120" /></a></strong></div> <p><strong> </strong><em>Figure 5: Open Bulk Record Deletion</em></p> <p><strong>Step 3</strong><br /> Click on the <em><strong>[New]</strong></em>-button in the left upper corner. <br /> <a href="http://mscrm-addons.com/images/blog/files/Workflow_New_4.jpg"></a> </p> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><a href="http://mscrm-addons.com/images/blog/files/Workflow_New_4.jpg"></a><a title="Workflow wizard" href="http://mscrm-addons.com/images/blog/files/Workflow_New_4.jpg"><img class="img-responsive" style="background-image: none; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-width: 0px; border-style: solid;" title="Workflow_New_4" src="http://mscrm-addons.com/images/blog/files/Workflow_New_4_thumb.jpg" alt="Workflow_New_4" width="244" height="66" /></a></div> <p><em>Figure 6: Create new bulk record deletion</em></p> <p><strong>Step 4 <br /> </strong>The workflow wizard window opens. Click on the <em><strong>[Next]</strong></em>-button in order to proceed: <br /> <strong><a href="http://mscrm-addons.com/images/blog/files/Workflow_Wizard_5.jpg"></a> </strong></p> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><strong><a href="http://mscrm-addons.com/images/blog/files/Workflow_Wizard_5.jpg"></a><a title="Specify criteria in the workflow wizard" href="http://mscrm-addons.com/images/blog/files/Workflow_Wizard_5.jpg"><img class="img-responsive" style="background-image: none; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border-width: 0px; border-style: solid;" title="Workflow_Wizard_5" src="http://mscrm-addons.com/images/blog/files/Workflow_Wizard_5_thumb.jpg" alt="Workflow_Wizard_5" width="244" height="183" /></a></strong></div> <strong> </strong><em>Figure 7: Workflow wizard</em> <p>&nbsp;</p> <p>The wizard helps you to define your deletion criteria for your workflow. Open the Drop-Down-Menu next to the <em>Look for</em>-field and select <br /> <em>MSCRM-ADDONS.com User/Temp Settings</em>.&nbsp; <br /> Click on the blue and underlined <em>Select</em>-fields in order to modify your search options. Please select the same criteria you have selected in Step 2.&nbsp;<br /> Please select the following criteria:<br /> <br /> Name begins with AM_Doc<br /> Name Equals DCPConcatenatedDocument<br /> <span>Name Equals&nbsp;</span>SharePoint Doc converted<br /> <span>Name Equals&nbsp;</span>SharePoint Template&nbsp;<br /> <span>Name Equals&nbsp;</span>DCPSaveToSharePoint<br /> <span>Value Begins With print:?id= </span><br /> Value Begins With fetch:&lt;fetch<br /> Value Begins With &lt;DSSetting</p> <p><strong>Step 5</strong> <br /> In the next window, you can select your preferred scheduling and notification options. Decide when and how often the workflow should start, name it properly and set a notification (optional). Click on the <em><strong>[Next]</strong></em>-button in order to proceed.&nbsp;&nbsp; <strong><br /> <a href="http://mscrm-addons.com/images/blog/files/Workflow_wizard_erg_neu.jpg"></a> </strong></p> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><strong><a href="http://mscrm-addons.com/images/blog/files/Workflow_wizard_erg_neu.jpg"></a><a title="Finalize workflow" href="http://mscrm-addons.com/images/blog/files/Workflow_wizard_erg_neu.jpg"><img class="img-responsive" style="background-image: none; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border: 0px;" title="Workflow_wizard_erg_neu" src="http://mscrm-addons.com/images/blog/files/Workflow_wizard_erg_neu_thumb.jpg" alt="Workflow_wizard_erg_neu" width="244" height="184" /></a></strong></div> <strong> </strong><em>Figure 8: Select preferred scheduling and notification options</em><strong><br /> </strong> <br /> <strong>Step 6 <br /> </strong>The next window provides you with an overview of your settings. If you are fine with them, click on the <em><strong>[Submit]</strong></em>-button. Congratulations! You have just created a workflow! <img class="wlEmoticon wlEmoticon-smile" style="border-style: none;" src="http://mscrm-addons.com/images/blog/files/wlEmoticon-smile_5.png" alt="Smile" />&nbsp; <br /> <br /> If you want to change your settings, simply click on the <em><strong>[Back]</strong></em>- or the <em><strong>[Cancel]</strong></em>-button in order to cancel the workflow.&nbsp;&nbsp; <br /> <a href="http://mscrm-addons.com/images/blog/files/Screenshot_1.jpg"></a> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><a href="http://mscrm-addons.com/images/blog/files/Screenshot_1.jpg"></a><a title="Modify workflow" href="http://mscrm-addons.com/images/blog/files/Screenshot_1.jpg"><img class="img-responsive" style="background-image: none; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border: 0px;" title="Screenshot_1" src="http://mscrm-addons.com/images/blog/files/Screenshot_1_thumb.jpg" alt="Screenshot_1" width="244" height="183" /></a></div> <em>Figure 9: Finalize workflow</em> <p>&nbsp;</p> <p><strong>Step 7 <br /> </strong>To modify your created workflows, simply set the <em>My Bulk Deletion System Jobs</em> in the <strong><span style="color: #4f81bd;">[VIEW:]</span> </strong>and find all your workflows listed. <br /> <strong><a href="http://mscrm-addons.com/images/blog/files/9_bearbeitet.jpg"><img style="background-image: none; padding-top: 0px; padding-left: 0px; display: inline; padding-right: 0px; border: 