Riva CRM Integration - Documentation and Knowledge Base

How to Reduce the File System Space that Riva Consumes

Article ID: 1186
Last updated: 02 Nov, 2015

A customer reported that the Windows system hosting Riva ran out of file system space. Examination of the Riva transaction files revealed AddressBook.metadata files that exceed 100 MB and asked if those files could be regularly purged so they do not run out of space on their server.

There are some procedures that can be followed to reduce file system space that Riva uses.

Explanation of Riva Transaction Metadata

Riva maintains dynamic transaction tracking metadata files and journals for each user in the \Riva\Transactions folder structure. Those files contain the record of what data has been previously synced including date and time last created, updated or removed. For active users being synced, those files cannot be removed, as Riva depends on them to ensure data sync will be accurate.

Procedures to Reclaim File System Space that Riva Consumes

The overall objective is to reduce and better control the file system space that Riva consumes. Here are some recommended procedures:

Remove transaction records for users no longer being synced by Riva

When users are removed from a Riva sync policy, Riva does not remove the transaction records for those users.  If user(s) are permanently removed, it is safe to remove the transaction records for those users using this procedure:

  1. In the Riva Manager application, under Policies edit a sync policy.

  2. On the General page, mouse over Name: and double-click. This will open Windows Explorer to the transaction folder for the sync policy.

  3. Navigate into the \Lookup folder. You will see a folder for each user that Riva has ever synced in the past including current active users.

  4. Remove any folders for users that have been permanently removed from Riva.

  5. Close Windows Explorer.

  6. Cancel saving the sync policy.

  1. Do not modify any of the files in any transaction folders without explicit instructions from Riva support staff.
  2. You need to close and re-launch Riva to notice that the users have been removed from the user list on the Sync Start Time user list.

Move Riva to a different local volume on the host Windows system

If you have installed Riva on the Windows system volume (C:), as Riva space consumption can negatively affect Windows performance. You can add or identify an additional volume with sufficient free space and move Riva to that volume.

Use the following procedures to move Riva to a different folder location on the same Windows system.

Reduce the number of contacts that are synced to each user

If user "AddresssBook" transaction files are 100+ MB in size, that indicates that there are a lot of contacts that have been synced from the CRM. You can implement contact filtering changes to help reduce the number of synced contact records.

Steps to reduce the historical sync date and perform a reinit full sync

Riva is syncing contacts based on create date or last modified date that is on or after the Sync Policy Start Date. If you modify that date to sometime closer to today and then force a full delete and repoll of contacts from the CRM, Riva will clear the AddressBook transaction records, remove contacts from the user's email address book and copy down a fresh set of contacts.

For example, if the Synchronization Start Time date is set to 1997-01-01 00:00, Riva is syncing all CRM contacts that were created or modified on or after that date. If users do not need contacts that old, modifying that date (e.g. to 2010-01-01 00:00) just for contacts and leads will remove and reduce the number of contacts/leads synced by Riva to something more current.

To implement this change

  1. In the Riva Manager application, under Policies edit a sync policy.
  2. On the Sync Start Time page, check the Sync All check box below the list of synced users.

  3. From the Type: drop-down list, select the Full - Delete all Mailbox data and re-poll from CRM option. Choose Yes when prompted.

  4. From the Modules: drop-down list, select AddressBook.

  5. On the Advanced Options page, click Custom Options. In the Policy Advanced Options window, add the following option keys and values:

    Sync.Crm.SyncStartTimeOverride.Contact = 2010/01/01 (specify desired date in YYYY/MM/DD format)
    Sync.Crm.SyncStartTimeOverride.Lead = 2010/01/01 (specify desired date in YYYY/MM/DD format)

  6. Click OK and Save the sync policy.

Once saved, Riva will perform the following actions:

  • Riva will remove existing previously synced contacts from the user's mailbox address book.
  • Riva will remove the existing transaction record for the user's address book.
  • Riva will create new copies of CRM contacts in the user's email address book that were created or last modified on or after the revised Synchronization Start Time date (step 5 above).
  • Riva will create a new and smaller user transaction file for those contacts.

Note: This can have a significant impact on the CRM so we highly recommend that this be scheduled for an extended period of user inactivity (for example, over a weekend).

Other actions can reduce the amount of file space being consumed by Riva

  • Remove the older version folders - When Riva is upgraded to a newer version, the older version folders are retained in case you need to roll-back to an earlier version. You can choose to remove the really old version folders. Look in the \Riva\Application folder and remove child folders that you are no longer using. You should keep the current version and the version you most recently upgraded from. Each version folder takes approximately 80+ MB of space.

  • Remove older log files - When a user is permanently removed from a sync policy, Riva does not remove the user's sync logs. Remove folders for users permanently removed from Riva sync policies from the Riva\CRM Integration Logs folder.

  • Ensure that Riva is logging at normal levels - If someone set DEBUG or TRACE logging levels for your Riva server, those levels can be returned to normal logging once troubleshooting has been completed. See Riva Server: Enable DEBUG or TRACE logging.

  • Reduce the length of time Riva saves old log files - Riva will normally save logs files for a 14-day period. You can reduce that period if necessary. See the following instructions:

  • Change the location where Riva saves log file - by default, Riva saves log files where Riva is installed. You can configure Riva to save log files to a different local volume.

Article ID: 1186
Last updated: 02 Nov, 2015
Revision: 2
Views: 5048