Sync Delete option is pivotal for maintaining data consistency and preventing accidental loss of important documents. Here's a comprehensive guide on how to use this feature effectively:

Enabling Sync Deletes

The Sync Delete feature facilitates the synchronization of deletions between Simpro and SharePoint. When activated, any file or folder deleted from one system will automatically be removed from the other. This ensures that both platforms reflect the same data and eliminates the need for manual deletion in two places.

Setting a Delete Limit

To safeguard against unintended mass deletions, the Sync Delete feature includes an option to set a deletion limit. This limit represents the maximum number of files and folders that can be deleted within any 24-hour period through the integration. The limit is applicable across the entire account, including all Jobs, Quotes and Sites

• How to Set the Limit: Access the integration settings in your account to specify the desired threshold. This can be adjusted according to your needs and team size, with typical settings ranging from 250 to 1000 items. There is no upper limit you can change it way higher if needed.

• What Happens When the Limit Is Reached: Once the predefined limit is hit, the system will automatically send you an email notification (to the notification email address, set up to 5 different addresses). This alert signifies that the deletion quota has been met, and any further deletions will not be synchronized until the limit resets. The email will also include the file paths of where the deletes were not synced.
  

The Importance of the Delete Limit

This feature acts as a safety mechanism, designed to prevent the accidental erasure of vast amounts of data. It is particularly useful in situations where:

• Bulk deletions are performed without full awareness of the integration's impact. (For example, a user thinking he's deleting data from his personal laptop via a connected OneDrive folder without realising that Deletes are syncing across the organization)
• Large-scale organizational changes lead to the need to remove significant quantities of files or folders.

Manual Deletion Post-Limit

Upon reaching the delete limit, further deletions will not be synced. If necessary, any additional data removal will need to be carried out manually in the destination system (either Simpro or SharePoint, depending on where the initial deletion happened).

Best Practices for Managing Major Deletions, for instances requiring substantial data reorganization or deletion:

1. Temporarily Increase the Delete Limit: Prior to undertaking major deletions, adjust the delete limit upwards to accommodate the larger volume of files/folders being removed.
2. Restore the Limit Post-Deletion: After completing the deletions, remember to revert the delete limit to its original, conservative number (100 to 250) to reactivate the safeguard for routine operations.