Reviewing Capacity in Power Platform Admin Center

1. Permissions needed to view capacity in Power Platform Admin Center

The User record in the Microsoft 365 Admin Portal needs to have one of the following roles:

Tenant administrator
Power Platform administrator
Dynamics 365 administrator

(This User record and Roles are different than the User record and Roles that exist in Microsoft Dynamics 365.)

To view the Roles assigned to a User, navigate to the Microsoft 365 Admin Portal - https://admin.microsoft.com - and click on the User. If the user is assigned many Roles and you cannot see the complete list, click Manage Roles to view more.

If your User record in the Microsoft 365 Admin Portal does not have the correct permissions and it should, you will need to add the Roles. If you do not have permission to add Roles, you will need to contact the User in the Microsoft 365 Admin Portal who does have permissions to assign Roles. This may be your system administrator point of contact, your IT team, or someone else.

2. How to check capacity in Power Platform Admin Center

This will open the Summary tab page, which provides a tenant-level view of where your organization is using storage capacity across all environments including UAT and PROD.

Database: Includes all tables in CRM, including system tables.
Log: Includes the Audit Logs for each table in CRM where auditing is enabled.
File: Includes the Attachments (documents - .pdf, .docx, .jpg, etc.) that are added to Notes in the Timelines for each table in CRM.

2.2.1. Scroll down on the Summary tab page to see a breakdown of capacity used by Environment and by Storage Type.

Click the Database, File, and Log tabs to see the visual breakdown for each Storage Type of capacity. The numbers should add up to the values seen in the Usage Per Storage Type graph at the top of the page.

3. Analyzing storage usage and interpreting entities using the most space

Analysis is required per environment. Repeat the steps for UAT and PROD.

3.1. Click the Environments tab and click Select Environment.

3.2. Select an Environment and click Select.

The page will open with a breakdown of capacity used for that environment by storage type.

3.3. Database

The following details are provided:

Actual database usage
Top database tables and their growth over time
Actual file usage
Top files tables and their growth over time
Actual log usage
Top tables and their growth over time

Microsoft often links helpful documents that explains how to manage and reduce certain tables that are using the most space.

3.3.1. Click on the Database Storage Type.

The Database Usage chart will show how the database storage type capacity has changed over time.

3.3.2. Scroll down.

The Consumption per Table will list the entities/attributes within CRM that are using the most storage.

3.3.3. NEXT STEPS DATABASE

From here you'll want to navigate to CRM to better understand the specific records that are being generated to determine if they can be deleted or if more capacity will need to be purchased as more records are generated and added to the database.

We recommend running Advanced Finds to view the records. For example, if ActivityPointerBase is using the most storage, see this Microsoft documentation for how to run the Advanced Find - [Customer Guide] How to Reduce ActivityPointerBase.

If you determine that records can be deleted, see the steps for creating Recurring Bulk Delete Jobs to manage Database Usage.

3.3.3.1. Create Recurring Bulk Delete Jobs to manage Database Usage

The following tables are often used for logging and tracking processes in Dynamics. They are useful for troubleshooting in the short-term, but are not needed for historical purposes long-term.

System Events
System Jobs
Process Logs
Process Sessions
Integration Logs

We recommend deleting any records older than 3-6 months in PROD. For UAT, you can be more aggressive and recommend deleting records older than 7 days or 1 month.

6 months = conservative
3 months = moderate
1 month or less = aggressive

The How to Create a Bulk Delete Job article has instructions on how to create automated recurring delete jobs that can keep storage usage in check.

Here is additional Microsoft documentation.

Free up storage space

Clean up records from System Job (AsyncOperationBase) and Process Log (WorkflowLogBase) tables

3.4. Log

3.4.1. Click on the Log Storage Type.

The Log Usage chart will show how the log storage type capacity has changed over time.

3.4.2. Scroll down.

The Consumption per Table will list the attributes that are using the most storage.

3.4.3. NEXT STEPS LOG

If AuditBase is taking up a lot of space then you will want to check and possibly adjust the retention policy for audit logs. See steps below.

3.4.5. Click on the environment hyperlink.

Repeat for each environment.

3.4.6. Under the Auditing section, check the Retain Audit Logs for...

3.4.7. As needed, click the Manage link to change Retain these logs for option.

Remember to Save changes.

IMPORTANT: When you update the retention policy, it will only delete any Audit Logs that are created moving forward. It will not delete any existing Audit Logs. Therefore, you will need to Free Up Capacity by deleting audit logs.

3.4.8. Under Free Up Capacity, click Delete Audit Logs.

It is recommended to follow these steps since you do not know when the last person updated the Retain Audit Logs For... option and if when they made the change they remembered to also clean up existing audit logs.

Follow the steps to delete existing Audit Logs.

3.5. File

3.5.1. Click on the File Storage Type.

The File Usage chart will show how the file storage type capacity has changed over time.

3.5.2. Scroll down.