Dataverse capacity-based storage details

If you purchased storage after April 2019, or if you have a mix of storage purchases made before and after April 2019, you see your storage capacity entitlement and usage by database, file, and log as it appears in the Microsoft Power Platform admin center today.

Data volume continues to grow exponentially as businesses advance their digital transformation journey and bring data together across their organization. Modern business applications need to support new business scenarios, manage new data types, and help organizations with the increasing complexity of compliance mandates. To support the growing needs of today's organizations, data storage solutions need to evolve continuously and provide the right solution to support expanding business needs.

Licenses for Microsoft Dataverse capacity-based storage model

The following licenses provide capacity by using the new storage model. If you have any of these licenses, you see the new model report:

• Dataverse for Apps Database Capacity
• Dataverse for Apps File Capacity
• Dataverse for Apps Log Capacity

To check whether you have any of these licenses, sign in to the Microsoft 365 admin center and then go to Billing > Licenses.

Verifying your Microsoft Dataverse capacity-based storage model

To view the Capacity add-ons summary page, you need one of the following roles:

• Tenant administrator
• Power Platform administrator
• Dynamics 365 administrator Alternatively, a user with any of the preceding roles can grant permissions to the environment administrator to view the Capacity summary tab within the Tenant setting page.

Follow these steps to verify you have the Microsoft Dataverse capacity-based storage model:

1. Sign in to the Power Platform admin center.
2. In the navigation pane, select Licensing.
3. In the Licensing pane, select Capacity add-ons to go to the Capacity add-ons summary page where you can see your tenant's storage, add-ons, and Microsoft Power Platform requests.

Learn more in Dataverse capacity-based storage overview.

Capacity page details

The tabs Summary, Dataverse, Microsoft Teams, Add-ons, and Trial are available on the Capacity add-ons page.

Summary tab

On the Capacity page, Summary is the default view where you see a tenant-level view of where your organization is using storage capacity. You can view:

• Storage capacity usage
• Storage capacity, by source
• Top storage usage, by environment

All Dataverse tables, including system tables, are included in the storage capacity reports. Files such as .pdf (or any other file attachment type) are stored in file storage. However, the database stores certain attributes needed to access the files.

Storage capacity usage

In the storage capacity usage section, you can see:

• File and database: The following tables store data in file and database storage:

  • Attachment
  • AnnotationBase
  • Any custom or out-of-the-box table that has columns of datatype file or image (full size)
  • Any table that is used by one or more install Insights applications and ends in - Analytics
  • WebResourceBase
  • RibbonClientMetadataBase

• Log: The following tables are used:

  • AuditBase
  • PlugInTraceLogBase
  • Elastic tables

• Database only: All other tables count for your database

Storage capacity, by source

In the storage capacity, by source section, you can see:

• Org (tenant) default: The default capacity given at the time of sign up
• User licenses: More capacity added for every user license purchased
• Additional storage: Any extra storage you bought
• Total: Total storage available
• View self-service sources: Learn more at View self-service license amounts and storage capacity

Top storage usage, by environment

In the top storage usage, by environment section, you can see the environments that consume the most capacity.

Add-ons

In the add-ons section, you can see the details of add-ons that your organization purchased. Learn more at View capacity add-ons in Power Platform admin center. In the add-ons section, you can also select Manage to assign add-ons to environments or Download reports to view a downloaded report. Add-on reports expire after 30 days.

Dataverse tab

On the Capacity page, select Dataverse. This page provides similar information as the summary tab, but with an environment-level view of where your organization is using capacity.

This table highlights some of the features you can see on the Dataverse page.

Feature	Description
Download	Select Download above the list of environments to download an Excel .CSV file with high-level storage information for each environment that the signed-in admin has permission to see in the Power Platform admin center.
Search	Use Search to search by the environment name and the environment type.
Details	Select the Details button ( ) to see an environment-level detailed view of where your organization is using capacity, in addition to the three types of capacity consumption.
Default environment tip	The calculated storage usage in this view only displays what is above the default environment's included capacity. Tool tips indicate how to view actual usage in the Details section.

