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tami0587 asked on

Report how much email is older than 90 days

Is there a way in Lotus Domino 7.0.3 to create a report to tell me how much email is older than 90 days in a mail file?  I'm fine with a percentage or a hard number in each mail file.  We are trying to find out how much disk space we would save if we removed email older than 90 days.

Thanks.
Lotus IBM

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olaraak

8/22/2022 - Mon
madheeswar

Either you can write a script to do this, or have your own view with a selection formulae to display all the docs which are older than 90days.
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olaraak

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mbonaci

Or you can create the copy of the AllDocuments view and change the selection formula to:

Dat := @Adjust( @Today; 0; 0; -90; 0; 0; 0 );
Select @Created > Dat

Then you can add totals column with doc size or whatever else you want...
olaraak

Fiddling with All Documents view can impact mail database performance.
It is a biggest view in mail database and making a copy of it can increase database size.
Of course it is possible to remove unneccessary columns and sorting, what will decrease view size.

Second problem is with selection by date- this will keep the view constantly updating. Indicator of this is a permanent small blue arrow in left upper corner of the view.

If there is a big number of documents in database, date-based view  generates quite a overhead for server, specially if the copied view is in many mailboxes. There are techniques to avoid it, as generated or hard-coded view selection formula, but they are little more complicated to use and maintain.
Your help has saved me hundreds of hours of internet surfing.
fblack61
mbonaci

There is a solution for view refresh indicator, and then the view index is only calculated once a day.
It's done by using @TextToDate("Today") instead of @Today.

If you leave as it is the server is going to be impacted only at night when it's doing index updating because the selection (date) changes and when user manually refreshes the view.

The size of index is approx 7 - 12% of db size (Administrator - Files - Manage views).

In order to use generated selection formula the users must be at least Designers in ACL.
We are not going to even discuss hard-coding a view formula for this task, will we?
olaraak

For this kind of task, I think the best way is to get mail database's filenames from corporate Directory's   "($Users)" view, get databases by name and then scan the mail documents in each database. This script can run from any Domino Database.

Results can be written to text document, e-mail or Notes document.

This way, with some more lines of code is possible to get full report about all mailfiles.

This agent must be run with the rights of administrator.