Microsoft Dynamics 365 is a great tool for providing a central location for your business data, such as tracking leads, customers, sales data, and with the expanded suite of Dynamics 365 products – even your marketing and service activities!
However, all of this requires storage space, especially when you start utilizing server-side sync to attach emails (along with their attachments) and attaching files to Notes.
So, if you just got an email that says you are approaching your storage limit or have already exceeded it, here are some resources that may help remedy the situation.
1. Use Organization Insights to decide where to bulk delete records.
Note: Organization Insights is currently a preview feature of Dynamics 365. Previews are offered for evaluation purposes and may feature beta functionality and change significantly in post-preview form.
If you have not enabled Organization Insights, navigate to Settings > Administration > System Settings. On the Previews tab, review and check: I have read and agreed to the license terms and then select Yes for Enable Organization Insights Preview.
To see exactly where your storage is going, navigate to Settings > Organization Insights and select the Storage Icon on the left menu. In many cases, the storage space excess is in the Attachment or System Jobs table.
This information can be used to bulk delete records appropriately. You can filter by a specific date to remove older records. However, please note that bulk deletions are permanent. Making a backup and confirming that the data selected is exactly what you want to delete is recommended before proceeding.
Microsoft provides an article on freeing up storage space using bulk deletion jobs here.
2. Consider using our add-on PowerAttachment to automatically move email and note attachments to SharePoint.
SharePoint has a distinct advantage over Dynamics 365. With SharePoint, you not only get more storage space, but if you ever need more, storage space is much cheaper to purchase.
However, how can you utilize this in Dynamics 365? Luckily, we’ve built an add-on for just that. With PowerAttachment, any files attached to emails or notes are automatically moved to a SharePoint document library you specify in the configuration.
We also have a PowerAttachment Utility available that will move any attachments in Dynamics 365 prior to the installation of PowerAttachment to SharePoint.
See how you can get started with using PowerAttachment here.
3. Utilize the out-of-the-box SharePoint integration.
Aside from PowerAttachment, Dynamics 365 already has its own native SharePoint integration built in. This will allow you to navigate to a Document Management area on a record in Dynamics 365 and upload files that will be stored in SharePoint. You can even create Office 365 files directly in the Document Management area if you have Office Online on the same tenant.
Head to Settings > Document Management to get it set up. This may require some user training to utilize this area for attachments as opposed to using the Notes section.
4. Limit Email Attachment Size
You can also limit the maximum email attachment size in Dynamics 365, but make sure this does not hinder usability just for the sake of saving storage.
You will find this option in Settings > Administration > System Settings > Email > “Set file size limit for attachments”.
5. Delete Waiting Workflows
Some workflows may enter a waiting state for a condition that will never be met. You can view waiting workflows by running an advanced find with System Job Type = Workflow and Status Reason = Waiting.
Selecting Results will display the waiting workflows. Note that you will need to review the workflows first, and some may be legitimately waiting for a condition to be met, whereas others may be “stuck” waiting for a condition that won’t happen.
For ones that you do want to clear out, select them and select More Actions > Cancel.
6. Review audit logs
If you have auditing enabled, the logs can start to consume a lot of space. You can view audit logs my navigating to Settings > Auditing > Audit Log Management.
In here you will see your audit log files. You can easily see the auditing time period of each log in the From and To columns. Consider deleting large audit log files that may be beyond a time period you need to retain.
If you have a large number of audit logs, it may be worth reviewing what entities and fields you audit, and turn off entities or fields that are not necessary to audit.
7. Purchase more storage space
If none of these options work for your organization or if you prefer to just up the storage of Dynamics 365, you always have the option of purchasing more storage.
You can purchase more storage in your Office 365 Admin Portal at https://portal.office.com/adminportal/ or you can contact your license reseller.
Hopefully one of these options help you resolve any Dynamics 365 storage issues! For more helpful Dynamics 365 advice, be sure to subscribe to our blog.
Happy Dynamics 365’ing!