Environment storage capacity details

Select the Details button ( ) associated with the environment you want to see more information about.

The following details are provided:

• Actual database usage
• Top database tables and their growth over time
• Actual file usage
• Top files tables and their growth over time
• Actual log usage
• Top tables and their growth over time

Microsoft Teams tab

On the Capacity page, select Microsoft Teams. This tab shows the capacity storage used by your Microsoft Teams environments. Teams environment capacity usage doesn't count towards your organization's Dataverse usage.

Add-ons tab

On the Capacity page, select Add-ons. This tab shows your organization's add-on usage details and lets you assign add-ons to environments. For more information, see View capacity add-ons in Power Platform admin center.

Trial tab

On the Capacity page, select Trial. This tab shows the capacity storage used by your trial environments. Trial environment capacity usage doesn't count towards your organization's Dataverse usage.

Dataverse page in Licenses (preview)

Track tenant usage

You can track and manage Dataverse capacity in the Licenses section of Power Platform admin center.

1. Sign in to the Power Platform admin center.
2. On the navigation pane, select Licensing.
3. On the Licensing pane, select Dataverse under Products.

Usage per storage type

In the Usage per storage type tile, you can view the consumption of your database, log, and file storage. This section displays your prepaid entitled capacity along with the corresponding usage. Additionally, it indicates if any part of your Dataverse usage is billed under a pay-as-you-go plan.

Top environment consuming storage

The Top environment consuming storage tile displays the environments using the most capacity. It also indicates whether any of these top-consuming environments are in overage and provides a breakdown of prepaid versus pay-as-you-go usage. You can select Database, File, or Log to view the corresponding consumption details.

Dataverse environment usage

In the Top environments consuming storage tile, select See all environments to view capacity consumption across all your Dataverse environments. The following details are provided:

• Name of the environment
• Overage status if capacity is allocated to the environment
• Whether capacity is preallocated to the environment
• Environment type
• Managed Environment status
• Pay-as-you-go plan linkage status
• Ability to draw capacity from available tenant pool
• Database, file, and log consumption

Track environment usage

1. On the Dataverse page, select Environment and choose an environment from the list.
2. Alternatively, in the Top environment consuming storage tile, select See all environments and select an environment name.

Usage per storage type tile

In the Usage per storage type tile, you can view the consumption of your database, log, and file storage. This section displays your prepaid allocated capacity, if any, along with the corresponding usage. Additionally, it indicates if any part of your Dataverse usage is billed under a pay-as-you-go plan.

Consumption per table

In the Consumption per table section, you can view the amount of storage consumed by each Dataverse table. To see table consumption for a specific storage type, select Database, File, or Log in the Usage per storage type tile. Select the table name for the consumption trend, with the option to track daily usage trends, for up to the past three months.

Dataverse search consumption and reporting

In addition to database and file storage, Dataverse search includes the indexes that power different experiences. These indexes support search and generative AI across structured or tabular data and unstructured data stored in Dataverse, such as files.

Storage consumed by Dataverse search is reported at the environment-level as a table called DataverseSearch. It was previously named RelevanceSearch.

Dataverse search can also be monitored at the Dataverse Environment report in the Power Platform admin center

The Dataverse Environment report is located at Licensing > Dataverse > Environments tab (consumption per table reporting).

How much does the indexed Dataverse search data cost?

All Dataverse indexes are reported at the Dataverse database capacity rate. Turning on Dataverse search doesn't turn on any other experience automatically. For more information, see What is Dataverse search?

Allocate capacity for an environment

When you select the Dataverse tab, you can allocate capacity to a specific environment. After you allocate capacity, you can view the status of your environments to see whether they're within capacity or in an overage state.

