Let’s say you’ve received a notification that your Dynamics CRM Online has reached 80% storage usage. You could choose to purchase more storage, but you may also be wondering if there are ways to reduce storage usage. Below are a few options for saving space in Dynamics CRM.


1. Delete old audit history

If you have enabled audit history, one of the easiest ways to reduce storage usage is to delete old audit history logs. However, depending on your organizational practice and needs this isn’t always possible. Generally, as a rule of thumb we recommend deleting audit history older than 6 months. Here are the steps to do it:

  1. Navigate to Settings >> Auditing.
  2. Click on Audit Log Management.
  3. Highlight the old audit log you wish to delete.
  4. Click on Delete Logs.

2. Change audit scope

You may wish to disable auditing for certain fields, entities or workflows to reduce future storage usage. If you are the org system administrator, follow these steps to disable auditing on a specific field:

  1. Navigate to Settings >> Customizations >> Customize the System.
  2. Expand Entities tab on the left-hand side of the window and then expand the specific entity where the field is located.
  3. Click on Fields tab, find the field for which you wish to disable auditing and double click on it.
  4. When the window opens click on the Disable radio button under Auditing option.
  5. Save then Publish.

Repeat this process for all fields you wish to disable auditing for.

To disable auditing for the entire entity, follow these steps:

  1. Navigate to Settings >> Customizations >> Customize the System.
  2. Expand Entities tab on the left-hand side of the window and click on the entity you wish to disable auditing for.
  3. Scroll down and uncheck the checkbox next to Auditing.

3. Delete successful workflow execution log

Another method to save storage space is to delete logs for successfully executed workflows. Note that this will not delete workflow unsuccessful execution logs in case you wish to troubleshoot the error. Depending on your organization’s practices this may not be possible, but for those organizations that don’t need to store these kinds of records, follow these steps to disable workflow execution logs:

  1. Navigate to Settings >> Processes.
  2. Select All Processes as the View.
  3. Double click on the workflow for which you wish to delete successful execution logs.
  4. You may have to Deactivate the Workflow before you can change settings.
  5. Makes sure that you check the checkbox below

This option is checked by default on background workflows and on real-time workflows this option does not exist.

4. Delete old/irrelevant data

PowerObjects does not recommend deleting data as a method of reducing storage usage. However, in specific cases deleting old or bogus data is a reasonable business decision. If you are debating whether you should delete your data or not, PowerObjects can help you determine the best decision for your business.

5. Move email attachments to SharePoint

One of the common reasons to run out of storage space are large email attachments. Did you know that with the PowerAttachment add-on you can strip email attachments, store them in SharePoint and still maintain the connection between the email message and the email attachment? This is a great solution for those organizations that are concerned about data storage cost, as storing data in SharePoint is about 10 times cheaper than storing it in Dynamics CRM! You can try PowerAttachment free for thirty days and can download it here.

6. Move photo attachments to SharePoint

Similarly, if your organization uses PowerPhoto to store multiple large images per record, you will quickly run out of space in your Dynamics CRM. Just like migrating email to SharePoint, migrating photos need not be a painful process. PowerObjects can  save you money by utilizing cheaper storage location without interrupting your business processes and productivity.

Questions? Wondering what your best options are for saving space? The experts at PowerObjects are happy to help–reach out today!

Happy CRM’ing!


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Joe D365

Joe D365 is a Microsoft Dynamics 365 superhero who runs on pure Dynamics adrenaline. As the face of PowerObjects, Joe D365’s mission is to reveal innovative ways to use Dynamics 365 and bring the application to more businesses and organizations around the world.