Finding emails with large attachments

 hello,

 I would like to identify emails o in slightly that have large attachments, so that I can delete them to create my space in my account.

 I do not really want to trawl through every single email looking for the size of the attachment and each one. If I do not have to.

Thank you

2

Comments

17 comments
  • Hi gds,

    There's no way to easily identify files with very large attachments so you can delete them to free up record space. However, you can view all files that have been added to Insightly by going to the Home screen, clicking "Activity Type" and then choosing Files from the drop down. 

    0
    Comment actions Permalink
  • Hello Brenda,

    This solution does not apply to attachments in emails.  Is there a way to find these and remove them?

    2
    Comment actions Permalink
  • Hi Matthew:

    You can create an advanced report for Files and sort by file size. From here you can click on the Linked Record name link to delete.

    0
    Comment actions Permalink
  • Hello Lyla,

              This solution is fine for objects uploaded directly to insightly, however does not find files attached to emails sent through gmail and automatically BCC'd to the insightly inbox.  

    2
    Comment actions Permalink
  • Hi Matthew:

    My apologies, I misread your question and went straight to sharing the Advanced Report option. You're right that email attachments are not included in these types of filters.

    0
    Comment actions Permalink
  • Hi Lyla,

     

    On this note, is there a way to archive emails older than a certain date etc to clear up storage space? I'm ready to use Insightly for my whole company, but I can see that 1GB of storage will get full quickly. Is there a way to just buy more storage space without jumping up to a much more expensive plan? Or some way to still catalog emails without using TONS of space up?

    2
    Comment actions Permalink
  • Hi CJ:

    There isn't an archiving option but this article covers a few ways you can limit your data and record storage

    0
    Comment actions Permalink
  • This is classic customer entrapment - 1Gb is a joke and there is no EASY and quick way to remove bcc'd attachments.  You are tricking your customers and trying to get them to upgrade - who ever heard of 1Gb storage limit.. Its a few dollars for 100's of gigs at Google?????

    2
    Comment actions Permalink
  • I'm starting to feel similarly. The #1 reason I went with Insightly was for the ability to store emails with customers. We really need a way to store more. We've been with Insightly for a month now and we're at 10% of our storage space. I'm nervous.

    2
    Comment actions Permalink
  •  

    Just like your closet, it's always good to periodically clean out your database, especially if you find you are nearing your limit. While you want to keep records of your correspondence with clients, you may not necessarily want to store password reset emails, announcements from Insightly or fax receipts. 

    Often items can get through when emails are auto-forwarded or auto-assigned via an automatic rules.

    Here's our Ideas & Suggestions page where you can add your thoughts on features you'd like to see improved or added to Insightly. 

    0
    Comment actions Permalink
  • Hi Lyla,

     

    Does Insightly have intuitive ways to bulk archive / delete emails that are unnecessary? When you clean out your closet you go through one item at a time, I don't want to have to do that with emails.

    If there were a way to bulk archive emails and store them in OneDrive/Dropbox/Google Drive and still have them linked in Insightly then we'd have a real solution.

    2
    Comment actions Permalink
  • Hi CJ:

    The Bulk edit tool is available to delete extra emails, you can also opt to select all 50 on the page. There isn't a tool to archive and link to another service. However, any attachments to records can be linked to any of our File & Document Integrations without counting towards your storage limit.

    1
    Comment actions Permalink
  • Thanks Lyla. It's not a perfect solution to the small storage issue, but it'll work for now! I appreciate the support :)

    2
    Comment actions Permalink
  • Happy to help CJ!

    0
    Comment actions Permalink
  • We have the same issue, our team is using Insightly since 3 months we were happy so far but right now we are very disappointed about the 1GB storage. As Simon is writing above the storage of 1GB is ridiculous. I am sharing 100% his point of view...

     

    But the point that got us very very disappointed is that we didn’t receive ANY notice or pre warning that we are reaching the limit. We have 2500 emails now and suddenly in the evening from once second to the other this CRM just stopped its services, there was no way o make it run again... Now since 7 days we have zero records in our CRM we are still paying.

    We lost trust.. the fact that its stopping to work from one second to the other one with no pre notice is clear... strange in the same moment we received an email to push us to upgrade to the next level which is more than double the price!

     

    In addition, there is no way to delete all attachments in the stored emails.... we have to do it manually in 2500 emails.

    And as I see we are not the only one with this problem and disappointment.

     

    This is a no go 

     

    otherwise we were happy so far.

     

    BTW to avoid this problem uncheck the box as show in the attached pictures, unfortunatelly this is checkd as standard.

    3
    Comment actions Permalink
  • Thanks for the info Julian! And you can't prohibit users from checking that box, each user has to de-select it manually from their individual accounts. It gives you the impression that Insightly is trying to fill up storage in order to up sell us...

    3
    Comment actions Permalink
  • Not happy about 1GB limit and the constant message to upgrade. Need easy way to dump email attachments which I don't even want stored in insightly. Might move to different CRM if this problem not fixed.

     

    0
    Comment actions Permalink

Please sign in to leave a comment.