Have you received the following email?
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Storage Limit Reached |
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Dear Administrator, |
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Your organization, <organisation name>, has reached 80% of its storage limit. When the storage limit is exceeded, people will be unable to add data, such as records, to Microsoft Dynamics CRM Online. To avoid exceeding the storage limit, we recommend the following approaches: |
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Thank you, |
If so, as the email states, you have reached 80% of the available space within your Microsoft Dynamics CRM Online Organisation.
Note: the following email discusses deleting data from Microsoft CRM. If you are in doubt, please call us to discuss, we take no responsibility for loss of data as a result of following this post!
Out of the box, Microsoft CRM Online comes with 5GB of storage space. The first, and easiest solution is to buy more storage space for Office 365. At the time of writing, additional space for CRM Online is £6.20 per GB per month. [price updated Dec 2015]
Additionally from CRM 2013, Microsoft will add an extra 2.5GB of storage space for every 20 Professional User Subscription Licences (so if you have 20 users, you are entitled to 7.5GB of storage space). You may have to raise a support request with Microsoft to receive your entitlement.
To review the currently used space in Microsoft CRM, go to Settings -> Administration -> Resources in use.
Microsoft have published a list of 10 ways to free storage space in CRM Online here.
In our experience, the most common ways to free storage are as follows:
Review Workflow History
Back in CRM 4, CRM kept a history of every instance of a workflow, be it cancelled, waiting or succeeded. This resulted in every instance of a workflow being logged (I’ve seen the workflow history table, internally called AsyncOperation reach 60GB!). So the first thing to check is that completed workflow rules are deleted. (From within each process/workflow rule, check “Automatically delete completed workflow jobs (to save disk space)” is ticked.
It is also possible to set up a recurring system job to delete complete workflow rules (I like to keep 90 days of history for troubleshooting)
Remove File Attachments
In CRM, you can store attachments against notes. These can quite rapidly eat into your storage space. A far better solution is to integrate Microsoft CRM and SharePoint Online (storage space in SharePoint Online is only 13p per GB per month!)
You can run an Advanced Find on the Notes table in CRM where IsDocument =1 (remember to include the File Size column). This may give you an idea of where your space has gone.
Delete Email Attachments
When tracking an email in Microsoft CRM, attachments are also transferred into CRM and are stored in the EmailAttachment table.
Unfortunately, it no longer seems possible to access the email attachment table directly in CRM Online (if you find a way, drop me a line!) The query below will show any emails in CRM where there is an attachment > 500 KB (Note: deleting these entries will also delete the email and any attachments from CRM)
Using http://crm2011internalemail.codeplex.com Internal Email Helper by James Lattimer It is possible to create a manual workflow rule for Emails to remove email attachments without removing the email
It is also worth noting that by default, Microsoft CRM limits the maximum attachment size to 5 MB. You can change this through Settings -> Administration -> System Settings -> Email.
Buy more space
If you have tried all the above and you are still receiving emails about reaching 80% of your storage space, it might be time to buy more space which can be done via portal.office.com. It can take up to 24 hours for the new storage space to show up in CRM.
If you would like help assessing where you have used your storage space in Microsoft CRM Online, please contact us.