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Normally, EssentialPIM handles database maintenance automatically. However, in some cases users want more manual control over the process. The following examples demonstrate the kinds of tasks that can be performed and what to expect.
EssentialPIM has a built-in database management tool that can be useful in fixing some database problems. The tool is available under File -> Database Management.
This dialog also shows summary information about the currently open database file, such as location, size, number of records of each type. Besides the database info this dialog provides some database maintenance tools.
Optimization. This process removes some bulk data, thus making the database smaller and sometimes a bit faster. Database optimization can be performed by clicking on the Optimization button. Running optimization is usually a preventative measure. EssentialPIM optimizes the database periodically when a certain set of pre-defined criteria are met.
Note: before running optimization manually, make sure that all synchronizations and mail send/receive processes are not active, otherwise the Optimization button will be inactive. To stop all the active processes, click on the Stop All button in the synchronization form or in the mail send/receive dialog window.
Check for outdated links. EssentialPIM will check whether the links to external files added through the Attachments option are still validand will update the number of outdated links. To delete outdated links throughout the whole database file, click on the Clear button.
Clear synchronization data. Clears sync data for specific synchronizations (note, your actual data will not be affected, this is a specific synchronization data which will be automatically recreated upon next sync). This feature might come handy when you experience some glitches during the synchronization that never happened before. In this case, select the synchronization that's not functioning normally from the drop-down list and click on the Clear button.
Archiving old records
A database file that is in use for a long time may contain a large number of old records that that are not needed anymore. Removing old records will make the database smaller and can improve its performance. We have a special, free supplementary application for this purpose - EPIM Archiver/DupeRemover. The Archiver can:
- Move outdated items into Trash;
- Move items into another database for permanent archiving;
- Delete outdated items permanently.
More details about how to use EPIM Archiver/DupeRemover can be found in its help file. Note: the major version number for EPIM Archiver/DupeRemover should be the same as for EssentialPIM. For example, EPIM Archiver/DupeRemover version 6.5 will work fine with database files from EssentialPIM version 6.03, but not with the database file from EssentialPIM 5.5.
EPIM Archiver/DupeRemover can also be used to check for and remove duplicate items. The app searches for duplicate entries through all the EssentialPIM modules. After duplicates are found, a list of items automatically selected for removal is shown. However, you can manually adjust which duplicates to delete. All removed items will be moved to Trash where you can easily delete them permanently or restore later.