Cleaning storage space in Dynamic CRM

Often Dynamic CRM Administrator receives an email from Microsoft stating following:

“You are approaching the storage limit for your tenant. Please review the storage usage across your instances and either purchase additional storage or free up storage.”

	Is there any way to see storage capacity being consumed per organization (tenant – that is Sandbox/Production)
	What specific data is growing or resulting in consumption of storage?

The answer to above questions is YES, with Power Platform Dashboard.

Here is a url - https://admin.powerplatform.microsoft.com

Navigate to Analytics -> Capacity, once you launched the power platform.

Here I would be demonstrating one of my client environments and the action that I took in order to free up some of the storage space.

File Usage: All file attachment added to emails and notes & attachment sections.

Log Usage is our Audit logs for User access and entities information.

I clearly identified that I do not need Audit and I need to delete all attachments in my Sandbox Environment. Further I can stop auditing in my sandbox.

Delete Audit Logs

Navigate to Settings->Audit Log Management

Note: You can delete only the oldest audit log, so start with the 1 serial number. 

It might be possible that the last audit might still be in use and CRM will restrict you to delete the log. In this case Navigate to Settings -> Audit Summary View

Important Note:

After you delete data, it may take 24 hours to reflect the deletion

Disable Auditing in Sandbox

Navigate to Settings->Global Audit Settings.

Deleting all Attachments.

You can check the actual count of Notes and attachment from Advanced Find Tool. Add the columns File Size if you want to check more in details.

You can also use Bulk Deletion Tool from XrmToolBox or CRM Bulk Record Deletion.

Some of the Common Entities where data can be deleted (Even for Production)

• Data Import History
• Bulk Record Deletion History
• All System Job’s whose Status is Succeeded.
• System Jobs where workflows are in waiting state.

Please do let me know what you did to release more free space in your Dynamic CRM Environment.

Regards,
Vipin Jaiswal