Storage in Microsoft Dynamics 365 CRM

Storage Add-On for Dynamics 365

Microsoft Dynamics 365 provides your business with Database, File, and Log storage right out of the box. But, as you continue to use these powerful tools there may come a point where your storage needs exceed what’s available. Worry not! Microsoft has made adding storage to your Dynamics 365 CRM possible, so your critical platforms can grow with you.

In April 2019, Microsoft changed the way they price additional storage for Dynamics. In this post, we will review the legacy model for storage, outline the new model, highlight the differences, and provide some information on workarounds within the Microsoft Environment without needing to use Microsoft add-on Storage.

Legacy Dynamics 365 Storage

Prior to April 2019, Microsoft used a different model to provide, manage, and add storage to Dynamics 365 environments. The simplest way to think about the legacy model is all storage in the same bucket, regardless of whether the data was a File, a Log, or in your Database. To add storage capacity of any type, one would simply purchase the capacity in GB increments for $5 a piece.

Out of the box, your Dynamics 365 instance provides 10GB of storage with an additional 5GB for every ten users with a full license. Like the capacity add-on, this storage did not differentiate between Database, File, or Log data.

The New Dynamics 365 Storage Model

After April 2019, Microsoft introduced a new storage model that affected both the storage provided out of the box and the add-on capacity options. Rather than thinking of storage as all in the same bucket, we now think of storage as having three buckets; Database, File, and Log.

Database Storage

Every Dynamics 365 instances receives 10GB of Database Storage and adds 250MB for every Enterprise Licensed user. What constitutes your Database data? All your Dynamics 365 records/entities fall under this category, such as Accounts, Contacts, Leads, and Activities. This is, of course, critical data within your Dynamics environment.

When additional storage is needed, it can be purchased in 1GB increments at a price of $40 per GB per month. If the $40 per GB price tag is too high, you may be able to get around this by using Virtual Entities. Incorporating Virtual Entities are a great way to view real time data from external sources and reduce your storage costs.

File Storage

File Storage is also included with your Dynamics environment. There is 20GB available with your instance and an additional 2GB for every Enterprise Licensed user. Attachments to records, emails, and notes constitute the File Storage bucket.

Add-on File Storage capacity can be purchased for $2 per GB per month. Depending on your operation, you may have the need for a lot of File Storage. While the $2 price is relatively low, another option could be an integration to SharePoint. SharePoint and Dynamics integration is simple to set up and adjust, can net you additional benefits beyond the potentially cost savings.

Log Storage

2GB of Log Storage is included with every Dynamics instance, and there is no additional storage that comes from additional users like the Database and File buckets. The Log Storage, simply put, is the change records within Dynamics.

If more Log Storage is required, that comes in at $10 per GB per month. While Log data doesn’t take up a lot of space, as you use your system longer you could find yourself bumping up against your limit. It might be a good idea to decide how long you really need to retain that Log data and when it is appropriate to purge it.

Which is Better?

The answer to which is “better”, like many things, is that it depends. You will get more storage out of the box with the new model, which is a good thing. However, if you need to add more Database Storage, and Virtual Entities aren’t an option, or you need Log Storage, then you will be paying more. If File Storage is what you need, you’ll come out ahead with the new model. Understanding how the model works will make it easier to add storage to Microsoft Dynamics CRM when you need it. An experienced partner can help you navigate the licensing and provide you with different options based on your specific needs.

What to do next?

If you are unsure about how to approach the critical decisions about managing your current and future storage requirements within Dynamics 365 CRM, reach out to a trusted partner like Beringer Technology Group for a consultation.

Beringer Technology Group, a leading Microsoft Gold Certified Partner specializing in Microsoft Dynamics 365 and CRM for Distribution also provides expert Managed IT ServicesBackup and Disaster RecoveryCloud Based Computing, Email Security Implementation and TrainingUnified Communication Solutions, and Cybersecurity Risk Assessment.