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Managing Storage Space in Dataverse

Data, data is the base of any applications and becomes integral to manage it well. The storage is always a premium resource. In Dynamics 365 every tenant has a defined storage space that is shared between the associated multiple instances. The tenant storage capacity is measured from the number and types of licenses purchased.

The volume of data growing exponentially. Current business requests need to support new commercial scenarios, manage new data types, and help establishments with the increasing complexity of compliance mandates. To support the growing needs of today's organizations, data storage solutions need to evolve continuously and provide the right solution to support expanding business needs.

The data storage capacity can monitor from the Power Platform admin center, as shown below.

The above snapshot shows that the storage capacity has exceeded, to make tenant back into compliance the organization will have to take appropriate actions

  • Buying additional space, again this is a cost to the organization

  • Delete the data that not required or of no use in future

  • Delete the appropriate logs to reduce memory footprint

Data in Dynamics 365

  • Transactional data, that business users are creating in day to day routine

  • Configurational data or Master Data

  • Generated log data after some import/export jobs, system jobs, and mainly audit entries.

  • We often require baselining our lower environments with upstream environments for defect replication or create sync between all environments, so we take the full copy and restore it at lower environments. (sometimes the minimal copy does not serve the purpose).

Ways to reduce log data footprint in Dynamics 365

  • Make sure the duplicate detection rules are configured and activated while import or creation of data.

  • Configure and schedule bulk delete jobs, the bulk delete job to remove old data For example, if you want to keep the historic data for 6 months, you can filter by using the Out-of-the-box “Created On” field in entities. Also, can add a condition stating, “Created on Older than X months” and mention the months as 6.

  • Once the parameter has been defined, you can click on Next.

  • Specify the conditions related to when it needs to run. Run the job immediately or this can schedule it for a later time. This also can specify if it needs to be run periodically like every two weeks, one month, etc. The email notification can also be set to be notified via email once the job is complete.

  • Periodically delete old log data from log entities (OOTB and custom) to reclaim memory back

    1. bulkoperationlog (OOTB)

    2. audit log (OOTB) - one of the largest data generators in any Dynamics 365 instance

    3. Importlog (OOTB)

    4. Plugintracelog(OOTB)

    5. Workflowlog(OOTB)

Happy learning..

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