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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / CRM Dynamics 365 - Sud...
Customer experience | Sales, Customer Insights,...
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CRM Dynamics 365 - Sudden increase of Database capacity because of relevance search

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Posted on by Ward010 71

Hi,

We noticed on 09/09 that our database capacity increased significantly. After analysis this seems to be related to an increase of the relevance search entity from 8GB to 22GB. A few days before this impact we had an issue with the relevance search and Microsoft advices to disable and enable the relevance search again to solve it. 

Anyone notices this big increase as well and can we do anything about it? Because before our relevance search worked as expected. If MS changed something in the background of the relevance search impacting the capacity I don't think it is ok that this impact the customer without any notice.

Kind regards,

Ward

I have the same question (0)
  • Verified answer
    Daivat Vartak (v-9davar) Profile Picture
    Daivat Vartak (v-9d... 7,833 Super User 2025 Season 2 on at
    CRM Dynamics 365 - Sudden increase of Database capacity because of relevance search
    Hello Ward,
     
    You've hit upon a critical issue that many Dynamics 365 administrators face: unexpected database capacity increases, especially related to relevance search. The sudden jump from 8GB to 22GB is substantial and warrants investigation.
     
    Here's a breakdown of the likely causes and steps you can take:
     
    Understanding the Relevance Search and Capacity Increase:
    • Relevance Search Index:
      • Relevance search relies on a search index to provide fast and accurate search results.
      • This index stores a copy of your data, optimized for search.
      • The size of the index depends on the amount of data being indexed and the complexity of the data.
    • Rebuild Index:
      • When you disable and re-enable relevance search, Dynamics 365 rebuilds the entire search index.
      • This process can lead to a significant increase in database capacity, especially if there were changes to the data or indexing algorithms.
    • Microsoft Updates:
      • Microsoft frequently updates Dynamics 365, which can include changes to relevance search algorithms or indexing behavior.
      • These changes might result in larger index sizes.
    • Data Growth:
      • If your Dynamics 365 data has grown significantly, the relevance search index will also increase in size.
     
    Troubleshooting and Solutions:
    1. Verify Data Growth:
      • Analyze your Dynamics 365 data to determine if there has been a significant increase in the amount of data being indexed.
      • Check the size of your primary entities (e.g., Accounts, Contacts, Cases).
    2. Check Relevance Search Settings:
      • Review your relevance search settings to ensure that you are not indexing unnecessary entities or fields.
      • Minimize the number of indexed fields to reduce the index size.
    3. Contact Microsoft Support:
      • This is crucial. Report the issue to Microsoft Support, providing detailed information about the capacity increase and the steps you took to rebuild the index.
      • Ask them to investigate if there were any recent changes to relevance search that could have caused the increase.
      • Ask them if there are any known issues.
    4. Monitor Index Size:
      • Regularly monitor the size of your relevance search index to identify any further increases.
      • Use the Dynamics 365 Storage Metrics to track database capacity.
    5. Data Archiving:
      • If your data is growing rapidly, consider implementing data archiving strategies to reduce the amount of data being indexed.
      • Archive old or inactive records to reduce the index size.
    6. Provide Feedback:
      • Use the Microsoft Dynamics 365 feedback portal to report the issue.
      • The more people that report the issue, the higher the chance of it being fixed.
    7. Review Audit Logs:
      • Review the audit logs. There may be information in the audit logs, that shows what caused the large increase in data.
     
    Key Recommendations:
    • Contact Microsoft Support: This is the most important step.
    • Monitor Index Size: Regularly track your database capacity.
    • Data Management: Implement data archiving and minimize indexed fields.
     
    By following these steps, you can effectively address the issue and prevent future capacity increases.
     
    If my answer was helpful, please click Like, and if it solved your problem, please mark it as verified to help other community members find more.
    If you have further questions, please feel free to contact me.
     
    My response was crafted with AI assistance and tailored to provide detailed and actionable guidance for your Microsoft Dynamics 365 query.
     
    Best Regards,
    Daivat Vartak
  • Nels Benson Profile Picture
    Nels Benson 29 on at
    CRM Dynamics 365 - Sudden increase of Database capacity because of relevance search
    Did you ever get an answer for this? 
  • Ward010 Profile Picture
    Ward010 71 on at
    RE: CRM Dynamics 365 - Sudden increase of Database capacity because of relevance search

    Hi,

    Thanks for the information. We logged it at MS but they state it not an MS issue which I don't fully agree with. 

    The relevance search always took about 8 GB of DB capacity on our end and increased to 22 GB while on our end there has nothing been changed that might explain this:

    1) No massive data import. 

    2) No change to fields included in the relevance search.

    3) No change to entities included in the relevance search.

    Has anyone else experienced this behavior?

    Ward

  • Suggested answer
    PerezAguiar Profile Picture
    PerezAguiar Microsoft Employee on at
    RE: CRM Dynamics 365 - Sudden increase of Database capacity because of relevance search

    Hey!

    One of the most common things on relevance Search, is that you can customize the fields in use (or the fields it's going to search on).  Depending on the type of fields, you might get more storage used:  for example, if you have numeric fields or text fields with a limit on characters, the indexes associated to the RelevanceSearch will be much smaller than the ones associated if you have multi-line fields (like Emails, Descriptions, etc).    One first step would be to verify if you're using this type of fields on the relevance search and which ones are you using.

    A second important step is that you can open a request to Microsoft Support to investigate this behavior.  You should specify the environment URL and if you have a graph/Screenshot with the values.

    Regards,

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