Creating Bulk Delete Jobs for Usage Summary and Usage Details in Dynamics 365

Applies to: Dynamics 365, Work 365
Audience: System Administrators

Overview

In Dynamics 365, Azure consumption data imported into Work 365 can significantly increase database size over time. To efficiently manage storage and maintain optimal system performance, it is advisable to regularly delete outdated Usage Summary and Usage Detail records.

This guide outlines the process of creating bulk delete jobs to remove such records older than 180 days (adjustable based on organizational needs).

Prerequisites

✔ Administrative access to Dynamics 365.
✔ Familiarity with the Work 365 application.

Steps to Create Bulk Delete Jobs

1. Access Advanced Settings

✅ Open the Work 365 application.
✅ Click on the Settings icon in the top-right corner of Dynamics 365.
✅ Select Advanced Settings from the dropdown menu.

2. Navigate to Data Management

✅ In the Advanced Settings window, use the top navigation bar to go to Settings.
✅ Click on Data Management.

3. Initiate a New Bulk Delete Job

✅ Within the Data Management section, select Bulk Record Deletion.
✅ Click on New to start creating a new bulk delete job.

4. Define Search Criteria for Usage Summary Records

✅ In the "Define Search Criteria" dialog box, set up a query to identify Usage Summary records older than 180 days (or your preferred timeframe).

? For detailed instructions on configuring the query, refer to Microsoft’s documentation on deleting bulk records.

5. Configure Job Schedule and Recurrence

✅ In the "Search Options" dialog:

✔ Schedule the bulk delete job to run at an off-peak time to minimize system impact.
✔ Set the job to recur every 30 days to ensure regular database maintenance.
✔ Assign a descriptive name to the bulk delete job for easy identification.

6. Complete the Wizard

✅ Follow the remaining prompts in the wizard to finalize and activate the bulk delete job.

7. Repeat for Usage Detail Records

✅ To manage Usage Detail records similarly:

✔ Repeat steps 3 through 6.
✔ Adjust the search criteria to target Usage Detail records older than the specified timeframe.

Important Considerations

? Data Retention Policy: Ensure the retention period aligns with your organization’s policies and compliance requirements.

? System Performance: Scheduling bulk delete jobs during off-peak hours helps minimize performance impacts.

? Backup: Perform a system backup before executing bulk delete operations to prevent accidental data loss.

Conclusion

By implementing these bulk delete jobs, you can effectively manage the growth of Azure consumption data in Dynamics 365, ensuring efficient storage use and maintaining system performance.