Free up storage space

These are ways to reduce the amount of storage space used by removing or deleting different types of information from customer engagement apps (Dynamics 365 Sales, Dynamics 365 Customer Service, Dynamics 365 Field Service, Dynamics 365 Marketing, and Dynamics 365 Project Service Automation). Use one or more of these methods to control your total data storage usage. You can delete certain categories of data as the need arises, or you can set up bulk deletion jobs to reoccur at set intervals.

Warning

The suggestions in this topic include deleting notes, attachments, import history, and other data. Before you delete data, be sure that the data is no longer needed because you cannot retrieve deleted data. There is no "undo" to restore your data once it has been deleted. This means it may make more sense for you to increase the amount of storage space you have with your Microsoft Dynamics 365 subscription instead of reducing the amount of storage space used.

Note

  • Except for methods 3 and 5, all these methods require that you have an administrator security role, such as System Administrator. This gives you permission to delete records in bulk and to delete system jobs.
  • After performing actions to free up storage, the system can take up to 24 hours to update storage information. We recommend waiting up to 24 hours and monitoring your storage.
  • Storage consumed does not directly correspond to the size reported in Microsoft Dataverse for Apps; consumption includes additional storage for metadata and encryption. For example, removing 10MB of storage from a file does not mean the file size is reduced by 10MB.
  • Some platform operations require you to wait 24-36 hours to confirm data size changes. Such operations include but are not limited to upgrades to new versions and introduction of new workflows. Such operations require system adjustments that might result in a momentary size increase report.

Freeing storage for Dataverse

Use the following methods to free up storage for each of the capacity types.

Storage Method
File
Method 3: Remove email attachments using Advanced Find
Method 4: Remove email messages with attachments using a bulk deletion job
Method 5: Remove notes with attachments using Advanced Find
Method 6: Remove notes with attachments using a bulk deletion job
Log
Method 10: Delete audit logs
Delete plug-in trace logs using a bulk deletion job
Database
Method 1: Delete bulk email and workflow instances using a bulk deletion job
Method 2: Evaluate and delete suspended workflows
Method 7: Remove bulk duplicate detection jobs and associated copies of duplicate records
Method 8: Delete bulk import instances using a bulk deletion job
Method 9: Delete bulk deletion job instances using a bulk deletion job
Method 11: Remove unrequired tables and columns from Dataverse search

Reduce file storage

Method 3: Remove email attachments using Advanced Find

Warning

If you delete this data, the attachments will no longer be available in customer engagement apps. However, if you have them saved in Office Outlook, they will still be there.

  1. In the upper-right corner, select Advanced Find (Advanced find button.).

  2. In the Look for list, select Email Messages.

  3. In the search criteria area, add criteria similar to the following:

    Attachments (Item)

    File Size (Bytes)Is Greater Than - In the text box, type a byte value, such as 1,048,576 (this is binary for 1MB).

Free up storage method 3.

  1. Choose Results.

  2. You will now have a list of email messages that have attachments that are larger than 'X' bytes. Review the emails and delete the attachments as needed.

Free up storage method 3.

Method 4: Remove email messages with attachments using a bulk deletion job

Warning

If you delete this data, the email messages and their associated attachments will no longer be available in customer engagement apps. However, if you have them saved in Office Outlook, they will still be there.

  1. In the Power Platform admin center, select an environment.

    For Unified Interface, in the upper-right corner select Settings (Gear button.) > Advanced Settings > Settings.

  2. Select Settings > Data management > Bulk deletion. In the menu bar, select New. This opens the Bulk Deletion Wizard.

  3. Choose Next.

  4. In the Look for list, select Email Messages.

  5. In the search criteria area, add criteria similar to the following:

    Status ReasonEqualsSent or Received

    Actual EndOlder Than X Months – 1

    Attachments (Item)

    File Size (Bytes)Is Greater Than – In the text box, type a byte value, such as 1,048,576 (this is binary for 1MB).

  6. Group the first two criteria rows:

    1. Choose the arrow next to each criteria row, and then choose Select Row.

    2. With both rows selected, choose Group AND.

    Free up storage method 4.

  7. Choose Next.

  8. In the Name text box, type a name for the bulk deletion job.

  9. Select a date and time for the job start time; preferably a time when users are not in customer engagement apps.

  10. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.

  11. If you want a notification e-mail sent, select the Send an email to me (email@domain.com) when this job is finished check box.

Free up storage method 4.

  1. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.

Method 5: Remove notes with attachments using Advanced Find

Warning

If you delete this data, notes and their associated attachments will no longer be available in customer engagement apps.

  1. In the upper-right corner, select Advanced Find (Advanced find button.).

  2. In the Look for list, select Notes.

  3. In the search criteria area, add criteria similar to the following:

    File Size (Bytes)Is Greater Than – In the text box, type a byte value, such as 1048576.

Free up storage method 5.

