Applies to: Dynamics CRM, Work 365
Audience: System Administrators
Issue
Over time, Dynamics CRM accumulates large volumes of data, which can impact system performance and storage efficiency. Regular data maintenance is essential to ensure optimal performance, particularly for entities related to Work 365.
Prerequisites
✔ System Administrator privileges in Dynamics CRM.
⏳ Estimated Time: 30–60 minutes, depending on the volume of data.
Resolution Steps
1. Access Advanced Settings
✅ Click on the Settings icon in the top-right corner of Dynamics 365 and select Advanced Settings.
2. Navigate to Data Management
✅ In the top navigation bar, click on Settings.
✅ Select Data Management.
3. Create a Bulk Delete Job
✅ Click on Bulk Record Deletion.
✅ Click on New to create a new bulk delete job.
4. Define Search Criteria
✅ In the "Define Search Criteria" dialog, set the query to identify records older than a specific number of days (e.g., 30 days).
✅ Adjust the number of days based on your organization’s data retention policies.
5. Schedule the Deletion Job
✅ In the "Search Options" dialog, set the schedule time to a suitable off-peak time.
✅ Configure the job to run every 30 days for ongoing maintenance.
✅ Provide a descriptive name for the bulk delete job.
6. Complete the Wizard
✅ Follow the prompts to complete the wizard and activate the bulk delete job.
Specific Cleanup Tasks
1. System Jobs
✅ Target completed background workflows, system events, and bulk delete job records older than 30 days.
2. Notes
✅ Delete notes and attachments (e.g., invoice attachments) older than 180 days.
3. Email Messages
✅ Remove email messages older than 180 days to free up storage.
Important Considerations
⚠ These processes delete all records matching the criteria, not just Work 365-related items.
⚠ Ensure that the deletion of records aligns with your organization’s data retention policies.
⚠ It is strongly recommended to back up your data before performing bulk deletions.
Conclusion
By following these steps, you can optimize your Dynamics CRM storage, improve system performance, and maintain efficient data management for Work 365.