In this Blog post I would like to share SAP BusinessObjects BI feature how to set limits for user’s Inboxes or retain only ‘N’ latest documents.

The documents sent to user’s inboxes are stored in the Input FileStore and hence increase the disk space occupied by the Input FileStore on the server

How to set limits for user’s Inboxes or retain only ‘N’ latest documents?

1. Login to Central Management Console (CMC).
2. On CMC Home >> from drop down, select Inboxes.
3. Select Inboxes >> Limits.
4. Note the Limits Window as follows

On the Limits Window:

• Delete excess documents when there are more than N documents of an object

To limit the number of documents per Inbox, select this check box. Then, type the maximum number of latest documents that you want to retain on the system within all Inboxes (Default value is 100)

• Delete excess documents for the following users/groups

To limit the number of documents for users or user-groups, click Add/Remove in this area. Select from the available users and user-groups and click OK. Next, under Maximum Document Count, specify the number of latest documents that you want to retain for the added user and user-group (Default value is 100)

• Delete documents after N days for the following users/groups

To limit the number of documents in user’s Inboxes only for ‘N’ days, click Add/Remove in this area. Select from the available users and user-groups and click OK. Next, under Maximum document count per user, specify the Maximum document age in days that you want to retain for the added user and user-group (Default value is 100)

NOTE:

• When these settings take effect, it deletes the older documents greater than specified value, irrespective of whether it was read or unread by the user.
• The documents deleted from Inboxes because of Limits applied on them will not be stored in Recycle Bin. Only the documents manually deleted from Inboxes will be found in Recycle Bin.

Next steps

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