Free storage space in Microsoft Dynamics CRM 2013/2015

free To be honest, their is no such thing as “free storage space”, in the sense that you don’t have to pay for it, but these are ways to reduce the amount of storage space used by removing or deleting different types of information from Microsoft Dynamics CRM. Use one or more of these methods to control your total data storage usage with Microsoft Dynamics CRM. You can delete certain categories of data as the need arises, or you can set up bulk deletion jobs to reoccur at set intervals. 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 CRM Online subscription instead of reducing the amount of storage space used. Except for methods 3 and 5, all these methods require that you have an administrator Microsoft Dynamics CRM security role, such as System Administrator. This gives you permission to delete records in bulk and to delete system jobs.

  • Method 1: Delete bulk email and workflow instances using a bulk deletion job
  • Method 2: Evaluate and delete suspended workflows
  • 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
  • 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 10: Delete audit logs

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

Delete bulk email

  1. Click or tap Microsoft Dynamics CRM > Settings > Data Management > Bulk Record Deletion. In the menu bar, click or tap New. This opens the Bulk Deletion Wizard.
  2. Click or tap Next.
  3. In the Look for list, select System Jobs.
  4. In the search criteria area, add criteria similar to the following:
    1. System Job Type – Equals – Bulk E-mail; Workflow;
    2. Status Reason – Equals – Succeeded
    3. Completed On – Older Than X Months – 1
  5. Group the three criteria rows: a. Click or tap the arrow next to each criteria row, and then click or tap Select Row. b. With all three rows selected, click or tap Group AND.
  6. Click or tap Next.
  7. In the Name text box, type a name for the bulk deletion job.
  8. Select a date and time for the job start time; preferably a time when users are not in Microsoft Dynamics CRM.
  9. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.
  10. 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.
  11. Click or tap Next, review the bulk deletion job, and then click or tap Submit to create the recurring job.

Method 2: Evaluate and delete suspended workflows

Delete suspended workflows

  1. Click or tap Advanced Find.
  2. In the Look for list, select System Jobs.
  3. In the search criteria area, add criteria similar to the following:
    1. System Job Type – Equals – Workflow
    2. Status Reason – Equals – Waiting
  4. Group the two criteria rows: a. Click or tap the arrow next to each criteria row, and then click or tap Select Row. b. With all three rows selected, click or tap Group AND.
  5. Click or tap Find.
  6. In the results window, you can open each item to determine whether the workflow can be deleted.

Method 3: Remove email attachments using Advanced Find

Remove email attachments

  1. Click or tap Advanced Find.
  2. In the Look for list, select Email Messages.
  3. In the search criteria area, add criteria similar to the following:
    1. Email Attachments (Item) File Size (Bytes) – Is Greater Than – In the text box, type a byte value, such as 25000.
  4. Click or tap Results.
  5. Under Activities, 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.

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

Remove email messages with attachments

  1. Click or tap Microsoft Dynamics CRM > Settings > Data Management > Bulk Record Deletion, and then in the menu bar, click or tap New. This opens the Bulk Deletion Wizard.
  2. Click or tap Next.
  3. In the Look for list, select Email Messages.
  4. In the search criteria area, add criteria similar to the following:
    1. Status Reason – Equals – Completed
    2. Actual End – Older Than X Months – 1
    3. Email Attachments (Item) File Size (Bytes) – Is Greater Than – In the text box, type a byte value, such as 25000.
  5. Group the first two criteria rows: a. Click or tap the arrow next to each criteria row, and then click or tap Select Row. b. With both rows selected, click or tap Group AND.
  6. Click or tap Next.
  7. In the Name text box, type a name for the bulk deletion job.
  8. Select a date and time for the job start time; preferably a time when users are not in Microsoft Dynamics CRM.
  9. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.
  10. 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.
  11. Click or tap Next, review the bulk deletion job, and then click or tap Submit to create the recurring job.

