How to Manage Your Microsoft Dynamics 365 Storage

by | Microsoft Dynamics Secrets

How to Manage Your Microsoft Dynamics 365 Storage

by | Jun 29, 2017 | Microsoft Dynamics Secrets

Managing CRM storage matters

Microsoft Dynamics 365 Online CRM provides users limited storage space. Much of this storage space will be used for your account records, but you may also be storing old e-mails and/or attachments, audit logs, and activity traces. 

Manage Storage Progress Bar

All this can add up. Sometimes, we see users run out of storage space entirely due to poor storage management. 

Manage Storage Warning Message

As a result, they may encounter performance issues in Dynamics 365, including warnings, error messages, and poor application performance.


Where can I free up more storage space?

CRM administrators often ask us the best ways to manage their Dynamics 365 storage.  We suggest you start by finding and removing some or all of these 7 common records and files that may be using up your valuable storage space:

  1. Suspended workflows
  2. Bulk email and workflow instances
  3. Email messages with attachments
  4. Notes with attachments
  5. Bulk duplicate detection jobs and associated copies of duplicate records
  6. Bulk import instances
  7. Bulk deletion job instances

We only recommend deleting the activities, attachments, and traces on this list. We do not recommend deleting any core data, such as customers, prospects, cases, opportunities, quotes, orders, etc.


How do I find and remove excess records and files?

These records can be found and removed using Bulk Record Deletion (bulk email and workflow instances, email and notes with attachments, bulk import instances, bulk deletion job instances), Duplicate Detection Jobs (bulk duplicate detection jobs), and/or Advanced Find (suspended work flows, email and notes with attachments).

You can find Bulk Record Deletion and Duplicate Detection Jobs in Settings → Data Management:

Manage Dynamics 365 Storage Bulk Record Delete Duplicate Detection


Alternatively, you can start an Advanced Find query by clicking on the icon circled below:

Manage Dynamics 365 Storage Advanced Find

Dinesh Joseph is a Microsoft Dynamics and Sage CRM technical consultant at Azamba. He trains, supports, and consults for both new and experienced Dynamics 365 and Sage CRM users. He also provides analysis and customization for both systems and their integrations.

His goal is to help his customers run their CRM systems smoothly and efficiently.

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