How to Manage Your Microsoft Dynamics 365 Storage

by | Microsoft Dynamics 365

How to Manage Your Microsoft Dynamics 365 Storage

by | Jun 29, 2017 | Microsoft Dynamics 365

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

Why MSP’s Should add CRM to their Solution Portfolios

We’re entering a new era in CRM.   All the old reasons for customers buying CRM are still valid.  But the advent of AI is making the case for renewed interest in CRM. To modify an adage, “If it’s interesting to my customers, then it is fascinating to me!”.  AI is...

Boost Your MSP Earnings with Strategic Partnerships

Time is money, we’ve been told since childhood.  The idea is that people should focus their attention on the things that bring value to them, and avoid the things that don’t. Since time is a precious resource, it makes sense to try and maximize its utility as it’s the...

CRM Launch in 5 Weeks – Get Results Fast!

The Growing Importance of CRM CRM is increasingly becoming an essential tool for businesses aiming to stay competitive. Yet, the journey to implementation is often marred by inefficient processes that lead to resource drain without yielding desired results....

4 Key Principles for CRM Success

Implementing CRM successfully is crucial in today’s business landscape, where 40 to 70 percent of projects are reported to fail, leading to significant time and financial losses. This stark reality underscores the importance of approaching implementation with...

Do This to Avoid Wasting Time and Money With Your CRM

CRM as the Backbone of Competitive Advantage Investing in a CRM system can either significantly boost your business or, conversely, fail to meet expectations. Enhancing sales growth, operational efficiency, productivity, customer retention, and responsiveness are...

5 Reasons MSP’s Should Care About CRM

Every MSP cares about their customers. Reliability. Trustworthiness. Committed. These are the attributes that MSPs want to reflect back to their customers. In an earlier I post I talked about the pain that many customers are feeling because of a CRM install gone bad....

CRM Made Easy For Partners – The Azamba Difference!

Simplified CRM Every large tech company must have processes to make sales and marketing programs work. You obviously can’t have different ways of doing things all the time, so the need for process is important. But it sure can be tough for partners to navigate. This...

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.

Related articles: