Stand-Alone Assignments Implementation
There are a few flavors of a File Wipe implementation. This sample guide will walk you through the implementation of a stand-alone File Wipe assignments implementation.
What is a Stand-alone File Wipe Assignments implements?
A stand-alone File Wipe implementations is for clients that have purchased Email-to-Flow, but are not ready to implement a new email service. Instead, these clients are only implementing the File Wipe functionality.
A File Wipe assignments implementations is for clients that need to deal with Assignments (versus files).
Let's Get Started
Following the File Wipe User Guide, we will first execute the first 4 steps of the implements. Following along with the User Guide, we will install Email-to-Flow, configure the Query All Files permission, create the File Wipe library, and finally configure the File Wipe Rule custom metadata type.
Populate Attachment Hash Values
Clients executing the File Wipe functionality against Attachments much run the One-time Attachments batch to populate hash data for attachments. Going forward, delivered attachment triggers will populate the hash data for any new attachment records created in the instance.
Start Establishing Your File Wipe Library
The File Wipe library is a library of the files you wish to wipe in your instance. The library is build using the File Wipe Audit LWC.
Find File Wipe Audit in App Launcher
The File Wipe Audit LWC provides the ability to identify those files that occur most frequently in your instance. Toggle the parameters to identify and initial set of files for review.
For our example, we are looking for
- all image types
- having 2 or more records
- with a content size between 1 and 272,300 bytes
- displaying the top 10 files found
The audit has identified the blue Linkedin logo icon as the worst offender, appearing 5 times in the instance for a combined storage cost of 1.11 MB.
Since this is one of the annoying email signature files we want to remove, we will add it to the File Wipe library by clicking on the Add To Library button. Note: you can assign a nickname to the file. If you are using the rename File Wipe functionality, this is the value that will be applied to any new matching files.
Repeat this process until you have established you File Wipe library.
Schedule the Retroactive Batch
The retroactive batch identifies any files in the File Wipe library that exist in your instance. If your configuration is set to purge, the retroactive batch will remove the files. If you configuration is set to rename, the retroaction batch will these files to the nickname provided in the File Wipe Audit process.
While you are initially establishing your File Wipe library, you may find it easier to identify a subset of File Wipe library files and run the retroactive batch multiple times.
Once you have your File Wipe library in place, schedule the job to run on a regular basis. This process will continue to cleanup files are you add new files to the library.
Activate the Trigger for Real Time Processing (Optional)
Configure the EmailMessage Trigger to execute the File Wipe functionality as new Email Messages are created. Optionally, you can leave the EmailMessage trigger inactive. Files will be stored against the Email Message record until the Scheduled Retroactive Batch runs.
Periodic File Wipe Audits
Once your File Wipe library has been established, the retroactive batch and Email Message trigger will execute the File Wipe functionality to remove unwanted files.
You will, however, need to periodically review your File Wipe Audit to identify new unwanted files. We recommend a quaterly review.