--- title: "USE CASE: Streamline Storage of Automated Emails Used by Salesforce | Data Quality Helper Use Case Library" description: Data Quality Helper can help implement a data storage strategy that prevents the accumulation of auto-generated emails that are no longer needed. image: https://www.passagetechnology.com/hubfs/2021/DQH-library.png --- [GET DEMO](https://www.passagetechnology.com/any-product-one-on-one) **+1 (224) 655-6779 [![Trusted Salesforce service partner Passage Technology](https://www.passagetechnology.com/hubfs/2021/Nav-header-logo_PT.png) ](https://www.passagetechnology.com) # USE CASE: Streamline Storage of Automated Emails Used by Salesforce [![Free Salesforce business guides to help admins/developers, project managers, sales managers, and decision makers. Download the free PDF series now: Reinventing Your Business, Reimagining Your Salesforce®.](https://www.passagetechnology.com/hubfs/2021/Essential-Salesforce-Guide_Helper-Suite.png) ](https://www.passagetechnology.com/en/essential-guide-for-salesforce-admins-developers) ## **Problem: Automatically generated and stored emails accumulate over time** Automated emails may be sent from Salesforce when a customer case is submitted to acknowledge receipt of the case. This ensures that the customer is promptly responded to and high service standards are maintained. However, these automated emails consume a substantial amount of valuable Data Storage space which can be quite costly. ## **Solution: Create a mass deletion strategy for these types of emails** Use [Data Quality Helper](https://www.passagetechnology.com/data-quality-helper-overview) to delete the automated emails that are no longer needed in the org based on criteria that you define. 1. Determine your filter criteria. This will vary from org to org but some items to consider: 1. Subject 2. From Email 3. Created Date 4. Incoming (True or False for outbound or inbound) 2. Create a New Data Cleanup Rule from the Data Cleanup Rules tab. 1. Give the rule a meaningful name: Sent Auto Response Emails 2. Select the object to delete records from: Email Message 3. Add a user-friendly description including your criteria in the Notes section. For this use case, we recommend something to the effect of: 'Delete outbound automated emails with the subject, “Thank you for submitting your case” 7 days after they are sent.’ 4. Create Filter Criteria 1. Created Date 1. Less Than 2. Last number of days: 7 2. Is Incoming>equals>false 3. Subject>contains>Thank you for submitting your case 5. Preview Records to ensure that you have created the desired filter criteria. 6. Activate the setting. ![UC-DQH_New Data Cleanup Rule](https://www.passagetechnology.com/hs-fs/hubfs/UC-DQH_New%20Data%20Cleanup%20Rule.png?width=1000&height=711&name=UC-DQH_New%20Data%20Cleanup%20Rule.png) For assistance with the setup, please send us an email: [support@passagetech.com.](mailto:support@passagetech.com) Do you have a related use case you would like to share? Please let us know by commenting below! *Besides better data storage management, this app also offers enhanced data validation as well as duplicate data detection and resolution that exceeds default Salesforce functionality. Plus, don’t forget to take advantage of the list view that shows all validation and duplication issues detected by the rules Admins created. Install the free version today! * [![Schedule Demo/Consult](https://no-cache.hubspot.com/cta/default/4130736/cf86c8e7-57d0-4596-af6c-780532d84bf9.png)](https://cta-redirect.hubspot.com/cta/redirect/4130736/cf86c8e7-57d0-4596-af6c-780532d84bf9) [![Install Free App Now](https://no-cache.hubspot.com/cta/default/4130736/75b1670b-97a2-4c85-9ab3-99e04453aaf3.png)](https://cta-redirect.hubspot.com/cta/redirect/4130736/75b1670b-97a2-4c85-9ab3-99e04453aaf3) Tags: [Case Management](https://www.passagetechnology.com/data-quality-helper-use-cases/topic/case-management), [data storage](https://www.passagetechnology.com/data-quality-helper-use-cases/topic/data-storage), [Email](https://www.passagetechnology.com/data-quality-helper-use-cases/topic/email), [Data Quality Helper](https://www.passagetechnology.com/data-quality-helper-use-cases/topic/data-quality-helper), [data deletion](https://www.passagetechnology.com/data-quality-helper-use-cases/topic/data-deletion), [data deletion strategy](https://www.passagetechnology.com/data-quality-helper-use-cases/topic/data-deletion-strategy), [data governance](https://www.passagetechnology.com/data-quality-helper-use-cases/topic/data-governance) | [** USE CASE: Keep It Clean—Mass Delete Old Synced Tasks in Salesforce Org ](https://www.passagetechnology.com/data-quality-helper-use-cases/keep-it-clean-mass-delete-old-synced-tasks-in-salesforce-org) | [Data Quality Helper Use Case Library](https://www.passagetechnology.com/data-quality-helper-use-cases) | [ USE CASE: Manage Storage Better by Recycling Unneeded, Archived Calls ** ](https://www.passagetechnology.com/data-quality-helper-use-cases/manage-storage-better-by-recycling-unneeded-archived-calls) | | --- | --- | --- | [ USE CASE: Ensuring All Salesforce Phone Number Fields Are Consistent in Format ](https://www.passagetechnology.com/data-quality-helper-use-cases/use-case-ensuring-all-salesforce-phone-number-fields-are-consistent-in-format) [ USE CASE: Mass Delete Old, Unneeded Marketing Data (Clicks & Opens) ](https://www.passagetechnology.com/data-quality-helper-use-cases/mass-delete-old-unneeded-marketing-data) [ USE CASE: Manage Storage Better by Recycling Unneeded, Archived Calls ](https://www.passagetechnology.com/data-quality-helper-use-cases/manage-storage-better-by-recycling-unneeded-archived-calls) [ USE CASE: Streamline Storage of Automated Emails Used by Salesforce ](https://www.passagetechnology.com/data-quality-helper-use-cases/streamline-storage-of-automated-emails-used-by-salesforce) [ USE CASE: Keep It Clean—Mass Delete Old Synced Tasks in Salesforce Org ](https://www.passagetechnology.com/data-quality-helper-use-cases/keep-it-clean-mass-delete-old-synced-tasks-in-salesforce-org) [ USE CASE: Ensuring All Salesforce Phone Number Fields Are Consistent in Format ](https://www.passagetechnology.com/data-quality-helper-use-cases/use-case-ensuring-all-salesforce-phone-number-fields-are-consistent-in-format) [ USE CASE: Finding and Fixing Duplicate Cases in Salesforce ](https://www.passagetechnology.com/data-quality-helper-use-cases/finding-and-fixing-duplicate-cases-in-salesforce) [ USE CASE: Finding and Fixing Duplicate Opportunities in Salesforce ](https://www.passagetechnology.com/data-quality-helper-use-cases/finding-and-fixing-duplicate-opportunities-in-salesforce) [ USE CASE: Ensuring Reasons Lost Are on Closed Salesforce Opportunities ](https://www.passagetechnology.com/data-quality-helper-use-cases/ensuring-reasons-lost-are-included-on-closed-lost-opportunities-in-salesforce) [ USE CASE: Mass Delete Old Emails, Auto-Responses & Case Email Messages ](https://www.passagetechnology.com/data-quality-helper-use-cases/mass-delete-old-emails-auto-responses-case-email-messages) © 2026 Passage Technology LLC All Rights Reserved. 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