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These are ways to reduce the amount of storage space used by deleting or deleting different types of information from customer engagement apps (Dynamics 365 Sales, Dynamics 365 Customer Service, Dynamics 365 Field Service, Dynamics 365 Marketing, and Dynamics 365 Project Service Automation ) . Use one or more of these methods to track total data storage usage. You can delete certain categories of data when necessary, or you can set up bulk delete jobs to repeat at defined intervals.
realize
Tips in this topic include removing notes, attachments, import history, and other data. Before deleting data, make sure that the data is no longer needed because you cannot recover the deleted data. There is no "undo" to restore your data once deleted. This means that it might make more sense to increase the amount of storage space you have with your Microsoft Dynamics 365 subscription rather than to reduce the amount of storage space you use.
Observation
- Except for methods 3 and 5, all of these methods require you to have an administrator security role, such as system administrator. This gives you permission to delete records in bulk and to delete jobs from the system.
- After you take steps to free up storage, it may take up to 24 hours for the system to update the storage information. We recommend waiting up to 24 hours and monitoring your storage.
- The storage consumed does not directly correspond to the size reported in Microsoft Dataverse for Apps; consumption includes additional storage for metadata and encryption. For example, removing 10 MB of storage from a file does not mean that the file size has been reduced by 10 MB.
- Some platform operations require you to wait 24-36 hours to confirm data size changes. These operations include, but are not limited to, upgrading to new versions and introducing new workflows. Such operations require system adjustments which may result in a momentary report of increased size.
Freeing up storage for the Dataverse
Use the following methods to free up storage for each of the capacity types.
| To stock | Table(s) affected | Method |
|---|---|---|
| Archive | ||
| Accessory | Method 3- remove email attachments using advanced search | |
| Accessory | Method 4- Delete email messages with attachments using a bulk delete job | |
| Accessory | Method 5: delete notes with attachments using Advanced Search | |
| Accessory | Method 6- Delete notes with attachments using a bulk delete job | |
| Registry | ||
| audit basis | Method 10: Delete audit logs | |
| ComplementoTraceLogBase | Delete plugin trace logs using abulk delete task | |
| database | ||
| WorkflowLogBase | Method 1- Bulk delete email and workflow instances using a bulk delete job | |
| AsyncOperationBaseAsyncOperationBase | Method 2: Evaluate and remove suspended workflows | |
| DuplicateRecordBase | Method 7: remove massive duplicate detection jobs and associated copies of duplicate records | |
| import work base | Method 8– Remove bulk import instances using a bulk delete job | |
| BulkDeleteOperationBase | Method 9: Delete instances of bulk delete jobs by using a bulk delete job | |
| several | Method 11- Remove unnecessary tables and columns from Dataverse lookup | |
| ActivityPointerBase, EmailBase, ActivityPartyBase and other activity tables | Method 12: Remove unnecessary data from activity tables | |
| Postbase, PostCommentBase, PostFollowBase, PostLikeBase, PostRegardingBase, PostRoleBase | Method 13: Delete unnecessary activity feed logs | |
| ExchangeSyncIdMappingBaseExchangeSyncIdMappingBase | Method 14: Modify item level tracking settings | |
| TraceLogBase | Method 15: delete unnecessary trace (alert) logs |
Reduce file storage
Method 3 – Remove Email Attachments Using Advanced Search
realize
If you delete this data, the attachments will no longer be available in customer engagement apps. However, if you saved them in Office Outlook, they will still be there.
Login inPower Platform Management Center.
selectenvironments, select an environment from the list, and then selectOpened.
In the upper right corner, selectAdvanced search(
).Nolook towardslist, selectemail messages.
In the search criteria area, add criteria similar to the following:
Attachments (item)
File size (bytes)–Is better than- In the text box, type a byte value, such as 1,048,576 (this is binary for 1 MB).
ChooseResults.
You will now have a list of emails with attachments larger than 'X' bytes. Review emails and remove attachments as needed.
).
Method 4 – Delete emails with attachments using a bulk deletion job
realize
If you delete this data, email messages and their associated attachments will no longer be available in customer engagement apps. However, if you saved them in Office Outlook, they will still be there.