  1. Choose Results.

  2. You will now have a list of attachments that are larger than the size you specified.

Free up storage method 5.

  1. Select individual or a multiple attachments, and then choose Delete (X).

Free up storage method 5.

Method 6: Remove notes with attachments using a bulk deletion job

Warning

If you delete this data, notes and their associated attachments will no longer be available in customer engagement apps.

  1. In the Power Platform admin center, select an environment.

    For Unified Interface, in the upper-right corner select Settings (Gear button.) > Advanced Settings > Settings.

  2. Select Settings > Data management > Bulk deletion. In the menu bar, select New. This opens the Bulk Deletion Wizard.

  3. Choose Next.

  4. In the Look for list, select Notes.

  5. In the search criteria area, add criteria similar to the following:

    File Size (Bytes)Is Greater Than – In the text box, type a byte value, such as 1048576.

    Created OnOlder Than X Months – 1

  6. Group the two criteria rows:

    1. Choose the arrow next to each criteria row, and then choose Select Row.

    2. With all three rows selected, choose Group AND.

    Free up storage method 6.

  7. Choose Next.

  8. In the Name text box, type a name for the bulk deletion job.

  9. Select a date and time for the job start time; preferably a time when users are not in customer engagement apps.

  10. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.

  11. If you want a notification e-mail sent, select the Send an email to me (email@domain.com) when this job is finished check box.

Free up storage method 6.

  1. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.

Reduce log storage

Microsoft is migrating audit logs to a new storage location. Environments whose data migration is complete can use the new audit delete method. An environment with completed migration can be easily identified by the Auditing card visible below the Environment details.

Audit tile appears for new storage

Method 10: Delete audit logs - legacy process

When you enable auditing, customer engagement apps create audit logs to store the audit history of the records. You can delete these audit logs to free space when they are no longer needed.

Warning

When you delete an audit log, you can no longer view the audit history for the period covered by that audit log.

  1. In the upper-right corner of an app, select Settings (Gear button.) > Advanced Settings > Settings > Auditing.

  2. In the Audit area choose Audit Log Management.

  3. Select the oldest audit log, then choose Delete Logs.

Free up storage method 10.

  1. In the confirmation message choose OK.

Note

You can only delete the oldest audit log in the system. To delete more than one audit log repeat deleting the oldest available audit log until you have deleted enough logs.

Method 10: Delete audit logs - new process

Microsoft is migrating audit logs to a new storage location. Environments whose data migration is complete can use the new audit delete experience.

When you enable auditing, customer engagement apps create audit logs to store the audit history of the records. You can delete these audit logs to free space when they are no longer needed.

Warning

When you delete an audit log, you can no longer view the audit history for the period covered by that audit log.

  1. Sign in to the Power Platform admin center, and then select an environment.

  2. Under Auditing, select Delete logs.

    Select Delete to delete audit logs.

  3. Delete audit logs to free up log storage capacity for the selected environment.

    Select audit logs to delete.

    Setting Description System job name
    Delete logs by table Select one or more tables for which you want to delete audit logs. By default all tables in the environment will be shown, whether they contain audit data or not. Delete logs for [number of] tables.
    Delete access logs by people and systems Delete all access logs. This will delete all logs for all users and systems. Delete access logs.
    Delete all logs up to and including the selected date Delete logs including the date selected. Delete all logs before and including [timestamp].
  4. Select Delete, and then confirm the deletions.

All data will be deleted in an asynchronous background system job.

To monitor the status of audit delete jobs, see the next section.

Monitor the status of audit delete jobs in the Power Platform admin center

  1. In the Power Platform admin center, select an environment.

    For Unified Interface, in the upper-right corner select Settings (Gear button.) > Advanced Settings > Settings.

  2. Select Settings > Data management > Bulk deletion.

  3. Select the system job name to open details about your delete job.

Reduce database storage

Method 1: Delete bulk email and workflow instances using a bulk deletion job

Warning

If you delete this data, you will no longer be able to tell if an email was sent through bulk email or if a workflow rule ran against a record. The emails that were sent and the actions that ran against the record in the workflow will remain.

  1. In the Power Platform admin center, select an environment.

    For Unified Interface, in the upper-right corner select Settings (Gear button.) > Advanced Settings > Settings.

  2. Select Settings > Data management > Bulk deletion. In the menu bar, select New. This opens the Bulk Deletion Wizard.

  3. Choose Next.

  4. In the Look for list, select System Jobs.

  5. In the search criteria area, add criteria similar to the following:

    System Job TypeEqualsBulk E-mail; Workflow;

    Status ReasonEqualsSucceeded

    Completed OnOlder Than X Months – 1

  6. Group the three criteria rows:

    1. Choose the arrow next to each criteria row, and then choose Select Row.

    2. With all three rows selected, choose Group AND.

    Free up storage method 10.

  7. Choose Next.

  8. In the Name text box, type a name for the bulk deletion job.

  9. Select a date and time for the job start time; preferably a time when users are not in customer engagement apps.

  10. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.