1. Sign in to the Power Platform admin center.
2. On the navigation pane, select Licensing.
3. On the Licensing pane, select Dataverse in the Products section.
4. On the Summary page, select Manage capacity.
5. Select the environment for which you want to allocate capacity.
6. In the Manage capacity panel, view the currently allocated and consumed capacity for the environment.
7. Allocate capacity by entering the desired value in the Database, File, and Log fields. Make sure the capacity values are positive integers and don't exceed the available capacity displayed at the top of the panel.
8. Opt in to receive daily email alerts sent to tenant and environment admins when the consumed capacity (database, log, or file) reaches a set percentage of the allocated capacity.
9. Select Save to apply the changes.

Manage capacity overage

When an environment's capacity consumption exceeds the preallocated capacity, you have two options to manage the overage:

1. In the Manage capacity pane, use capacity available from the tenant's overall capacity pool.
2. In the Manage capacity pane, link the environment to a pay-as-you-go billing plan, where any overage is charged to the associated Azure subscription.

Changes for exceeding storage capacity entitlements

Microsoft is making changes for what happens when an organization's storage capacity is close to or exceeds the capacity entitled or purchased through add-ons.

Notifications for capacity approaching storage limits are triggered when any of the three storage capacities (database, file, or log) have less than 15% of space available. Another warning notification that admin operations could be impacted is sent when any of the three storage capacities have less than 5% of space available. The final tier of notification triggers when the tenant is "in overage" (storage usage exceeds capacity entitlements), which alerts the admin that the following operations aren't available until the overage is resolved:

• Create a new environment (requires minimum 1-GB capacity available)
• Copy an environment
• Restore an environment
• Convert a trial environment to paid (requires minimum 1-GB capacity available)
• Recover an environment (requires minimum 1-GB capacity available)
• Add Dataverse database to an environment

Tenant admins, Power Platform admins, and Dynamics 365 admins receive these notifications on a weekly basis. At this time, there's no option for a customer to opt out of these notifications or delegate these notifications to someone else. All admin types listed earlier automatically receive these notifications.

Additionally, there's a notification banner in the Power Platform admin center when a tenant exceeds storage capacity.

The Universal License Terms for Online Services apply to your organization's use of the online service, including consumption that exceeds the online service's documented entitlements or usage limits.

Your organization must have the right licenses for the storage you use:

• If you use more than your documented entitlements or usage limits, you must buy more licenses.
• If your storage consumption exceeds the documented entitlements or usage limits, Microsoft might suspend use of the online service. Microsoft provides reasonable notice before suspending your online service.

Example storage capacity scenarios and overage enforcement

Stay within the limits for your entitled capacity for database, log, and file storage. If you use more capacity than you're entitled to, buy more capacity or free up some space. However, if you overuse database, log, or file capacity, review the following scenarios to understand when enforcement applies.

Scenario 1: Database storage is over capacity, overage enforcement

This tenant uses 10 GB more than the database capacity. Even though the tenant has 200 GB of extra file storage, the tenant is in deficit. This tenant should free up storage or purchase more capacity.

Scenario 2: Log storage is over capacity, overage enforcement

This tenant uses 10 GB more than the log capacity and has only 5 GB available in database capacity. Therefore, the tenant is in deficit and should free up storage or purchase more capacity.

Scenario 3: File storage is over capacity, overage enforcement

This tenant is 90 GB over in file usage. Despite having 85 GB available (80-GB database + 5-GB log) in storage capacity, the tenant is considered to be in deficit. This tenant should free up storage or purchase more capacity.

Example storage capacity scenario, no overage

Scenario 4: Log storage is over capacity

This tenant is 10 GB over in log usage but has 20 GB available in database capacity. Therefore, the tenant isn't in deficit. File storage excess entitlement can't be used to compensate deficits in log or database storage.

