Optimizing Dynamics 365 Storage with Power Automate

In today’s digital business environment, efficient data management is crucial for maintaining a streamlined and cost-effective operation. For companies utilizing Dynamics 365, database storage can quickly become a significant concern as data accumulates over time, leading to increasing costs. It’s commonly overlooked, but without a proper strategy for managing storage, businesses may face financial burdens as valuable storage space is consumed by unnecessary files, duplicate records, or outdated information. Fortunately, tools like Power Automate can help optimize Dynamics 365 database storage by automating data management processes and shifting non-essential data to more cost-effective solutions. 

One of the key areas where storage optimization becomes critical is managing the storage of large files, such as email attachments. Many businesses face growing storage costs due to the accumulation of these files in the Dataverse. This was the case for one of our clients, who came to us with the challenge of dealing with high volumes of email attachments from customers, vendors, and third parties. The increasing demand for storage was straining their system and impacting their budget. To address this, we developed a Power Automate solution to efficiently manage their attachments and free up space. 

To help the client reduce storage costs in Dataverse, we built a Power Automate flow that automatically relocated email attachments from Dynamics 365 CRM to SharePoint. The integration worked in real time, allowing the business to handle multiple file formats, such as PDFs and Word documents, without manually managing the storage. Here’s how the solution worked: 

1. Email Received: An email with an attachment was received in Dynamics 365 CRM. 
2. Move Attachment to SharePoint: The attachment was automatically moved to a designated folder in SharePoint. 
3. Generate SharePoint Link: A link to the stored attachment was generated in SharePoint. 
4. Link Stored in CRM: The SharePoint link was saved in a custom entity in Dynamics 365 CRM for easy access. 
5. Attachment Deleted from Email: The original attachment was deleted from the email in Dynamics 365 to save Dataverse storage. 

This process allowed the client to store their email attachments in SharePoint instead of Dataverse, a more cost-effective solution. Additionally, we created a custom entity in Dynamics 365 to store the SharePoint file URL, so users could quickly access attachments without leaving the CRM interface. This seamless integration between Dynamics 365 and SharePoint improved overall efficiency, reduced storage costs, and ensured that critical documents remained accessible. 

The key benefits of this solution were twofold: not only did it significantly reduce Dataverse storage usage by automatically removing email attachments, but it also streamlined the user experience by providing quick access to documents within Dynamics 365. Users could view attachments directly from the CRM, without needing to search through SharePoint, speeding up their workflow. 

To optimize Dynamics 365 storage, businesses need to be proactive in managing their data. Here are three critical steps to help you take control of your storage: 

Some of the most common items consuming Dynamics 365 storage include:

• Email attachments: Large files attached to emails can accumulate quickly and take up valuable storage space. 

• Duplicate records: Unintentional duplicate data, such as leads or accounts, can significantly increase storage usage. 

• Outdated data: Old or irrelevant records (e.g., completed cases, closed opportunities, or obsolete contact information) often remain in the system without being archived. 

• System logs and audits: Logs that track system activities and changes can build up over time, consuming significant space. 

• Unmanaged documents: Files uploaded directly into Dynamics 365 without external storage solutions like SharePoint can also increase storage needs. 

Regularly reviewing your storage consumption can help identify areas that need optimization. Here’s how:

• Run storage reports: Use Dynamics 365’s built-in storage reports to see which entities or data types are consuming the most space. 
• Review system logs: Pinpoint large or outdated logs and auditing data that can be archived or cleared. 
• Audit email attachments: Check for large email attachments stored directly in Dynamics 365 and relocate them to an external storage solution. 
• Check for duplicate records: Use duplicate detection rules to find and merge matching records. 
• Analyze historical data: Identify inactive records, such as closed cases or outdated contact information, that can be archived to free up storage space. 

Automating storage management can help you efficiently manage and reduce your storage consumption. By implementing a solution that automatically relocates large files, eliminates duplicates, and archives old records, you can maintain a lean and cost-effective Dynamics 365 environment. Whether you’re managing email attachments, outdated data, or logs, automation can save time, reduce manual efforts, and ensure your storage remains optimized.

Optimizing Dynamics 365 storage is essential to maintaining cost efficiency and streamlined operations. By understanding what consumes your storage, regularly examining usage, and implementing automated solutions, businesses can significantly reduce their storage costs while improving workflow efficiency. Ultimately though, having an experienced partner that understands the complexities of Dynamics 365 database storage is the best way to prevent storage issues from arising in the first place.  

At Catapult, we ensure our clients stay ahead of potential storage problems by providing solution monitoring as part of our Hypercare Support Packages. Our team proactively identifies and addresses storage inefficiencies, helping you avoid unnecessary costs and disruptions. If you’re interested in learning how we can help optimize your Dynamics 365 solution, get in touch with us today to speak with a consultant. We’re here to ensure your system runs efficiently and cost-effectively!