22. March 2016 12:41

How to purge temporary data files

Filed Under(CRM 2015/2016 | DocumentsCorePack 2015 | DocumentsCorePack 2016) By akumer

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

A) find the correct temporary data files and how to
B) create a workflow that purges the temporary data files automatically

A) How to find the correct temporary data files

Step 1
Click on the [Advanced find]-button in order to open the Advanced find.

Open_advanced_find
Figure 1: Open Advanced Find

Step 2
Open the Drop-Down-Menu next to the Look for:-field and select
MSCRM-ADDONS.com User/Temp Settings.
Click on the blue and underlined Select-fields in order to modify your search options. 
In our example, we have selected the Created on-option and have set the last 7 days as period. You can specify as many criterias as you want to.

Created_on_neu
Figure 2: Specify criterias

Step 3
Click on the [Results]-button in the Advanced Find-tab and…

Click_on_results
Figure 3: Get results

Step 4
… be prepared to find your results here. Now you have two options. You can manage your tempdata manually every day (which could be a little exhausting) or you create a workflow (which is explained below in part B)).

Results
Figure 4: Result


B) How to create a workflow that purges the temporary data files automatically

Step 1
Open the Microsoft Dynamics CRM Settings and click on Data Management in the extension.

Workflow_Settings_1Workflow_Data_management_2
Figure 5: Open Data Managment

Step 2
Please click on Bulk Record Deletion in the next window that opens.
 
Workflow_Bulk_Record_Deletion_3
Figure 6: Open Bulk Record Deletion

Step 3
Click on the [New]-button in the left upper corner.

Workflow_New_4
Figure 7: Create new bulk record deletion

Step 4
The workflow wizard window opens. Click on the [Next]-button in order to proceed:
Workflow_Wizard_5
Figure 8: Workflow wizard

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 User/Temp Settings
Click on the blue and underlined Select-fields in order to modify your search options.
In our example, we have selected the Created on-option and have set the last 7 days as period. But of course you can specify as many criterias as you want to.
Click on the [Next]-button in order to proceed. 

Workflow_wizard_neu
Figure 9: Specify criteria in the workflow wizard

Step 5
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 [Next]-button in order to proceed.  

Workflow_wizard_erg_neu
Figure 10: Select preferred scheduling and notification options

Step 6
The next window provides you with an overview of your settings. If you are fine with them, click on the [Submit]-button. Congratulations! You have just created a workflow! Smile 

If you want to change your settings, simply click on the [Back]- or the [Cancel]-button in order to cancel the workflow.  
 
Screenshot_1
Figure 11: Finalize workflow

Step 7
To modify your created workflows, simply set the My Bulk Deletion System Jobs in the [VIEW:] and find all your workflows listed.

9_bearbeitet
Figure 12: Modify workflow

Clicking on NEW will create a new workflow.
Clicking on PRINT will print the list.
Clicking on EXPORT TO EXCEL will export the selected data to Excel.
And clicking on the MORE ACTIONS dropdown menu provides you – surprisingly – with more actions, like shown above. You can set a view as default view, modify the recurrence and cancel, resume, postpone or pause your workflow.

That’s it! 
We appreciate your feedback! Please share your thoughts by sending an email to office@mscrm-addons.com.

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