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Annotation/Notes table in Power Platform

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Posted on by LorenaCucu

How can we clean/delete from this table properly? Anyone has experience or a nice step by step?

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Microsoft Dataverse with Power Apps

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MS.Ragavendar 7,431 Super User 2026 Season 1 on at

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@LorenaCucu,

This is a system table. This table may contains attachments are often business‑critical and Notes may be referenced in timelines, emails, or integrations.

Why you want to delete this table and what is the business need?

What is the volume of data which resides in the tables ?

If the volume is huge you need to proceed with bulk delete

https://learn.microsoft.com/en-us/power-platform/admin/delete-bulk-records

Other way Delete Notes Using Advanced Find (Manual / Controlled)

Open Advanced Find and Look for the Table: Notes (Annotation)

Add filters based on your business criteria (for e.g.,)

Created On Older Than X days

Is Document = Yes / No

File Size > X MB

It will show list of records, Select records → Delete

✅If this helped, please Accept as Solution to help others ❤️ A Like is appreciated 🏷️ Tag @MS.Ragavendar for follow-ups.

To avoid the data loss, make sure you have moved the files to some repository or sharepoint for the safety purposes.

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Valantis 6,735 on at

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Hi @LorenaCucu,

bulk deletion job will do the job for you.

here a community thread that will help you: https://community.dynamics.com/forums/thread/details/?threadid=8c9b5084-79ed-4ab7-a6ec-b0d25261bc38

Best regards,

Valantis

✅ If this helped solve your issue, please Accept as Solution so others can find it quickly.

❤️ If it didn’t fully solve it but was still useful, please click “Yes” on “Was this reply helpful?” or leave a Like :).

🏷️ For follow-ups @Valantis.

📝 https://valantisond365.com/

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11manish 3,333 on at

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Cleaning up the Annotation (Notes) table in Microsoft Dataverse needs a bit of care because it often stores file attachments, which can quickly consume storage.

Here’s a safe, step-by-step approach used in real projects

1. Understand what you’re deleting

The Annotation (Notes) table contains:

Text notes

Attachments (documentbody → base64 file content) ❗ (main storage consumer)

Links to parent records (via objectid)

Deleting notes = permanent deletion of attachments

2. Before deleting

Take backup if needed:

Export via Dataflow / Power Automate / Excel

Identify:

Old notes (e.g., > 1 year)

Notes with attachments only

Notes linked to inactive records

3. Recommended Approach (Bulk Delete Job)

Use built-in system job (best for large data)

Steps:

Go to:

Advanced Settings → Data Management

Click:

Bulk Record Deletion

Create new job:

Table: Notes (Annotation)

Add filters:

Example:

Created On < 01-Jan-2023

AND

Is Document = Yes

Schedule:

Run off-hours (night/weekend)

Enable:

Recurring cleanup (optional)

Runs server-side → efficient + safe

4. Power Automate (Controlled deletion)

Useful when:

You need logic-based deletion

Flow design:

Trigger:

Manual / Scheduled

Action:

List rows (Annotation)

Apply filter:

isdocument eq true and createdon lt 2023-01-01

Loop → Delete row

Add:

Pagination

Concurrency control

5. Advanced Option (for very large datasets)
Use:

Data Export → Azure SQL

Or Azure Synapse Link

Then:

Analyze large attachments

Delete via API / SDK batch jobs

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MS.Ragavendar 7,431 Super User 2026 Season 1 on at

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@LorenaCucu,

A quick follow-up to see, does the suggestion worked for you or still you were looking for any other approaches or assistance.

✅If this helped, please Accept as Solution to help others ❤️ A Like is appreciated 🏷️ Tag @MS.Ragavendar for follow-ups.

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Valantis 6,735 on at

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Hi @LorenaCucu,

Just wanted to check in and see if everything is working now. If you still need any help, feel free to let me know.

Also, if the issue is resolved, it would be great if you could mark the answer as solved so others with the same question can find it easily.

Thanks and have a great day!

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