How do I manage data storage for email activity?
Managing how email activity data is stored in Salesforce involves two key settings: how long records are kept, and which types of activity are synced. Both can be adjusted in the Mailchimp Settings tab under General Settings, but each has some important behavior to be aware of when making changes.
The Solution
Changing the Days to Keep
In sync settings on the Mailchimp Settings tab, you can change the "Days to Keep" setting as many times as you like to increase or decrease the number of records stored in Salesforce. When changing this setting, please review the following:
- If you decrease the days to keep, tracking history will be deleted the next time the primary sync runs.
- If you increase the days to keep, you must run a full sync to bring in the previously omitted records. You don't have to enable rematch for this purpose.
- To remove all stored email tracking history, click the Enabled button to toggle it to Disabled. At the end of the next primary sync, all activity records will begin to clear. Note: If all records can't be cleared before the next primary sync is scheduled to start, the cleanup job (MCProcessBatch) will be paused and will continue the next time the sync runs.
Changing Which Activity Types Sync
You can also control which types of activity are synced (Sent, Opened, Clicked, etc.) from the same settings area.
- If you remove an activity type, those records will be deleted from Salesforce the next time the primary sync runs.
- If you add an activity type, you must run a full sync to pull in records for that type that were previously not collected.
Running a Full Sync
When a full sync is needed, you have two options, both found in General Settings in the dropdown menu next to Sync Now:
- Refresh Email Activity — Check the "Run a full refresh" option. This will refresh only your Email Activity records.
- Full Mailchimp Sync — Note that this will refresh all the data in your Mailchimp account, including members, and is likely not necessary for this process. Rematch is also not necessary.
