I want to erase all emails in my CRM but I do not know to erase the 160.000 emails all at once...
While I don't have an answer for you (sorry!), I know one thing you should be aware of. Even after you delete an email from Sugar, it's still taking up space on your database. If your goal is to simply make the emails go away, you don't need to read further. If you are looking to free up space in your database, read on.
Removing unwanted emails in Sugar as to free up space on the database, will require a complicated SQL query that will need to be run directly on the database. While "deleting" these via the Sugar interface will hide them from view, it will not actually remove them from the database. They get marked as "deleted" but the data remains intact. Creating this SQL query is not something Sugar Support provides or has on hand that can be quickly run, as each customer scenario is unique. Historically, Sugar Support would ask that the SQL query be created and provided to them by the customer or their Sugar partner.
I'm currently trying to free up space in our database and I found out that deleting e-mails on my end won't really do the trick.
Thank you Kayla for your answer. It has been very helpful.
I am trying to reduce the size of our SUGAR CRM database. The other option I am exploring and do not know how to do it is to erase all those contacts with bounced emails. Do you have any idea how to do it?
Thank you in advance and regards from Catalonia!
Hi David Poveda,
I wonder whether you face performance issues you are trying to solve with clearing of unnecessary emails.I would suggest requesting one of the Sugar partners to analyse performance bottlenecks and then speedup your Sugar, since that is Ok for Sugar to maintain millions of records easily with corresponding technical care.SugarCRM Performance Tuning. Optimize Your CRM System
All the best,
Thank you for your assistance.
We are being charged a minimum of 8 hours per any service that we require to our SUGAR CRM provider in Spain (PRAKTON). Also, the hour cost they charge is too expensive (30% higher than the market price).
The very high cost of running SUGAR in Spain is the reason we are migrating to another CRM solution. Now, we need to downsize the file but I am not willing to pay the very high price they are asking for. Therefore, here I am investing many hours...
in case you are migrating from Sugar, just leave the unnecessary luggage of 160.000 emails in the database snapshot and take only the emails you really need for customer's history. I hope new CRM provides some tools for the migration...
However, I would suggest to discuss your situation with your Sugar Success Manager prior leaving Sugar, just to clarify what SugarCRM suggests for increasing your ROI from Sugar subscription.
Usually there are options to offer including recomendations how to decrease Sugar total cost of ownership (TCO).
Thanks for clarifying the fact that deleting a record, might indeed still leave it in the database.
While it is true that Sugar leverages the common practice to leave deleted records in the database, marking them with a "deleted" flag (this practice is referenced as "soft deleting"), it is indeed possible to have a cleanup job to run every month during the night, to purge all soft deleted records.
By default the background scheduler job is not active, but it can be easily enabled by a Sugar Administrator user of your instance. It is a configurable choice of every customer, as it is a decision you have to make, to delete records permanently from your database.
The scheduler job is called "Prune Database on 1st of Month" by default. Here you can find some additional information from the manual.
In regards to the original question from David Poveda, from the UI there is no easy way to perform such a long running action.
Assuming you know exactly what records you want deleted, and you know the matching database SQL query, it can be completed from the database backend side.
It looks like you are hosted on Sugar cloud so through the support portal you could raise a support ticket about it requesting exactly the MySQL SQL query that you need to run (please see here about the format required). If instead you are hosted by a partner, you would have to ask them to complete the database backend action for you.
Hope it helps
Thank you for your feedback. The partner here charges a minimum fee of 8 hours at 80€/hr. Quite expensive to do something that other CRMs allow to do directly from the UI. It looks like the time of my company using SUGAR is over.
We are seriously considering other CRM options that are more user friendly and with more reasonable local partners.
Thank to all for your assistance.
Before leaving SugarCRM I would like to suggest explore other partner options, maybe issue an RFP? and talk to your customer success representative as Dmytro said. Changing the CRM platform also involves expenses associated with the implementation of the new tool and data migration, etc.
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