Actions to take for a storage capacity deficit

You can always free up storage, delete unwanted environments, or buy more capacity to be compliant with storage usage. To learn more about capacity add-ons, go to the Dynamics 365 Licensing Guide or the "Add-ons" section of the Power Apps and Power Automate Licensing Guide.

You can work through your organization's standard procurement process to purchase capacity add-ons.

Frequently asked questions (FAQ)

Why does my storage consumption decrease in the database and grow in the file storage?

Microsoft constantly optimizes Dataverse for ease of use, performance, and efficiency. Part of this ongoing effort is moving data to the best possible storage with the lowest cost for customers. File-type data such as "Annotation" and "Attachment" is moving from database to file storage. This change leads to decreased usage of database capacity and an increase in file capacity.

Why could my database table size decrease while my table and file data sizes remain the same?

As part of moving file-type data such as "Annotation" and "Attachment" out from database and into file storage, Microsoft periodically reclaims the freed database space. This change leads to decreased usage of database capacity, while the table and file data size computations remain unchanged.

Do indexes affect database storage usage?

Database storage includes both the database rows and index files used to improve search performance. Indexes are created and optimized for peak performance. The system frequently updates them by analyzing data use patterns. No user action is needed to optimize the indexes, as all Dataverse stores have tuning enabled by default. A fluctuation in database storage can be represented by an increased or decreased number of indexes. Dataverse is continually being tuned to increase efficiency and incorporate new technologies that improve user experience and optimize storage capacity. Common causes for an increase in index size are:

• An organization makes use of new functionality. This functionality can be custom, out-of-the-box, or part of an update or solution installation.
• Data volume or complexity changes.
• A change in usage patterns that indicate new indexes need reevaluation.

If you configure Quick Find lookups for data that's frequently used, this configuration also creates more indexes in the database. Admin-configured Quick Find values can increase the size of the indexes based on:

• The number of columns chosen and the data type of those columns.
• The volume of rows for the tables and columns.
• The complexity of the database structure.

Because an admin creates custom Quick Find lookups in the org, these indexes can be user-controlled. Admins can reduce some of the storage used by these custom indexes by taking the following action:

• Remove unneeded columns or tables.
• Eliminate multiline text columns from inclusion.

What is the DataverseSearch table and how can I reduce it?

The DataverseSearch table (previously known as RelevanceSearch) stores indexed data for the global search and generative AI experiences. It includes data from all searchable, retrievable, and filterable fields of the tables you indexed for your environment and Copilot semantic indexes.

For more information, see Managing Dataverse search.

Can I manage Dataverse search?

An admin can manage Dataverse search through the three states associated with this setting: On, Default, and Off. Learn more in Configure Dataverse search for your environment.

What actions can makers take?

Depending on the experience that leverages Dataverse search and its usage, the consumption size might increase. Learn more in What is Dataverse search?.

Turning off Dataverse search

When you turn off Dataverse search, the system deletes its indexed Dataverse data. All experiences that depend on this data, including search and generative AI conversational capabilities, become limited or unusable for all users.

Environment admins have 12 hours to turn the feature back on without losing indexed data.

During 12 hours:

• You can turn Dataverse search back on without losing indexed data.

After 12 hours:

• The system permanently deletes all indexed Dataverse data.
• Turning Dataverse search back on re-triggers the indexing of Dataverse data.

What happens if I turn off Dataverse search?

All experiences that use Dataverse search become limited. For more information, see Frequently asked questions about Dataverse search.

Turning on Dataverse search again

• Selecting On: When you set Dataverse search to On after setting it to Off, the system immediately re-triggers all indexes across all enabled experiences for them to work accordingly, and Dataverse search costs resume.

• Selecting Default: When you set Dataverse search to Default after setting it to Off, the system only regenerates the indexes when triggered. Examples include when a Copilot Studio agent uses a file—such as a local file, OneDrive file, SharePoint file upload, or Dataverse table—or if a prompt is submitted to an agent or Copilot. When the indexes are triggered, Dataverse search costs resume.

