System cleanup provides tools that can be used to prune the audit logs and caches. Pruning audit logs can be particularly useful if you need to reduce the size of your database tables. You can find the cleanup options are at Utilities -> System Cleanup.
Most options provide the option to automatically delete after a certain number of days (data retention) and/or manually delete all records before a certain date.
The tools are divided into database, files and logs, based on where the data is stored.
|Users||A user record is stored for each user who opens a ticket or comment, or may have been imported from a previous system. You can automatically prune inactive records, where they have no activity (including tickets, comments and ratings) within a number of days defined. Be aware that deleting users is an irreversible action, will delete all related data from the system also, including tickets, activity log and email log, and will impact reports.|
|Tickets||You can automatically prune inactive tickets, where they are marked as resolved and have no activity (including messages and custom fields) within a number of days defined. Pruned tickets are initially sent to the trash and are then automatically cleaned up by default 30 days later, and will impact reports. When permanently deleted from the trash, it will also delete all related data from the system also, including messages, attachments and feedback.|
|Organisations||You can automatically prune inactive organisations, where they have no users and no activity (custom fields) within a number of days defined. Be aware that deleting organisations is an irreversible action and will impact reports.|
|System Cache||The cache is used to store data that does not change frequently in order to reduce the number of the database calls. The cache items are automatically removed when they became stale or when the data changes, but you may wish to clear it manually.|
|Template Cache||The template files are pre-compiled and saved to the file system to save time when loading them.|
|Attachments||Ticket attachments are saved on the file system, but you have the option to prune attachments before a certain date.|
|Exports||Exports of user data on the file system, but you have the option to prune exports before a certain date.|
|System Activity Log||All activity, from users, operators and the system itself is logged in this log. Information may become irrelevant some point in the future, and you can prune log entries before a certain date.|
|Email Log||Each incoming and outgoing email is stored in the email log, this log might get heavy over time as some email content can be very large. You can prune email log entries before a certain date. Raw email content for incoming emails is stored on the file system available for 30 days by default and automatically pruned by the system, see App Configuration to change the length of time it is stored.|
|Operator Login Log||Every operator login is stored in the login log, you can prune log entries before a certain date.|