Background: I have a mail db cap limit of 400M and I’m constantly up against it. I’m familiar with the “usual suspects” to combat the issue and I use most of them as much as I practically can. Although I’m always looking for good new ways to keep my limit down, I’ve tried to do my homework and my post now is to ask something fairly specific. Over time I have confirmed that Notes builds an index when you access a mail folder or view you haven’t opened in awhile (> 1 week, I believe). Folders used regularly maintain existing indexes but important is that the size of these indexes counts against your mail database maximum size. I learned this the hard way once when my mail db was 410M, 10M above my 400M limit. Following a reasonable recommendation, I opened All Documents (something I rarely do), sorted by size, and proceeded to painstakingly delete about 30M worth of mail I felt I could live without. Confident I would now be able to reactivate my mail send function with a 380M mail db (410-30=380), I was very dismayed to find that after all that effort, and without receiving a single new email during that time, my mail db size had now ballooned to 450M!!! I had actually lost ground.
Eventually I learned that when I opened that AllDocs folder a 70M index was built and despite deleting 30M I had in the process incurred a net increase of 40M.
After approx 1 week without opening that folder/view again my mail size “magically” dropped by about 70M, putting me back under the cap.
Apparently only server admin-type folks can manually remove these indexes on an ad hoc basis, and one time they did for me. But the end user cannot.
This is a big problem for me. I don’t know why it isn’t for others (unless they don’t know about it or their usage is very different from mine). Note this is NOT the same as the text-indexing function which the user can manipulate, as many have often suggested.
I realize this straddles the line between design / normal behavior (as the good folks at Notes likely believe) and usability problem / defect (as I would make the case for), but my questions are these:
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is there indeed a way for the end-user to delete these internal folder-level indexes if and when desired? How?
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if they cannot be deleted (by me), is there a user setting to shorten their default duration, or request they not be created at all?
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is there a way for them not to count as “email” against a max size for email?
Thanks!