  11. If you want a notification e-mail sent, select the Send an e-mail to me (email@domain.com) when this job is finished check box.

Free up storage method 10.

  1. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.

Method 2: Evaluate and delete suspended workflows

Sometimes workflows will enter a suspended state because there is a condition that will never be met or some other reason that will not allow the workflow to continue.

Warning

Some workflows will be in a suspended state because they are waiting for a condition that has not yet been met, which is expected. For example, a workflow may be waiting for a task to be completed.

  1. In the upper-right corner, select Advanced Find (Advanced find button.).

  2. In the Look for list, select System Jobs.

  3. In the search criteria area, add criteria similar to the following:

    System Job TypeEqualsWorkflow

    Status ReasonEqualsWaiting

  4. Group the two criteria rows:

    1. Choose the arrow next to each criteria row, and then choose Select Row.

    2. With both rows selected, choose Group AND.

    Free up storage method 2.

  5. Choose Results.

  6. In the results window, you can open each item to determine whether the workflow can be deleted.

Method 7: Remove bulk duplicate detection jobs and associated copies of duplicate records

Every time that a duplicate detection job runs, a copy of each duplicate record is stored in the database as part of the duplicate detection job. For example, if you have 100 duplicate records, every time that you run a duplicate detection job that finds these duplicates, whether it is manual or reoccurring, those 100 duplicate records will be stored in the database under that instance of that duplicate job until the duplicates are merged or deleted, or until the instance of that duplicate detection job is deleted.

  1. In the Power Platform admin center, select an environment.

    For Unified Interface, in the upper-right corner select Settings (Gear button.) > Advanced Settings > Settings.

  2. Select Settings > Data management > Duplicate Detection Jobs.

  3. Select the duplicate detection job instances you want to delete and then choose Delete (X).

    To avoid wasting storage space, make sure duplicates are resolved promptly so that they are not reported in multiple duplicate detection jobs.

Free up storage method 7.

Method 8: Delete bulk import instances using a bulk deletion job

Every time you perform a bulk import, there is a system job associated with that import. The system job details show which records imported successfully and which records failed.

Warning

After you delete these bulk import jobs, you will not be able to see what data was imported and you cannot roll back the import.

  1. In the Power Platform admin center, select an environment.

    For Unified Interface, in the upper-right corner select Settings (Gear button.) > Advanced Settings > Settings.

  2. Select Settings > Data management > Bulk deletion. In the menu bar, select New. This opens the Bulk Deletion Wizard.

  3. Choose Next.

  4. In the Look for list, select System Jobs.

  5. In the search criteria area, add criteria similar to the following:

    System Job TypeEqualsImport

    Status ReasonEqualsSucceeded

    Completed OnOlder Than X Months – 1

  6. Group the three criteria rows:

    1. Choose the arrow next to each criteria row, and then choose Select Row.

    2. With all three rows selected, choose Group AND.

    Free up storage method 8.

  7. Choose Next.

  8. In the Name text box, type a name for the bulk deletion job.

  9. Select a date and time for the job start time; preferably a time when users are not in customer engagement apps.

  10. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.

  11. If you want a notification e-mail sent, select the Send an email to me (email@domain.com) when this job is finished check box.

Free up storage method 8.

  1. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.

Method 9: Delete bulk deletion job instances using a bulk deletion job

When you are bulk deleting data, such as in many of the methods described in this article, a bulk deletion system job is created and can be deleted.

Warning

After you delete these jobs, you will lose the history of the prior bulk deletion jobs that you've run.

  1. In the Power Platform admin center, select an environment.

    For Unified Interface, in the upper-right corner select Settings (Gear button.) > Advanced Settings > Settings.

  2. Select Settings > Data management > Bulk deletion. In the menu bar, select New. This opens the Bulk Deletion Wizard.

  3. Choose Next.

  4. In the Look for list, select System Jobs.

  5. In the search criteria area, add criteria similar to the following:

    System Job TypeEqualsBulk Delete

    Status ReasonEqualsSucceeded

    Completed OnOlder Than X Months – 1

    Note

    You could also delete jobs that have failed or been canceled.

  6. Group the three criteria rows:

    1. Choose the arrow next to each criteria row, and then choose Select Row.

    2. With all three rows selected, choose Group AND.

    Free up storage method 9.

  7. Choose Next.

  8. In the Name text box, type a name for the bulk deletion job.

  9. Select a date and time for the job start time; preferably a time when users are not in customer engagement apps.

  10. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.

  11. If you want a notification e-mail sent, select the Send an email to me (email@domain.com) when this job is finished check box.

Free up storage method 9.

  1. Choose Next, review the bulk deletion job, and then choose Submit to create the recurring job.

Tables and tables fields enabled for Dataverse search have an impact on the database storage capacity.

Free up storage used by flow approvals

See Delete approval history from Power Automate.

See also

Dataverse storage capacity