How do you monitor capacity and storage usage?

Required tools

• Administrator access to Power Platform — To view the capacity reports.

Get an overview

1. 1.View usage broken down by environment and table

   The admin center shows where the space is going. Start there instead of guessing—the answer is rarely what people think.

2. 2.Look for the usual suspects

   Attachments and emails almost always account for the bulk of it. Next come the audit log and system jobs. The customer data itself is rarely the problem.

Reduce and hold it down

1. 3.Move documents to SharePoint

   Attachments in Dataverse are more expensive per gigabyte than in SharePoint, and SharePoint includes version control at no extra cost. This is the single measure that frees up the most space.

2. 4.Set the retention period for the audit log

   Audit logs accumulated over the years take up space. Decide how long you need to retain them, and clear out the rest.

3. 5.Delete old system jobs

   Completed jobs remain stored. They can be safely cleaned up and often free up a surprising amount of space.

4. 6.Set up an alert before you reach the limit

   When capacity is reached, things come to an abrupt halt. An alert at eighty percent gives you time to act.