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>10029Delete files on SharePoint, when the owning attachment in CRM is deletedhttps://www.mscrm-addons.com/Blog/PostId/10047/cascading-deletion-of-attachments-in-crm-to-sharepointAttachmentExtractor (AE),AE 365Thu, 02 Nov 2017 13:49:09 GMT<p>Following the european unions GDPR requirements, AttachmentExtractor version 2017.5 and later are introducing a new plugin/workflow tracing note and email deletion, allowing for removal of the files moved to sharepoint with AttachmentExtractor, when the note or email containting the link file in CRM is being deleted.</p> <p>&nbsp;Please note, that the deletion tracking is disabled per default.</p> <p>How to enable the deletion of Sharepoint items:</p> <p>&nbsp;Download and import AttachmentExtractorCore solution version 2017.5 or later (<span>&nbsp;</span><a href="http://www.mscrm-addons.com/Portals/0/Blog/cascading-deletion-of-attachments-in-crm-to-sharepoint/AttachmentExtractorCore.zip?ver=2017-11-02-094120-000" style="background-color: #ffffff;">Download AttachmentExtractorCore 2017.5</a>)</p> <p>Create two settings as described in this article :&nbsp;<a href="http://www.mscrm-addons.com/Blog/PostId/10031/how-to-create-a-settingskey-manually-in-ms-dynamics-365">Link</a></p> <p>&nbsp;</p> <p>"EnableCascadeDelete" </p> <p>A value of "true" enables the plugin/workflow in general.</p> <p><span>A value of "false" will not remove any file on sharepoint.</span>​</p> <p><span>&nbsp;&nbsp;</span>​</p> <p><span>"T</span>hrowOnCascadeDeleteFailure"&nbsp;</p> <p>Value of "true" means, that you will not be able to delete the item in CRM, if the plugin fails to remove the linked file(s) on Sharepoint</p> <p><span>Value of "false" means, that the item in CRM will be deleted, regardless if the plugin fails to remove the linked file(s) on Sharepoint</span>​.&nbsp;</p> <p>​&nbsp;</p> <p>&nbsp;</p> <p>​</p> <p>&nbsp;​</p>10047