In the Power Platform admin center, select an environment.
selectsettings>data management>bulk delete. On the menu bar, selectnuevo. This opens the bulk delete wizard.
ChooseNext.
Nolook towardslist, selectemail messages.
In the search criteria area, add criteria similar to the following:
reason of state–Is equal to–I sentoHe received
true end–More than X months- 1
Attachments (item)
File size (bytes)–Is better than– In the text box, type a byte value, such as 1048576 (this is binary for 1 MB).
Group the first two lines of criteria:
Choose the arrow next to each row of criteria and chooseselect row.
With both lines selected, chooseGroup E.
ChooseNext.
NoNametext box, type a name for the bulk delete job.
Select a date and time for the job start time; preferably a time when users are not in customer interaction applications.
Select theRun this job after everycheck box and then on thedaylist, select how often you want the job to run.
(Video) Measure Capacity of Dynamics 365 and Power Platform Dataverse Tables in MB/GBIf you want a notification email to be sent, select theEmail me (email@domain.com) when you finish this workselection box
ChooseNext, review the bulk delete job and chooseTo sendto create the recurring job.
Method 5 – Remove Notes With Attachments Using Advanced Search
realize
If you delete this data, notes and their associated attachments will no longer be available in customer engagement apps.
Login inPower Platform Management Center.
selectenvironments, select an environment from the list, and then selectOpened.
In the upper right corner, selectAdvanced search(
).Nolook towardslist, selectGrades.
In the search criteria area, add criteria similar to the following:
File size (bytes)–Is better than– In the text box, type a byte value, such as 1048576.
ChooseResults.
You will now have a list of attachments larger than the specified size.
Select single or multiple attachments, then chooseErase(X).
Method 6 – Delete notes with attachments using a bulk delete job
realize
If you delete this data, notes and their associated attachments will no longer be available in customer engagement apps.
In the Power Platform admin center, select an environment.
selectsettings>data management>bulk delete. On the menu bar, selectnuevo. This opens the bulk delete wizard.
ChooseNext.
Nolook towardslist, selectGrades.
In the search criteria area, add criteria similar to the following:
File size (bytes)–Is better than– In the text box, type a byte value, such as 1048576.
created in–More than X months- 1
Group the two rows of criteria together:
Choose the arrow next to each row of criteria and chooseselect row.
With all three lines selected, chooseGroup E.
ChooseNext.
NoNametext box, type a name for the bulk delete job.
Select a date and time for the job start time; preferably a time when users are not in customer interaction applications.
Select theRun this job after everycheck box and then on thedaylist, select how often you want the job to run.
If you want a notification email to be sent, select theEmail me (email@domain.com) when you finish this workselection box
ChooseNext, review the bulk delete job and chooseTo sendto create the recurring job.
Reduce log storage
Microsoft is migrating audit logs to a new storage location. Environments whose data migration is complete can use the new audit exclusion method. A fully migrated environment can be easily identified by the audit card visible under the environment details.
Method 10: Delete Audit Records - Legacy Process
When you enable auditing, customer engagement apps create audit logs to store the audit history of the logs. You can delete these audit logs to free up space when you no longer need them.
realize
When you delete an audit record, you can no longer view the audit history for the period covered by that audit record.
Login inPower Platform Management Center.
selectenvironments, select an environment from the list, and then selectOpened.
In the upper right corner of an app, selectsettings(
) >advanced settings>settings>audit.Noauditzone choiceAudit log management.
Select the oldest audit record and choosedelete records.
In the confirmation message, chooseOK.
) >advanced settings>settings>audit.
Observation
You can only delete the oldest system audit log. To delete more than one audit record, repeat the deletion of the oldest available audit record until you delete enough records.
Method 10: Delete Audit Records - New Process
Microsoft is migrating audit logs to a new storage location. Environments whose data migration is complete can use the new audit opt-out experience.
When you enable auditing, customer engagement apps create audit logs to store the audit history of the logs. You can delete these audit logs to free up space when you no longer need them.
realize
When you delete an audit record, you can no longer view the audit history for the period covered by that audit record.
Sign in to the Power Platform admin center and select an environment.
