Dynamics Community Forum Thread Details

How much storage space does each record need? (Dataverse storage capacity problem)

Hi.

We love to hear your thoughts on our problem and need assistance.

We experience more and more frequently that the available storage capacity, which our customers have in the dataverse, is exceeding rapidly. No matter how high the number of users is, the storage capacity is always exceeded. Therefore, we have to configure shorter and shorter deletion periods, so that data records that are only a few months old have to be removed from the system. This is necessary so that we stay under the available storage capacity.

Now we ask ourselves the question, which we have already asked Microsoft directly (without an answer via a support ticket), how exactly the storage capacity is allocated. We would be interested to know how much storage each data set requires in the cloud. This is mainly about the data sets: Email, Case Resolution, Queue Item - actually all records that are counted as activity and are counted towards the database capacity. With the DB capacity, all our customers have a problem that it fills up in a very short time. Files and log capacity is sufficient.

An example: Our customer uses 8.5 GB for activities (ActivityPointerBase). This consumption is divided into 24,000 cases, 75,000 emails and 29,000 case resolutions. Now the customer has a total of 20GB of database storage with the additional user licenses (10GB default + 10GB user licenses). The number of records covers the last 6 months and is close to 20GB in total. As you can see below the production environment needs 15.9 GB and the sandbox environment 3.2 GB.

From our point of view, these accumulations of records are normal and cannot be seen as an unusual huge amount. But still the storage capacity is at it's limit.

Here you can see the consumption of the production environment.

In the development environment (which is completely empty) only the system records consume the storage capacity, which we cannot delete.

We see a high consumption of storage capacity on the part of the system that we cannot influence. Additional capacity is extremely expensive and our customers are not very happy about this.

We would be interested in the different sizes of the data records. How much space each record needs in the dataverse?

Also, how do you deal with storage consumption in the cloud and have you experienced these issues yourself?

Hey!

Let's forget for one second about D365 Online. If you host an app onPremise, what's the storage consumed?

> OS that hosts your system

> If it's a website, IIS files, plus your website.

> The DB that you use (SQL Server) plus your real database consumption.

if we pay more attention only to the "Database consumption", usually an app doesn´t only use table size: it also uses logs. And in order to improve performance, SQL will generate Indexes.

If we think about Online services, the size reflected on powerplatform admin center under Database capacity usually reflects 2 things:

- The size of the records.

- The associated indexes.

This is documented on learn.microsoft.com/.../capacity-storage. There are 2 things you can do:

a. Each custom view that you create, will have associated indexes. The less number of views, less indexes created (and less storage)

b. What type of fields are you using? if your biggest tables are Annotation (notes), Email and ActivityPointer, chances are that you're using Description fields (multiline/MultiText) fields, for example, in common search. Although this is great to provide service to users, it means that indexes will need to be generated to include those description fields. And in the case of email, this means that HTML Code (from emails) is part of the index.

regards,

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