Method 5: Remove notes with attachments using Advanced Find

Remove notes with attachments

  1. Click or tap Advanced Find.
  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.
  4. Click or tap Results.
  5. You will now have a list of attachments that are larger than the size you specified.
  6. Select individual or a multiple attachments, and then click or tap Delete (X).

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

Remove notes with attachments using a bulk deletion job

  1. Click or tap Microsoft Dynamics CRM > Settings > Data Management > Bulk Record Deletion, and then in the menu bar, click or tap New. This opens the Bulk Deletion Wizard.
  2. Click or tap Next.
  3. In the Look for list, select Notes.
  4. In the search criteria area, add criteria similar to the following:
    1. File Size (Bytes) – Is Greater Than – In the text box, type a byte value, such as 1048576.
    2. Created On – Older Than X Months – 1
  5. Group the two criteria rows: a. Click or tap the arrow next to each criteria row, and then click or tap Select Row. b. With both rows selected, click or tap Group AND.
  6. Click or tap Next.
  7. In the Name text box, type a name for the bulk deletion job.
  8. Select a date and time for the job start time; preferably a time when users are not in Microsoft Dynamics CRM.
  9. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.
  10. 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.
  11. Click or tap Next, review the bulk deletion job, and then click or tap Submit to create the recurring job.

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

Remove bulk  duplicate detection jobs

  1. Click or tap Microsoft Dynamics CRM > Settings > Data Management > Duplicate Detection Jobs.
  2. Select the duplicate detection job instances you want to delete and then click or tap Delete (X).

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

Delete bulk import instances using a bluk deletion job

  1. Click or tap Microsoft Dynamics CRM > Settings > Data Management > Bulk Record Deletion, and then in the menu bar, click or tap New. This opens the Bulk Deletion Wizard.
  2. Click or tap Next.
  3. In the Look for list, select System Jobs.
  4. In the search criteria area, add criteria similar to the following:
    1. System Job Type – Equals – Import
    2. Status Reason – Equals – Succeeded
    3. Completed On – Older Than X Months – 1
  5. Group the three criteria rows: a. Click or tap the arrow next to each criteria row, and then click or tap Select Row. b. With all three rows selected, click or tap Group AND.
  6. Click or tap Next.
  7. In the Name text box, type a name for the bulk deletion job.
  8. Select a date and time for the job start time; preferably a time when users are not in Microsoft Dynamics CRM.
  9. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.
  10. 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.
  11. Click or tap Next, review the bulk deletion job, and then click or tap Submit to create the recurring job.

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

Delete bulk deletion job instances using a bulk deletion job

  1. Click or tap Microsoft Dynamics CRM > Settings > Data Management > Bulk Record Deletion, and then in the menu bar, click or tap New. This opens the Bulk Deletion Wizard.
  2. Click or tap Next.
  3. In the Look for list, select System Jobs.
  4. In the search criteria area, add criteria similar to the following:
    1. System Job Type – Equals – Bulk Delete
    2. Status Reason – Equals – Succeeded
    3. Completed On – Older Than X Months – 1
  5. Group the three criteria rows: a. Click or tap the arrow next to each criteria row, and then click or tap Select Row. b. With all three rows selected, click or tap Group AND.
  6. Click or tap Next.
  7. In the Name text box, type a name for the bulk deletion job.
  8. Select a date and time for the job start time; preferably a time when users are not in Microsoft Dynamics CRM.
  9. Select the Run this job after every check box, and then in the days list, select the frequency you want the job to run.
  10. 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.
  11. Click or tap Next, review the bulk deletion job, and then click or tap Submit to create the recurring job.

Method 10: Delete audit logs

Delete audit logs

  1. Click or tap Microsoft Dynamics CRM > Settings > Auditing.
  2. In the Audit area click or tap Audit Log Management.
  3. Select the oldest audit log, then click or tap Delete Logs.
  4. In the confirmation message click or tap OK.

Disclaimer: this text is part of the “Administering CRM 2015 for online and on-premises”-Guide, I have not written this myself and do not claim any ownership of it. Moreover this document is provided “as-is”.

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