Underaudit, selectdelete records.
Delete audit logs to free up log storage capacity for the selected environment.
Settings Description System Job Name Delete records by table Select one or more tables for which you want to exclude audit records. By default, all tables in the environment will be displayed, whether or not they have audit data. Delete records for [number of] tables. Delete records of access by people and systems Delete all access logs. This will delete all records for all users and systems. Delete access logs. Delete all records up to and including the selected date Delete records, including the selected date. Delete all records older than [timestamp] inclusive. selectEraseand then confirm the deletions.
All data will be deleted in an asynchronous background system job.
To monitor the status of audit delete jobs, see the next section.
Monitor the status of audit delete jobs in the Power Platform admin center
In the Power Platform admin center, select an environment.
selectsettings>data management>bulk delete.
Select the name of the system job to open details about the delete job.
Reduce database storage
Method 1: Bulk delete email and workflow instances using a bulk delete job
realize
If you delete this data, you will no longer be able to tell if an email was sent in bulk or if a workflow rule was executed on a record. Emails that were sent and actions taken on the record in the workflow will remain.
In the Power Platform admin center, select an environment.
selectsettings>data management>bulk delete. On the menu bar, selectnuevo. This opens the bulk delete wizard.
ChooseNext.
Nolook towardslist, selectsystem jobs.
In the search criteria area, add criteria similar to the following:
System Work Type–Is equal to–email me too;workflow;
reason of state–Is equal to–Success
complete in–More than X months- 1
It groups the three lines of criteria:
Choose the arrow next to each row of criteria and chooseselect row.
With all three lines selected, chooseGroup E.
(Video) Your Old PC is Your New Server
ChooseNext.
NoNametext box, type a name for the bulk delete job.
Select a date and time for the job start time; preferably a time when users are not in customer interaction applications.
Select theRun this job after everycheck box and then on thedaylist, select how often you want the job to run.
If you want a notification email to be sent, select theEmail me (email@domain.com) when you finish this workselection box
ChooseNext, review the bulk delete job and chooseTo sendto create the recurring job.
Method 2: Evaluate and remove suspended workflows
Sometimes workflows enter a suspended state because there is a condition that will never be met or some other reason that will not allow the workflow to continue.
realize
Some workflows will be in a suspended state because they are waiting for a condition that has not yet been met, which is to be expected. For example, a workflow might be waiting for a task to complete.
Login inPower Platform Management Center.
selectenvironments, select an environment from the list, and then selectOpened.
In the upper right corner, selectAdvanced search(
).Nolook towardslist, selectsystem jobs.
In the search criteria area, add criteria similar to the following:
System Work Type–Is equal to–workflow
reason of state–Is equal to–Wait
Group the two rows of criteria together:
Choose the arrow next to each row of criteria and chooseselect row.
With both lines selected, chooseGroup E.
ChooseResults.
In the results window, you can open each item to determine if the workflow can be deleted.
Method 7: Delete Bulk Duplicate Detection Jobs and Associated Copies of Duplicate Records
Each time a duplicate detection job runs, a copy of each duplicate record is stored in the database as part of the duplicate detection job. For example, if you have 100 duplicate records, each time you run a duplicate detection job that finds those duplicates, whether manual or recurring, those 100 duplicate records are stored in the database in that instance of that duplicate job until you duplicates are removed. are merged or deleted, or until the instance of that duplicate detection job is deleted.
In the Power Platform admin center, select an environment.
selectsettings>data management>Duplicate detection jobs.
Select the duplicate detection job instances you want to delete and chooseErase(X).
To avoid wasting storage space, ensure that duplicates are resolved immediately so they are not reported in multiple duplicate detection jobs.
Method 8: Delete bulk import instances using a bulk delete job
Every time you run a bulk import, there is a system job associated with that import. The system job details show which records were imported successfully and which records failed.
realize
Once you delete these bulk import jobs, you won't be able to see what data was imported and you won't be able to reverse the import.
In the Power Platform admin center, select an environment.
selectsettings>data management>bulk delete. On the menu bar, selectnuevo. This opens the bulk delete wizard.
ChooseNext.
Nolook towardslist, selectsystem jobs.
