Storage Helper can be configured to run in a conservative mode, or a maximum savings mode.
Conservative mode will delete your data at a low risk level of not being able to recover data that was lost to accidental deletion or a change in a business requirement that affects the criteria of data that needs to be kept.
Maximize storage savings mode will increase potential Data Storage savings.
- Assign the Storage Helper Permission Set to all Admin Users that should have access.
- Click the gear icon for Storage Helper Settings.
- Set the Maximum Number of Records to Recycle.
- Conservative Mode: The Maximum Number of Records to Recycle is defaulted to 20,000 because this is the number of records that can be restored from the Recycle Bin at any time in most orgs. Please note that Storage
Helper Free Edition is limited to deleting a total of 20,000 records per month across all jobs. To increase the number of records that can be deleted, please upgrade to Storage Helper Premium Edition which deletes
an unlimited number of records.
- The recycle bin allows for one click restoration capability in case of accidental record deletion, whether it is a Storage Helper Job or human error. For your convenience, Storage Helper
will back up all of the records from a Storage Recycle Job, however, you must have selected a backup option at Storage Recycle Job level (available for selection after creating your Storage Recycle Job).
For additional peace of mind, we HIGHLY recommend enabling Storage Helper backups in addition to backing up all of your Salesforce data through weekly exports or other methods.
Please see the Storage Helper Backups section for more details.
- If there are more than 20,000 records to be deleted and the Maximum Number of Records to be Recycled setting is set to 20,000 or less, multiple jobs will need to be run manually in order to work
through all of the records.
- Maximize storage savings mode.
- If you are using the backup options, the data can be recovered from the backup file rather than the recycle bin. Therefore, the Maximum Number of Records to Recycle setting can be increased up to a maximum
of 50,000, otherwise clear out the setting so that there is not a limit on the number of records. Please note that if not all of the Storage Recycle Jobs have backup selections and this setting is greater
than 20,000, there is a risk of data loss for the settings that do not have backup selections.
- Enter the Alert Threshold Percent representing the Data Storage utilization level at which you would like to receive notification.
- Enter the email address(es) to send the notification to.
- Select “Force Record Preview for New Recycle Jobs” if you would like to automatically show a preview of the records that Storage Helper will delete in order to determine the accuracy of the filter criteria before
activating the Storage Recycle Job.
- If you have purchased storage at a discounted rate, select the Salesforce Data Storage is Purchased at a Discount flag and then enter your
cost per 500MB/YR for accurate savings calculation.
- Select “Auto Delete Old Storage Helper Backups” if you would like Storage Helper to delete old backups after a period of time that you define. Once selected, there will be a popup to enter the number of months to keep the backups.
- Select “Track Monthly Data and File Storage” if you would like a monthly comparison of data and file storage usage.
- Select “Track Monthly Object Storage Usage” if you would like visibility into which objects are consuming the most data storage on a monthly basis.
- Select Storage Helper Run Mode.
- You may either select the method by which you would like Storage Helper to run now by clicking the Change Run Mode button, or return to this step after creating your Storage Recycle Job(s).
- From the Gear Icon, click the Change Run Mode button.
- In the Run Mode popup select how you would like Storage Helper to process Storage Recycle Jobs.
- Manual Run Only - By selecting this option, Storage Helper will not automatically run.
- Run After Salesforce Data Exports - Storage Helper will run the Storage Recycle Job(s) you have activated after each export has completed.
- Run on a Defined Schedule - Allows you to schedule when you would like Storage Helper to run.
- If you do choose an automated option, you can still manually run at any time by selecting the Run button in the upper right corner of the All Storage Recycle Jobs page.
- Click Save.
- Next to the Gear icon, you will also find an FAQ button for in app answers to FAQs.