Delete Attachments Sent as Links
Delete Attachments Sent as Links is the Salesforce Setup feature that automatically deletes file attachments shared as download links in outbound emails after a configurable retention period (default 30 days).
Definition
Delete Attachments Sent as Links is the Salesforce Setup feature that automatically deletes file attachments shared as download links in outbound emails after a configurable retention period (default 30 days). The feature applies when Salesforce email composers send files larger than the standard attachment limit by hosting them on Salesforce-managed storage and including a download link in the email. After the retention period elapses, Salesforce deletes the hosted file; the link in the email becomes a 404. The pattern keeps file storage usage from growing unbounded with every email send.
The feature exists because email-attached files accumulate quickly. A sales team sending a 5 MB proposal to a hundred prospects via email creates a hundred file copies if attachments are inline; the link-based pattern stores one file and shares the link, dramatically reducing storage. Without auto-delete, the hosted files would accumulate forever. The auto-delete setting bounds the storage cost; admins configure the retention to match the org's needs (longer for active sales follow-up, shorter for compliance retention).
Why auto-delete bounds the storage cost of link-based email attachments
Where Delete Attachments Sent as Links lives in setup
Setup, Email, Email Settings (or Setup, Activity Settings depending on edition). The toggle for Delete Attachments Sent as Links plus the retention period (in days, with org-default of 30) appears in the email administration cluster. Enabling sets the platform-wide policy; outbound emails that produce link-based attachments inherit the retention. Disabling stops new attachment deletions but does not retroactively restore previously-deleted files.
How link-based attachments work
When an outbound email composer attaches a file larger than the inline-attachment limit (typically 25 MB for many email infrastructures), Salesforce hosts the file on its own storage and replaces the attachment with a download link. The recipient clicks the link, the file downloads from Salesforce. The hosted file persists for the configured retention period; after that, the file deletes and the link returns 404. The pattern is invisible to senders unless they specifically check the email infrastructure handling.
Retention period and the use-case trade-off
The default 30-day retention matches most workflows but is configurable. Sales teams with long deal cycles may want 90 or 180 days so the link stays alive through the prospect's evaluation. Service teams may want 14 or 7 days because attachments are usually consumed quickly. Compliance-driven workflows may require longer retention (per regulatory schedule) or shorter (per data minimization principle). The configuration is org-wide; per-send variations are not supported without custom code.
Storage implications and the cleanup behavior
Auto-delete runs on the platform's schedule (typically nightly). Files past the retention threshold are removed and the storage quota is reclaimed. The reclaimed storage matters for orgs near the file storage cap; without auto-delete, the storage grows monotonically. Enabling auto-delete on an org with years of accumulated link-based attachments produces significant initial reclamation; subsequent operation maintains storage at a steady state.
Compliance retention and the policy alignment
Some compliance contexts require retention of every outbound business communication for years. Auto-delete conflicts with that requirement; the file becomes unrecoverable after the retention window. The mitigation: ensure outbound emails that need long retention go through Compliance BCC Email (which captures the email plus attachments to a compliance archive) rather than relying on the link-based attachment as the long-term record. The two features serve different needs; auto-delete bounds storage cost, Compliance BCC archives for regulation.
Recipient experience and the broken-link problem
Recipients clicking a link after the retention period sees a 404 or generic "file not available" message. The original sender does not get notified of the click. For sales follow-up workflows where the prospect comes back to the email weeks later, the broken link is a poor experience. The fix is either longer retention (the file lives longer) or sender awareness (educate sales reps that link-based attachments expire). Most teams settle on longer retention for sales-critical sends and accept the 30-day default for general communications.
Audit, monitoring, and the deletion log
Salesforce logs attachment deletions through the standard file lifecycle audit. Admins can query the file deletion log via SOQL on ContentDocument or via standard reports. For compliance contexts, the deletion log is the evidence that retention policy was honored. For operational contexts, the deletion log helps when a recipient complains about a missing file; admins can confirm the file was deleted per policy rather than lost due to system error.
How to configure Delete Attachments Sent as Links for storage and retention
The pattern: enable the feature, set the retention period to match the org's use cases, ensure compliance-needed sends route through Compliance BCC, monitor storage reclamation, train users on link expiration. The cost is minimal; the storage benefit and compliance alignment are real.
- Confirm the org uses link-based attachments
Check outbound email infrastructure: are large attachments converted to links automatically? If yes, this setting matters; if all attachments are inline, the setting has no effect.
- Enable Delete Attachments Sent as Links
Setup, Email Settings (location varies). Toggle on. The default 30-day retention applies unless overridden.
- Set the retention period to match use cases
Default 30 days works for most. Sales-critical: 90 days. Service: 14 days. Compliance-required: per regulatory schedule (typically routed through Compliance BCC instead).
- Verify Compliance BCC handles long-retention requirements
For emails requiring multi-year retention, the link-based attachment is the wrong tool. Compliance BCC archives the email plus attachments to the long-term archival vendor.
- Monitor storage reclamation after enabling
First-time enable on a mature org reclaims significant storage. Confirm reclamation in the Company Information storage usage view.
- Train users on link expiration
Sales reps especially should know that link-based attachments expire. Educate them to use inline attachment or extend retention for critical sends.
- Document the retention policy and audit quarterly
Compliance teams want the retention policy documented. The quarterly review confirms the setting still matches current practice.
Whether auto-delete is active. Default depends on org age and edition.
Days to retain the file before auto-delete. Default 30; configurable per org.
For long-retention needs, route through Compliance BCC instead of relying on link-based attachment.
Sales reps and senders who attach files need to understand link expiration behavior.
Quarterly review of retention policy against current practice and compliance.
- Retention period applies org-wide. Per-send retention overrides are not supported without custom code.
- Recipients clicking after expiration see a 404 with no sender notification. Sales follow-up workflows feel this most.
- Auto-delete conflicts with long compliance retention. Compliance BCC is the right tool for archival; auto-delete bounds storage cost.
- Disabling auto-delete does not retroactively restore previously-deleted files. The decision is forward-looking only.
- First-time enable on a mature org produces significant storage reclamation. Monitor to confirm and to understand the new steady-state.
Trust & references
Cross-checked against the following references.
- Delete Attachments referenceSalesforce
- Email Administration overviewSalesforce
Straight from the source - Salesforce's reference material on Delete Attachments Sent as Links.
- Delete Attachments Sent as LinksSalesforce Help
- Email DeliverabilitySalesforce Help
- Compliance BCC EmailSalesforce Help
About the Author
Dipojjal Chakrabarti is a B2C Solution Architect with 29 Salesforce certifications and over 13 years in the Salesforce ecosystem. He runs salesforcedictionary.com to help admins, developers, architects, and cert/interview candidates sharpen their fundamentals. More about Dipojjal.
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