Documents in BLOB Storage from Dynamics 365

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Posted on by CrmUser101

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Hello,

What are possible ways to store dynamics 365 records documents?

Thanks,

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Microsoft Dataverse with Power Apps

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thomasfnorthrup 252 on at

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Hello, thanks for reaching out.
Dynamics stores documents in two ways, either as an attachment to a Note on a record's timeline, or in the SharePoint Integration which stores the document in SharePoint online in a library with a folder for each record.
I have setup a Power Automate flow that moves the note attachments from Dynamics (since they take up expensive database storage) to Blob storage and then posts a link back in the note description.
Please mark as solution or give kudos if this helped.
Have a great day!

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Fubar 8,354 Super User 2025 Season 2 on at

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@thomasfnorthrup wrote:
Dynamics stores documents in two ways, either as an attachment to a Note on a record's timeline, or in the SharePoint Integration which stores the document in SharePoint online in a library with a folder for each record.

(You forgot the File field and Email attachments.)

For Online - There are 3 types of storage used Log, File and Database each with a different $$$ cost (with Database the most costly storage). For a while now Microsoft have automatically been moving Notes attachments to File storage so they do not consume as much database storage as they used to. You may still want to move them if you feel you are consuming too much file storage - but often this is now not necessary.

If you do want to move Notes attachments them it can be done via Flow, and/or a custom Plugin. (we have a client that moves Notes attachments to SharePoint), there are also 3rd party products that you can pay for that will do this.

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Community Power Pla... on at

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Hello Thomas, could you please share more info about the flow? I have the same solution but dont know how to post a link back to the description.
Thank you, have a nice day!

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murati 12 on at

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Hi,

You should create a flow that gets triggered "When a new record has been added" dataverse action. Be careful that action require Premium license.

As the source table, you must select Notes or Attachments table. Within this record, you will receive what kind of entity is being referenced therefore it is recommended to check _regardingobject_id which gives you the name of the related entity.

Once you get the related record, you can move it to -as recommended- SharePoint.

Based on your logic and make the future documents accesible, you must also create sharepoint document location for this particular referenced record, otherwise in the Related > Documents subgrid, you'll see nothing.

I saved 5GBs of storage with this method.

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Community Power Pla... on at

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Hello murati,
and thank you for your answer, but this flow I already have.
1) When a new record has been added (connected to table Notes)
2) Condition (Is Document equals true)
3) If yes create new azure blob storage record
It works correctly for me, but I would like to make 2 another steps, delete the attachment from the record and put the url of the azure to the record (to have connection to the attachment.
Do you know hot to set up these steps please?

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murati 12 on at

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I got the same problem.
Here's how I fixed it :

I am updating the Notes table with the note ID that I already have from the trigger and set the Is Document field to No (that's the crucial part)

If you include in your filter property in the trigger, you won't create a loop in this case and also, your DB's size will decrease. I saved like 20GBs with this approach.

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