In the search criteria area, add criteria similar to the following:
System Work Type–Is equal to–to import
reason of state–Is equal to–Success
complete in–More than X months- 1
It groups the three lines of criteria:
(Video) Top 10 Power Apps Examples (Showcase)Choose the arrow next to each row of criteria and chooseselect row.
With all three lines selected, chooseGroup E.
ChooseNext.
NoNametext box, type a name for the bulk delete job.
Select a date and time for the job start time; preferably a time when users are not in customer interaction applications.
Select theRun this job after everycheck box and then on thedaylist, select how often you want the job to run.
If you want a notification email to be sent, select theEmail me (email@domain.com) when you finish this workselection box
ChooseNext, review the bulk delete job and chooseTo sendto create the recurring job.
Method 9: Delete bulk delete job instances by using a bulk delete job
When you bulk delete data, as is the case with many of the methods described in this article, you create a working bulk deletion system that can be deleted.
realize
After deleting these jobs, you will lose the history of previous bulk deletion jobs performed.
In the Power Platform admin center, select an environment.
selectsettings>data management>bulk delete. On the menu bar, selectnuevo. This opens the bulk delete wizard.
ChooseNext.
Nolook towardslist, selectsystem jobs.
In the search criteria area, add criteria similar to the following:
System Work Type–Is equal to–bulk delete
reason of state–Is equal to–Success
complete in–More than X months- 1
Observation
You can also delete failed or canceled jobs.
It groups the three lines of criteria:
Choose the arrow next to each row of criteria and chooseselect row.
With all three lines selected, chooseGroup E.
ChooseNext.
NoNametext box, type a name for the bulk delete job.
Select a date and time for the job start time; preferably a time when users are not in customer interaction applications.
Select theRun this job after everycheck box and then on thedaylist, select how often you want the job to run.
If you want a notification email to be sent, select theEmail me (email@domain.com) when you finish this workselection box
ChooseNext, review the bulk delete job and chooseTo sendto create the recurring job.
Method 11: Remove unnecessary tables and columns from Dataverse Lookup
Tables and table fields enabled for Dataverse lookup affect the storage capacity of the database.
- To review the list of tables selected for Dataverse search results, seeSelect entities to search from Dataverse.
- To review the list of fields selected for each table for Dataverse search results, seeSelect fields and lookup filters for each table.
Method 12 – Remove unnecessary data from activity tables
These tables store records forActivitiessuch as emails, appointments, tasks, calls, etc. For more information about the data contained in these tables, seeModel and storage of activity data.
Method 13 – Delete Unnecessary Activity Feed Logs
These tables store publication-related records foractivity feedsfunctionality. To free up space, you can delete any post records that you no longer need.
Method 14: Modify monitoring settings at the element level
The ExchangeSyncIdMappingBase table contains references between records in Dynamics 365 and corresponding records in Microsoft Exchange. This table is used by the Server-Side Sync feature, which enables synchronization of email, appointments, contacts, and tasks between Dynamics 365 and Microsoft Exchange.
Additional rows are stored in this table to help troubleshoot synchronization for specific items. For additional information, seeTroubleshoot server-side synchronization at the item level with Microsoft Dynamics 365. This article details how you can reduce the default duration (3 days) for how long these troubleshooting logs exist. This troubleshooting feature can also be disabled. Rows that are not related to this feature cannot be deleted and are required to sync appointments, contacts, and tasks.
Method 15 – Delete unnecessary alerts (trace logs)
oserver side synchronizationThe feature logs alerts when different events occur, such as a mailbox encountering an error or a warning. There are also informational alerts logged when you activate a mailbox. You can see these alerts when you view a mailbox or email server profile in the email settings area of advanced settings. Although these logs appear in a tab called Alerts, they are actually trace logs. To free up space consumed by these alerts, you can delete any trace logs that you no longer need. Trace logs can be deleted from the Alerts tab of an email server profile or mailbox log. They can also be removed using Advanced Search or abulk deleteworks.
You can also configure what levels of alerts are logged. To seeSystem Settings Email Guide.
Free up storage used by flow approvals
verDelete Power Automate approval history.
see also
Data universe storage capacity