Welcome to the Email Scrubber User Guide
Whether you're already running Email Scrubber and need a quick answer, or you're evaluating it for the first time, you're in the right place.
Why Email Scrubber
Email-to-Case is one of Salesforce's most useful out-of-the-box features, letting your team manage customer correspondence and track case conversations without leaving Salesforce. But every sent and reply in that conversation becomes its own Email Message record.
To make matters worse, Email Messages are one of the few record types in Salesforce where storage is based on actual record size, rather than a flat per-record allotment. Long threads and email headers don't just add records, they add real, compounding storage.
Left unchecked, Email Messages can quickly become the single largest consumer of data storage in your instance, especially once case volume climbs or conversation threads run
Email Scrubber solves that. The app identifies email messages that are safe to clean up and archives them out of active storage, all through point-and-click configuration. No code, and in a matter of minutes you'll be up and running.
It's tempting to solve a storage problem with a blunt instrument. Ship old emails off-platform or just delete them. But that trades one problem for another: when a client calls asking about a conversation from eight months ago, can you find it? Is it still in Salesforce, still attached to the case, still something you can query and report on?
Email Scrubber keeps archived email on platform and retrievable, not shipped off to cold storage or gone for good. Email Messages are available the moment you actually need it with tool you already work with on a daily basis.
HOW IT WORKS
No Code, Configuration Driven Archiving
1
Pick Your Approach
Targeted Detection is the most popular and aggressive option to reclaim storage. Redundant Detection takes a lighter, duplicate-focused approach. Choose one approach or combine them both for additional storage savings.
2
Set your rules
Set up your filter to define what email messages to target and when to target those email messages. There are many additional options available that can be configured for your instance's specific needs.
3
Archive, report, and stay compliant
Batches run on your schedule to archive email messages. Archived email messages are available via reporting and related lists. Better yet, add our lightning component on the layout for readily available archived records
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