How to Set Up a System Job Deletion to Keep Your Storage Management Clean in Microsoft Dynamics 365/CRM

In addition to Auditing in Microsoft Dynamics 365/CRM, admins should be equally concerned with Data Storage Management.

Storage Management and Data Management can go hand-in-hand with Dynamics but are different functionalities.

With Storage Management, admins are concerned with managing their storage usage.

Storage costs with Dynamics Online are a top consideration.

Admins want quick ease of access to documents, so as files are added to the system, they must be considerate of unnecessary or outdated documents that are eating up storage.

Cleaning up data is essential as you go to keep your storage capacity in line with your system cost as to not accrue additional expenses, because, if you don’t, you will have to buy more storage to be able to add more documents to the system.

To keep that problem from occurring, admins can utilize Bulk Delete Jobs to clear up System Jobs. They are one of the primary offenders of Storage Usage, aside from attachments like documents.

To keep your system clean, utilizing Workflows, you can set up a Bulk System Deletion. Don’t fret – it’s not as intimidating as it sounds.

To complete a System Job Deletion, follow these steps:

1. Navigate to Bulk Record Deletion
2. Go to Menu > Settings > Data Management
3. Click Bulk Record Deletion
4. Create a New Bulk Delete Job
5. Click New in the top-left of your screen
6. Click Bulk Record Deletion
   

   ---

   

7. Click Next at the beginning of the Wizard
8. Select your Filters
9. Use the Advanced Find Interface
10. Recommended Basic Filters:
    1. Look for: System Jobs
    2. Status Reason Equals Succeeded
    3. Recurrence Start Does Not Contain Data
    4. System Job Type Equals Workflow or System Event
    5. Completed On Older than 1 Month
11. Preview Records to Confirm Deletions
12. Click Next
    

    ---

    

13. Provide a Unique Name
14. Select a Time for the Job to Run
    1. Overnight or during low system-usage is recommended
15. Select for the Job to run every 30 days
16. Optional: System will email you a report when complete
17. Click Next
18. Click Submit on the Final Screen

Get more Microsoft Dynamics 365/CRM Tips when you join us for our next user group webinar.

Reach out to our support team for help with your system functionalities and more, here.