Dynamics 365 CE Tip of the Month: Managing Dataverse capacity

Dynamics 365 Customer Engagement includes access to a certain amount of data and file cloud storage in Dataverse, the cloud-based database. Customers with a large volume of data will sometimes approach those limits. It is possible to pay for additional storage capacity, but being thoughtful about which data is stored in Dataverse will help minimize those costs.

Use SharePoint to Store Documents

Use SharePoint to store your organization’s documents will minimize the number of files being saved to Dataverse.

Steps:

1. In Power Platform Admin Center go to your environment, then Settings > Document Management Settings.
2. Select “Enable Server-Based SharePoint Integration”.

3. Choose “Online,” assuming your SharePoint site is not on premise.
4. Enter the SharePoint site URL.
5. Click “Next,” then “Finish”.

Export Historical Transactions to External Storage

If you have a large volume of historical transactional data that is only relevant for viewing or reporting, consider exporting it from Dynamics 365 to an external database, then deleting the data from Dataverse. This can be configured within Dynamics 365 using Azure Synapse Link.

Steps:

1. Configure an Azure Synapse workspace.
2. In Power Apps, go to More > Discover all > Azure Synapse Link.
3. Click “+ New Link”.

4. Complete the configuration and choose Dataverse tables to sync.
5. Click Create.

Deleting unnecessary data from Dataverse will reduce the amount of storage being used. This can be set up to run automatically.

Steps:

1. Power Platform Admin Center go to your environment, then Settings > Data Management > Bulk deletion
2. Click “New”.
3. Select the entity and configure filter criteria. For example, select Order records that are more than 2 years old.

4. Click “Next”.
5. Set the job to run on a recurring schedule.
6. Click “Submit”.

With proper D365 CE Dataverse management you can keep your storage usage to a reasonable level and reduce unnecessary investment in additional capacity. As a trusted Dynamics 365 CRM consulting partner, Rand Group can help your team implement, customize, and optimize your CRM solution to fit your unique business needs. For more insights or help optimizing your D365 Customer Engagement application, contact our team today.