As a follow up to the new Delete email permanently organization setting in Administration (released in version 4.0 Service Pack 5), you can now select to delete messages and newsletter issues based on whether the email is beyond a certain number of days, months, or years. This enhancement automatically deletes email from the Email area of Blackbaud Internet Solutions and the back end of the database.
Tip: For more information about the original implementation of this setting, refer to Delete Email Messages and Newsletter Issues Permanently.
To delete email permanently based on age, schedule the new Automatically delete email older than option.
To delete email older than a certain age, select the second option. In the field beside it, enter the number of days, months, or years to delete email, and then select an option in the drop down. For example, to delete email older than two years, enter "2" in the field and select Years.
When you use this setting, the program calculates the age based on the email sent date. The process then deletes the applicable email from Email before deleting it from the back end of the database. If you leave the default as Never, the program only removes email from the back end of the database.
Note: To prevent the program from processing the Delete email permanently setting, it is important to remember that you select Never under Business process frequency. This is part of the original feature that released with Service Pack 5. Also, as a result of this new Automatically delete email older than feature, the Delete email that is older than [ ] day(s) field has been removed from this setting.