Data Retention (Enterprise feature)

Configure JungleMail to track image and template usage and remove unused images and templates after a set period of time.

Notes

This feature is exclusive to JungleMail Enterprise.
To configure this feature, you need access to SharePoint Central Administration.

About the feature

If Data Retention is enabled, once a day JungleMail Maintenance Timer Job analyzes recently modified and processed newsletters and templates for used images and templates. The job automatically updates used images and templates and sets the last usage date in the LastUsedInDraftDate, LastUsedInJobDate or LastUsedInTemplateDate columns.

The feature can also be configured to only keep unused images and (or) templates for a set number of days since the last date of usage or modification. Afterwards, JungleMail moves unused images and (or) templates to the Recycle Bin or marks them for deletion by setting the MarkedForDeletion column value to Yes.

This feature works only with images located in the JungleMail Assets library and templates located in the JungleMail Templates list on the same site collection. Only images located in the Email Builder Gallery Images and RichText Builder Gallery Images folders will be moved to the Recycle Bin or marked for deletion. Note that after 30 days, Recycle Bin items are deleted permanently unless configured otherwise.

Additional remarks

Data usage analysis is isolated to the site collection it's enabled in. Usage of images from other site collections is not included in processing.
Template usage is tracked when:
- User loads template content to newsletter and saves this newsletter as draft, modifies it or submits for sending (LastUsedInDraftDate).
- Such newsletter is processed and completed (LastUsedInJobDate).
Image usage is tracked when:
- Image is used in newsletter content and user saves this newsletter as draft, modifies it or submits for sending (LastUsedInDraftDate).
- Such newsletter is processed and completed (LastUsedInJobDate).
- Image is used in template content and user saves or modifies this template (LastUsedInTemplateDate).
Image usage is tracked for each recurring newsletter, while template usage is tracked only for the first recurring newsletter.
For older newsletters (before the feature is enabled), template usage is not tracked.
Maintenance Timer Job runs daily at 10PM-6AM (can be changed in Central Admin). The exact time is determined by SharePoint randomly.

Configuration

1. Go to JungleMail global settings.

2. In the Compliance and Data Retention section, check the Enable Data Retention feature box. Then, enable the settings you need by clicking their checkboxes.

Logging

Data Retention processing general log is written to the ULS log and also to the JungleMailMaintenanceLog table in the Compliance and Audit Database (if the database is configured). If you enable detailed logging, an additional log will be written to the JungleMailDataRetentionAnalyzerLog and JungleMailDataRetentionCleanerLog tables in the Compliance and Audit Database (if the database is configured). The following events are logged:

each timer job launch,
each analyzed job and template,
each used images and templates that are found,
each image or template that is deleted or marked for deletion.

To configure logging, take the following steps:

1. Go to JungleMail global settings.

2. In the Compliance and Data Retention section, click Configure Database...

3. In the window that opens, check the Enable SQL Database Storage box, then check the Create new database box. JungleMail will fill in the Database server field with the current SQL server name of your SharePoint. You can change the server name. JungleMail will also fill in the Database name field with the default value JungleMail_ServerName. You can change the default name to one that fits in with your general administration.

4. Click Save to save your configuration.