80.4 Log Retention
80.4.1 Overview ¶
The processing log grows by one entry per processed email - with active mailboxes that can be hundreds or thousands of entries per day. So that the database does not grow unboundedly, the program cleans up the log automatically according to configurable retention periods.
The cleanup runs in the background and affects both the display in the log tab and the log database - older entries are physically deleted. The periods are configured in Program Options -> Log (see chapter 40.20).
80.4.2 Two separate periods ¶
| Period |
Default |
For |
| Global retention period |
90 days |
All log entries - successful processing, errors, etc. |
| Retention period “No Match” |
30 days |
Only the entries where no filter matched |
Why separate? “No Match” entries are the majority of log entries in many mailboxes - with profiles that are not tightly filtered often 95 % of all processed emails. They are useful in the short term (verifying that the profile is running), but after a few days they are just noise. A shorter period keeps the database lean without shortening the retention of the actual matches.
Note: The NoMatch period is internally clamped to the range [1, global period] - it can never be longer than the global period and never shorter than 1 day.
80.4.3 When does cleanup run? ¶
The cleanup does not run in real time, but at moderate intervals - typically:
- On program start
- At regular background intervals (every few hours)
- Before generating an Excel report
So the database may briefly contain a few more entries than the retention period would strictly allow - the effect is not disruptive in normal use.
80.4.4 What is deleted? ¶
| Entry type |
On cleanup |
| Successful processing > global period |
Completely removed |
| Errors > global period |
Completely removed |
| No Match > NoMatch period (but < global period) |
Removed from the entry - other associated entries of the email record are kept |
| Postponed processings |
Left untouched - they have their own life cycle (see chapter 60.1) |
For an email that was processed in multiple profiles simultaneously (e.g. profile A: match, profile B: no match), the “No Match” portion is removed after 30 days, the match portion is kept up to 90 days.
80.4.5 Manual reset ¶
In Program Options -> Log there is a Reset log database button that deletes all entries at once (see chapter 40.20.4). That is the quick option if, after test phases or configuration experiments, masses of outdated data have accumulated.
Caution: The reset is not reversible. Before the reset, generate an Excel report over all entries if the data should be archived.
80.4.6 Size growth ¶
Each entry in the processing log typically produces a few kilobytes - the detail data (task status, paths, attachment lists) adds up. With 1000 emails per day and 90 days of retention that yields approx. 90,000 entries, approx. a few hundred MB of log file. The automatic cleanup keeps the database stable at this level.
Note: The log databases are not included in ZIP backups (see chapter 40.17.7) - a backup stays only a few MB in size even with a full log.
80.4.7 Effects on the display ¶
The log tab display loads at most 25,000 entries at once (configurable in Program Options -> Log). If the database contains more, you only see the most recent 25,000. Older entries are still in the database - you can reach them via filter with a specific date, CSV export or Excel report.
A display limit that is too high (e.g. 1,000,000) makes loading the log noticeably slower - the default value of 25,000 is usually a good compromise.
80.4.8 Use case ¶
Standard setup for moderate mailboxes
Global period: 90 days. NoMatch period: 30 days. Display: 25,000 entries. Sufficient for most mailboxes with 50-200 emails per day.
80.4.9 Tips ¶
- Set the NoMatch period generously shorter than the global period - most users see no added value in old NoMatch entries after a week
- If you want to archive logs, regularly export Excel reports with time range: Unlimited and store them - the database stays lean, the history is preserved