Database: TOPdesk database is becoming very big

Solution: In database management tools like SQL Server Management Studio (SSMS) you can report on the amount of data stored in a database, and the size of the different tables. This can give you an idea of why the database is so large. In SSMS you can report on table size using: Database > Menu > Reports > Standard reports > Disk usage by top tables. A couple of reasons for a big database can be: 1) The import log table "import_record_result" is very big This problem, and its solution is described in knowledge item KI 5754 on My TOPdesk. We advise to clean up the database at least once a week. This action can have an impact on the performance of TOPdesk so it should be planned outside of office hours. More information on this can be found on knowledge Item KI 6242. -Settings > Technical settings > Clean up database > Schedule 2) The log file of the database (Databasename_log.ldf) is very big -The database service keeps a log which keeps track of the executed actions. The detail level (recovery model) of this file can be defined in the properties of the database. For TOPdesk a 'Simple' recovery mode is sufficient. When using 'Full' logging, the database file can become very big. The logfiles can be deleted as follows: •Click with the right mouse button on the database in the MS SQL Server Management Studio •Select Tasks > Shrink > Files > File type: Log More information regarding the Recovery models, and the pros and cons of these models, can be found at "Recovery Models (SQL Server)" (https://msdn.microsoft.com/en-us/library/ms189275.aspx?f=255&MSPPError=-2147217396) and "Choosing the Recovery Model for a Database" (https://technet.microsoft.com/en-us/library/ms175987(v=sql.105).aspx). 3) The table 'emailbericht' is very big; there are many (or big) old e-mails in TOPdesk The database table containing the emails can also be very big when an email loop of automatic emails has been imported into TOPdesk by mistake. A reason for this happening is when an email is sent from TOPdesk, and an automatic out of office reply is then again imported by TOPdesk. The automatic reply triggers then a new email from TOPdesk causing a loop. This can be checked by looking in the mailbox which is imported by TOPdesk. If there is an email loop, then there will regularly be an unread email from the same sender. The loop can be stopped by marking the email as read, or by following the instructions on knowledge item KI 5331. 4) The 'topsisobject' table is very big This table can become very large when a lot of history regarding TOPsis scans (hardware inventory updates) is stored in TOPdesk. See KI 9993 (TOPsis: Delete TOPsis audit trail completely or partly) for more information on removing this data. 5) The TOPdesk upload folder is very big This issue can be resolved by setting up TOPdesk to automatically delete attachments of old closed cards. This can be done with the following settings: •Settings > Functional Settings > File maintenance > Module > Remove uploaded files •Settings > Technical Settings > Document and File Settings > File removal service > Execute at A more detailed explanation on the setting 'Remove uploaded files' can be found in Knowledge Item KI 8752.