Organizations using Microsoft Dynamics 365 often encounter storage capacity issues as their CRM grows. What starts as sufficient space quickly becomes expensive and restrictive as attachments, emails, and notes accumulate.
If you are seeing storage warnings or increasing Microsoft invoices, you’re not alone. Dynamics 365 storage capacity issues are one of the most common challenges faced by CRM administrators.
This guide explains:
- Why storage fills up
- What consumes the most capacity
- Native Microsoft options
- Cost implications
- And the most effective long-term solution
Understanding Dynamics 365 Storage Capacity
Microsoft allocates storage across three main categories:
- Database capacity – Stores records, tables, metadata
- File capacity – Stores attachments, notes, email files
- Log capacity – Stores audit logs and system logs
Most organizations run into issues due to excessive file storage consumption.
Why Do Dynamics 365 Storage Capacity Issues Occur?
To get to the core of this issue, Inogic conducted a poll to identify key aspects that consume an organization’s CRM space.
As is seen in the poll, File Attachments consume most of the CRM space. The poll revealed that File Attachments consume the most CRM space. Notes, email attachments, sales literature notes, etc. quickly consume your entire CRM space. Dynamics 365 CRM alone is not the strongest attachment and document management suite.
We also tried to find out how CRM users are currently tackling this issue.
As many as 42% of voters delete their large attachment files. Well, that’s one way to keep your storage space free, but sometimes deleting critical attachments may not always be practical. Another 12% of users are buying additional storage, and as we already mentioned above, buying additional storage space is expensive.
The need of the hour as emphasized by 38% of voters is a cost-effective document and storage management app.
Inogic’s Attach2Dynamics, a Microsoft AppSource Preferred App, is an efficient storage management solution that allows SharePoint Integration, Azure Blob integration, and Dropbox integration with Dynamics 365 CRM. So, what are the advantages of using Attach2Dynamics? Let’s find out.
How Organizations Currently Handle Storage Problems
Many businesses attempt to manage storage issues by:
- Deleting large attachments
- Archiving records manually
- Buying additional storage from Microsoft
- Disabling audit logs
However, these approaches either:
- Risk data loss
- Impact compliance
- Or increase recurring costs
A more sustainable strategy is required.
The Smart Way to Resolve Dynamics 365 Storage Capacity Issues
The most cost-effective method is to move attachments out of Dataverse and store them in external cloud storage like:
- SharePoint
- Azure Blob Storage
- Dropbox
This reduces file capacity usage significantly while keeping files accessible within CRM.
How Attach2Dynamics Helps Reduce Dynamics 365 Storage Costs
Attach2Dynamics by Inogic enables secure cloud-based storage integration directly inside Dynamics 365.
Instead of storing attachments in CRM, files are stored in SharePoint, Azure Blob, or Dropbox while still appearing seamlessly within the CRM interface.
Here’s how it solves storage capacity issues:
Move:
- Notes
- Email attachments
- Sales literature
- Legacy files
to external cloud storage in bulk.
This immediately frees up CRM file capacity without disrupting users.
Drag and drop files and folders
Attach2Dynamics’ user-friendly interface allows you to quickly drag and drop multiple files and folders from CRM to desired cloud storage. This will help you easily upload/download files, save time, and facilitate your daily hustles.
Send files as links and attachments
Attach2Dynamics will allow you to send files as links and attachments in email. The link is nothing but the SharePoint folder location of a file. With this, you will be able to create anonymous links that help share documents from outside sources. Multiple files can also be sent in a single mail.
The security templates feature of Attach2Dynamics enables you to create security templates that allow you to manage user access to various Attach2Dynamics functions like upload, download, email, copy link, rename, etc. in all three-cloud storage – SharePoint, Dropbox, and Azure Blob Storage.
For any given record, multiple Document Locations can exist within a SharePoint Site. Attach2Dynamics allows you to easily select the desired folder (Document Location) for file uploads through its user-friendly interface.
Native Microsoft Options vs Third-Party Approach
| Option | Pros | Limitations |
| Buy More Storage | Quick fix | Expensive recurring cost |
| Delete Attachments | Frees space | Risky, data loss |
| Disable Auditing | Reduces logs | Compliance impact |
| Attach2Dynamics | Reduces file capacity permanently | Requires implementation |
Best Practices to Prevent Future Dynamics 365 Storage Capacity Issues
- Regularly monitor storage analytics
- Avoid storing large files directly in Dataverse
- Limit email tracking for unnecessary attachments
- Move historical attachments to external storage
- Implement a document management strategy early
Frequently Asked Questions
What consumes the most storage in Dynamics 365?
File attachments in emails and notes typically consume the most file storage capacity.
How do I check my Dynamics 365 storage capacity?
Go to Power Platform Admin Center → Capacity → Storage to view database, file, and log usage.
Is buying additional storage the only option?
No. Moving attachments to SharePoint or Azure Blob is a more cost-effective long-term solution.
Does SharePoint reduce CRM storage?
Yes. Files stored in SharePoint do not consume Dataverse file capacity.
Conclusion
Dynamics 365 storage capacity issues are inevitable as CRM adoption grows. However, continuously purchasing additional storage is not sustainable.
A structured document management strategy, especially moving attachments to external cloud storage significantly reduces storage costs while maintaining accessibility.
If your organization is facing increasing storage bills, it may be time to rethink how attachments are managed inside Dynamics 365.
You can visit Inogic’s website or Microsoft AppSource and download Attach2Dynamics for a free 15-day trial because it is always advisable to gather first-hand experience.
Please email us at crm@inogic.com if you want a personal demonstration or have any other document management-related needs.
For a personalized demo or any inquiries about document management, drop us a line at crm@inogic.com. We’re here to help!
PS: Looking for advanced security on your Dynamics 365 CRM and SharePoint Integration? A way to sync your Dynamics 365 CRM security model to SharePoint? SharePoint Security Sync by Inogic is just the solution for you.
Till then, keep managing files, smartly!