0px;" title="9_bearbeitet" src="http://mscrm-addons.com/images/blog/files/9_bearbeitet_thumb.jpg" alt="9_bearbeitet" width="244" height="94" /></a> <br /> </strong><em>Figure 10: Modify workflow</em><strong><br /> </strong> <br /> Clicking on<span style="color: #f79646;"> </span><strong><span style="color: #f79646;">NEW</span> </strong>will create a new workflow. <br /> Clicking on<span style="color: #809ec2;"> </span><strong><span style="color: #809ec2;">PRINT</span> </strong>will print the list. <br /> Clicking on <strong><span style="color: #dfce04;">EXPORT TO EXCEL</span> </strong>will export the selected data to Excel. <br /> And clicking on the <strong><span style="color: #9bbb59;">MORE ACTIONS</span> </strong>dropdown menu<strong> </strong>provides you &ndash; surprisingly &ndash; with more actions like shown above. You can set a view as the default view, modify the recurrence and cancel, resume, postpone or pause your workflow.</p> <p>&nbsp;</p> <p><strong><span>Additional: How to delete the MSCRM-ADDONS.com Debug records</span></strong></p> <p><span>Setup another Bulk Deletion Job, this time for the </span><strong><span>MSCRM-ADDONS.com Debug </span></strong><span>entity:</span></p> <p><span> </span></p> <div class="data-plugin-options="> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"> <a title="Data Management - Bulk Record Deletion" href="/Portals/0/Blog/How_to_purge_temporary_data_files/Figure11_Data_Management.png"> <img alt="Data Management - Bulk Record Deletion" class="img-responsive" src="http://www.mscrm-addons.com/Portals/0/Blog/How_to_purge_temporary_data_files/Figure11_Data_Management.png" width="569" height="282,5" /> </a></div> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><em>Figure 11: Data Management - Bulk Record Deletion</em></div> <p class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><em>&nbsp;&nbsp;</em></p> <p><span>Again, the wizard helps you to define your deletion criteria for your workflow. Open the Drop-Down-Menu next to the Look for-field and select&nbsp;</span><strong><span style="text-decoration: underline;">MSCRM-ADDONS.com Debug.</span></strong></p> <p><span>This time you do not have to <g class="gr_ gr_144 gr-alert gr_spell gr_inline_cards gr_run_anim ContextualSpelling ins-del" id="144" data-gr-id="144">setup</g> any special parameters as the Debug table does not contain any sensitive data. Setup the scheduling options again and submit your workflow, <g class="gr_ gr_159 gr-alert gr_gramm gr_inline_cards gr_run_anim Grammar multiReplace" id="159" data-gr-id="159">like</g> you can see it below.&nbsp;</span></p> </div> <div class="data-plugin-options="> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><a title="Select Options" href="/Portals/0/Blog/How_to_purge_temporary_data_files/Figure12_Select_Options.png"><img alt="Select Options" class="img-responsive" src="http://www.mscrm-addons.com/Portals/0/Blog/How_to_purge_temporary_data_files/Figure12_Select_Options.png" width="453" height="345" /> </a></div> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><em>Figure 12: Select Options</em></div> </div> <p>&nbsp;</p> <p>&nbsp;</p> <p><span><strong>Additional: How to delete the MSCRM-ADDONS.com&nbsp;&nbsp;<span>AutoMerge-Working-Items</span></strong></span></p> <p><span>Setup another Bulk Deletion Job, this time for the MSCRM-ADDONS.com AutoMergeWorkingItems entity:</span></p> <p><span>Again, the wizard helps you to define your deletion criteria for your workflow. Open the Drop-Down-Menu next to the Look for-field and select MSCRM-ADDONS.com AutoMergeWorkingItems.</span></p> <p><span>Setup the following parameters:</span></p> <p><span>Status:<span style="white-space: pre;"> </span>Equals&nbsp; =&nbsp; Inactive<br /> </span>CreatedOn:<span style="white-space: pre;"> </span>Older Than X Days&nbsp; =&nbsp; 7</p> <div class=" data-plugin-options="> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"> <a title=" AutoMergeWorkingItems-Wizard " href="/Portals/0/Blog/How_to_purge_temporary_data_files/Figure13.png"> <img alt=" AutoMergeWorkingItems-Wizard " width="40%" class="img-responsive" src="/Portals/0/Blog/How_to_purge_temporary_data_files/Figure13.png" /> </a> </div> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"> <em>Figure 13: AutoMerge-Working-Items-Wizard </em> </div> </div> <p>&nbsp;</p> <p>&nbsp;</p> <p><span>Setup the scheduling options again and submit your workflow, <g class="gr_ gr_145 gr-alert gr_gramm gr_inline_cards gr_run_anim Grammar multiReplace" id="145" data-gr-id="145">like</g> you can see it below.</span></p> <div class=" data-plugin-options="> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"> <a title=" Select Options " href="/Portals/0/Blog/How_to_purge_temporary_data_files/Figure14.png"> <img alt=" Select Options " width="40%" class="img-responsive" src="/Portals/0/Blog/How_to_purge_temporary_data_files/Figure14.png" /> </a> </div> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"> <em>Figure 14: Select Options </em> </div> </div> <p>&nbsp;</p> <p><span style="font-size: 13px;"><br /> </span></p> <p><span style="font-size: 13px;"><strong>That&rsquo;s it!&nbsp;</strong>We appreciate your feedback! Please share your thoughts by sending an email to <a href="mailto:office@mscrm-addons.com" style="background-color: #ffffff;">office@mscrm-addons.com</a>.</span></p>10029