Today, I wanted to talk about an important message that administrators received via the Microsoft 365 Message Center these days regarding Microsoft Common Data Service (fka Microsoft Dataflex Pro, eka Common Data Service).
It basically introduce actions that are going to occur, if on tenant level you continue to exceed the capacity you´re entitled for via purchased licenses.
It reflects to this documentation where changes for exceeding your storage capacity entitlements have already been announced earlier.
As outlined in the notification, your first task is to understand your current storage usage. And here is where the new Power Platform Admin Center comes into play. But here´s also where some confusion and questions pop up. This is due to the fact of this task being related to Service Administrators of either Global Admin, Dynamics 365 service admin, Power Platform service admin or Delegated Admins. So it can be complicated for a Global Admin for instance to understand the storage usage in total, as she/he´s not responsible for the Power Platform or the Dynamics 365 maintenance/governance. It certainly can become a struggling part for customers where both Dynamics 365 service admins and Power Platform service admins operate and they need to understand their storage usage. As storage so far is aggregated on the tenant level, and there´s no opportunity to allocate or assign storage that is entitled with specific licensing to a specific environment only. So in practice cannibalizing each others storage is something I do hear a lot from customers asking around better governance and maintenance.
Another straight forward example is the amount of environments that have been provisioned additionally to the default environment because of either running Dynamics 365 or Power Platform trials. As the global admin didn´t take action to limit the creation of environments to only service admins – a setting that I am always recommending as a first task for better governance and maintenance – it can be a shocking moment to see the total database storage running out of control as each environment provisioning comes with 1 GB storage consumption.
For example taking a look inside my tenant that I am using for customer workshops, personal learning and much more – lucky me, I am not yet in trouble regarding my overall storage consumption. But understanding that my FullPower environment (with Dynamics 365 first party apps installed), my Default environment where a
Dataflex Pro Common Data Service has been provisioned because of using Microsoft Power Automate Approvals and my Customer Demo environment where I am hosting typical customer showcases, all share the same storage was tough task first hand. Furthermore, there´re additional environments of different types that I am regular playing around with, such as a Preview environment or certain environments of the type „Trial“. It is important for each service admin though to understand, that environments of type „Developer“, „Trial“, „Support“ or „Preview“ will show up as 0 GB, but you can drill into the details of their storage consumption as well.
You can also see this, when you hover over the (i) symbol next to the 0 GB storage as shown in the visual to the left. But there´s even more to understand before taking care of actions, such as reducing storage or even deleting data to be compliant to your limits.
First, you need to understand when you´re in deficit. You might argument that it will be shown inside the report showing what is running over in red color. But there´s more due to the fact of storage being split into three different buckets: Database-, Log- and File-storage.
Assuming your database consumption is 110 GB, your log consumption 5 GB and your file storage is 200 GB. Your entitled capacity is 100 GB of database, 10 GB of log and 400 GB of file storage. So this tenant is 10 GB over in database usage. And even though there´s a 200 GB file storage left open, the tenant is considered as deficit.
So let´s take a look at the other way around. Assuming the File storage consumption is 290 GB, the log file 5 GB and the database 20 GB. The entitlement for this tenant was 100 GB of database, 10 GB of log and 200 GB of file storage. Therefore, this tenant is 90 GB over in file usage. Despite having 85 GB still available (80 GB of database and 5 GB of log), this tenant is also considered to be in deficit.
Both scenarios, you being the administrator need to take action and free up storage or consume the capacity add-on storage for the specific type of storage running over.
But there´re also scenarios where the report would show storage running out of capacity with a red color, but you would not necessarily need to take action. When is this?
Assuming your consumed database storage is 80 GB, your log storage 20 GB and your file storage 200 GB. Your entitlement is 100 GB of database, 10 GB of log and 400 GB of file storage. Therefore you crossed the log file capacity limit with 10 GB over. The tenant itself isn´t in deficit as there´s 20 GB remaining database storage. Note that there´s 200 GB left file storage as well, but this cannot be used to compensate deficits in log- or database storage.
To further note, if in above example the database storage consumption would have been at 95 GB instead of 80 GB, this tenant would be in deficit as well.
In other words, if your log storage went over, check your remaining database storage and if you might be covered due to the remaining database storage. Also check, if you could reduce database storage first and become compliant again, before paying for additional log file capacity add-on. You might also want to consider, if you have additional projects upcoming which requires further user licenses and purchase those, instead of the add-on(s). Note though, each user license comes with additional entitlements regarding file or database storage but not log storage.
Hope this clarifies a couple of upcoming questions regarding above notification.
Until next time…