I just bought the new capacity-based licenses. How do I provision an environment by using this model?

You can provision environments through the Power Platform admin center. Learn more in Create and manage environments in the Power Platform admin center.

I'm a new customer and I recently purchased the new offers. My usage of database, log, or file is showing red. What should I do?

Consider buying more capacity by using the Licensing Guide. Alternatively, you can free up storage.

I'm an existing customer, and my renewal is coming up. Will I be affected?

Customers who renew existing subscriptions can choose to continue to transact by using the existing offers for a certain period of time. Contact your Microsoft partner or Microsoft sales team for details.

I'm a Power Apps or Power Automate customer and have environments with and without database. Do they consume storage capacity?

Yes. All environments consume 1 GB, regardless of whether they have an associated database.

Do I get notified through email when my organization is over capacity?

Yes, tenant admins receive email notifications on a weekly basis if their organization is at or over capacity. Additionally, tenant admins get notified when their organization reaches 15% of available capacity, and when their organization reaches 5% of available capacity.

Why am I no longer getting storage notifications?

Capacity email notifications are sent weekly to tenant admins based on three different thresholds. If you're no longer getting storage notifications, check your admin role. It could also be the case that your organization is over the three predefined capacity thresholds. In that case, you don't receive an email notification.

I'm an existing customer. Should I expect my file and log usage to change?

Log and files data usage isn't expected to be exactly the same size as when the same data is stored by using database, due to different storage and indexing technologies. The current set of out-of-the-box tables stored in file and log storage might change in the future.

The capacity report shows the entitlement breakdown per license, but I have more licenses in my tenant and not all of them are listed in the breakdown. Why?

Not all licenses give per-user entitlement. For example, the Team Member license doesn't give any per-user database, file, or log entitlement. So in this case, the license isn't listed in the breakdown.

Which environments are counted in the capacity report?

Default, production, and sandbox environments count for consumption. Trial, preview, support, and developer environments don't count.

What are tables ending in "- analytics" in my capacity report?

Tables ending in "– Analytics" are tables used by one or more Insights applications, for example Sales Insights, Customer Service Hub, or Field Service and resource scheduling and optimization analytics dashboard to generate predictive insights or analytics dashboards. The data is synched from Dataverse tables. Go to the section More information for documentation covering the installed Insights applications and the tables used to create insights and dashboards.

Why can't I see the Summary tab in my capacity report?

In April 2023, Microsoft changed the roles that can see the Summary tab in the capacity report. Now, only users with the tenant admin, Power Platform admin, or Dynamics 365 admin roles can see the Summary tab. Users with other roles, such as environment admins, no longer see this tab and are redirected to the Dataverse tab when accessing the report. If you need access to the Summary tab, ask your admin to assign one of the required roles.

More information:

• Sales Insights
• Field Service and resource scheduling optimization (RSO)
• Customer Service Insights
• Field Service

Who can allocate capacity?

Users with global admin, Power Platform admin, and Dynamics 365 admin roles can allocate Dataverse capacity.

Does this change affect the total available capacity in my tenant?

This change doesn't affect the overall capacity available at the tenant level. Admins can choose to preallocate capacity from the tenant pool to an environment. When they preallocate capacity, it reduces the tenant level's total available capacity for use by other environments.

What happens if capacity consumption goes beyond the allocated capacity?

Currently, only soft enforcement through email notification is turned on. Admins (Power Platform admins and environment admins) start receiving notifications when capacity usage exceeds 85% of the allocated capacity.

What types of Dataverse capacity can be allocated?

You can allocate database, file, and log capacity.

Do I need to allocate capacity to every environment like other supported currencies?

No, admins can select specific environments to allocate capacity.

Related information

• Add Microsoft Dataverse storage capacity
• Capacity add-ons
• Automatic tuning in Azure SQL Database
• What's new in storage
• Free up storage space