Reducing data storage in Dynamics 365 Customer Engagement (CE) can help you optimize performance, reduce costs, and increase available capacity. Here are some strategies to achieve this:

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1. Identify and Remove Unnecessary Data

• Audit Data: Use tools like the Dynamics 365 Audit feature to identify unused or outdated records.
• Delete Redundant Data: Remove duplicate or obsolete records (e.g., old leads, closed cases, or inactive accounts).
• Bulk Deletion: Use the Bulk Deletion Wizard to remove large volumes of data in bulk. This can be scheduled to run periodically.

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2. Archive Historical Data

• Export Data: Export historical or infrequently accessed data to external storage (e.g., Azure Blob Storage, SQL Server, or a data warehouse).
• Third-Party Tools: Use third-party archiving tools to automate the process of moving data out of Dynamics 365 while maintaining accessibility.

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3. Optimize Attachments and Files

• File Storage: Move large files (e.g., email attachments, notes, or documents) to external storage like Azure Blob Storage or SharePoint.
• Attachment Size Limits: Set limits on the size of attachments to prevent large files from consuming storage.
• Delete Unnecessary Attachments: Remove outdated or unnecessary attachments from records.

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4. Clean Up Audit Logs

• Audit Log Retention: Reduce the retention period for audit logs in System Settings (e.g., from 90 days to 30 days).
• Delete Old Audit Logs: Use the Bulk Deletion Wizard to remove old audit logs that are no longer needed.

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5. Optimize Customizations

• Remove Unused Fields: Delete unused custom fields, entities, or relationships that consume storage.
• Reduce Option Sets: Limit the number of options in option sets to reduce storage overhead.
• Review Plugins and Workflows: Ensure that plugins and workflows are not creating unnecessary data.

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6. Monitor and Manage Storage

• Storage Metrics: Use the Storage Metrics feature in Dynamics 365 to analyze which entities are consuming the most storage.
• Storage Capacity Alerts: Set up alerts to notify you when storage limits are approaching.

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7. Enable Data Compression

• Compress Data: Use tools or plugins to compress data stored in Dynamics 365, especially for large text fields or notes.

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8. Leverage Azure Services

• Azure Synapse Link: Use Azure Synapse Link to offload data to Azure for analytics and reporting, reducing the load on Dynamics 365.
• Azure Data Lake: Store large datasets in Azure Data Lake for long-term retention and analysis.

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9. Regular Maintenance

• Schedule Cleanups: Regularly clean up data, such as old marketing lists, campaigns, or workflows.
• Data Retention Policies: Implement and enforce data retention policies to automatically delete outdated records.

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10. Upgrade Storage Capacity

• If reducing data is not sufficient, consider purchasing additional storage capacity from Microsoft. This is a last resort but can be necessary for growing businesses.

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Tools to Help:

• Dynamics 365 Storage Cleanup Tools: Use tools like XrmToolBox or third-party solutions to identify and clean up data.
• Power Automate: Automate data cleanup and archiving processes using Power Automate flows.

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By implementing these strategies, you can effectively reduce Dynamics 365 CE data storage, improve system performance, and increase available capacity.