Here are some other tips as guidance to help you cleanse down your data inside your CRM account:
1. Get rid of old contacts you are never likely to engage with again. Many of these contacts have stored correspondence i.e. emails, phone call recordings etc that you may no longer need. To see how to delete contacts please click here.
2. Check through your file repository section to make sure that colleagues have not uploaded any duplicate files but different versions? Always ensure the latest version is uploaded and any older files are deleted.
You can also check the size of your files which have been uploaded in the file repository to ensure that you are not storing very large files that are eating into your 10GB storage allowance.
3. Do you have lots of images uploaded in your file repository? These take up a lot more disk space than documents - if you want to reduce down your disk storage then store images on your local PC rather than inside your CRM account.
4. Do you send out regular bulk visual promotional emails i.e. images or attachments – if you do then these could be the reason that your storage levels are high. Cleanse through your contacts to ensure that you are not storing any emails that do not need to be there any longer.
5. Call recordings take up more storage than files so there may be some of these old call recordings you may wish to remove simply by going into the history of a contact, opening up the phone contact history and deleting the call recording from the record.
6. See when you last touched base with a contact. This will help you determine whether they are a valid contact or whether you can remove them from your database. To help you ascertain if a contact is old or not we have set up colour indicators against a contact.
The number inside the box represents days last time emailed or opened the contact from your CRM account i.e. 35 would be 35 days.
The colour coded boxes are a feature allowing you to see at a glance when you last had contact with your contacts using colour coding.
Green shows contact from 1-30 days
Amber from 31-90 days
Red from 90+ days.
This is a great way to see any contacts that you have not touched base with for a while. Any contacts without a colour coded box showing will mean that the contact record has been active that day, i.e. today.