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Deleting Audit Records

  • 1.  Deleting Audit Records

    TOP CONTRIBUTOR
    Posted 17 days ago
    I have recently disabled auditing on a lot of fields and i now need to delete old records (selectively). Few questions.

    1. Can i delete audit records from specific entities? We dont really want to delete by date.  I googled and it seems like you cant but that maybe there is some new functionality with 9.0?
    2. I feel really silly because I have been told that there are audit logs and audit records in a table.  Are they different? I cant really seem to figure out how they are different.

    thanks in advance for your help!  Laura

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    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
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  • 2.  RE: Deleting Audit Records

    GOLD CONTRIBUTOR
    Posted 15 days ago
    Nope, you cannot pick and choose :(

    (I just cleaned out eight years of audit logs for a customer yesterday!)

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    Julie Yack
    Colorado Technology Consultants, Inc.
    Palmer Lake CO
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  • 3.  RE: Deleting Audit Records

    TOP CONTRIBUTOR
    Posted 14 days ago
    Edited by Mark Aston 14 days ago
    Hi @Laura Mortick, Julie is correct.  You can't delete the audit logs for specific entities.  You are tied down to deleting an entire quarters log for all entities that have auditing enabled.  You can also only select the oldest log.  If you try to delete any other logs, you'll get the following error message...


    We went through the same exercise as yourself last year and were able to massively reduce the size of our quarterly audit log 's.  We also decided to delete our audit log's up to the end up 2017 to free up some storage.  I'm not aware that there is any functionality in v9 to delete specific entities but if you do find it, please let us all know.

    As for your second question, i'm not sure what audit records are.  It could be referencing the Audit Summary View, which allows you to see certain actions (e.g. create, update, delete) for an individual record.  There is an option to Delete Change History which i've never used but it only allows you to select one row at a time.

    Hope this helps.

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    Mark Aston
    Data Analyst
    Ordnance Survey
    Southampton, UK
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  • 4.  RE: Deleting Audit Records

    TOP CONTRIBUTOR
    Posted 14 days ago
    Thank you @Mark Aston and @Julie Yack - I appreciate your reply.  That is too bad that we cant query on the audit records using advanced find and set up some bulk deletes using specific criteria.  I just recently learned that you can view the audit record on the entity that is being audited.  In that case, I assume the only field that will show are the specific fields I am auditing?​​

    I guess i need to bite the bullet and delete the old audit records. Going forward there will be a lot fewer since we turned off auditing on many entities and fields.

    Thanks again!  Laura

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    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    ------------------------------

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  • 5.  RE: Deleting Audit Records

    TOP CONTRIBUTOR
    Posted 14 days ago
    No problem @Laura Mortick.  You are correct, when you are viewing the Audit History for a record, you'll only see the history for the fields that have auditing enabled.

    I think its worth biting the bullet and deleting the old audit records, assuming the users are happy with this and aware you are doing this.

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    Mark Aston
    Data Analyst
    Ordnance Survey
    Southampton, UK
    ------------------------------

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  • 6.  RE: Deleting Audit Records

    TOP CONTRIBUTOR
    Posted 13 days ago
    It's worth pointing out here that the new Capacity limits for logs is 2Gb.
    https://docs.microsoft.com/en-gb/power-platform/admin/capacity-storage

    You can buy more - see limits and pricing table capture from a PDF available on the above page.



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    Donal McCarthy
    BrightWork
    Galway
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  • 7.  RE: Deleting Audit Records

    Posted 13 days ago
    Hi Laura,

    While you can't pick and choose where you delete audit records from; you can raise a ticket with Microsoft and get them to do it for you.

    We did this just over a year ago, tested it in a sandbox copy of prod and then they did it for us on the agreed date/time.

    Just another option for you.

    Thanks
    Sharon

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    Sharon Fish
    Beyond Bank Australia
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  • 8.  RE: Deleting Audit Records

    TOP CONTRIBUTOR
    Posted 13 days ago
    Hi @Sharon Fish, thats really useful to know, thanks for sharing with us.

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    Mark Aston
    Data Analyst
    Ordnance Survey
    Southampton, UK
    ------------------------------

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  • 9.  RE: Deleting Audit Records

    TOP CONTRIBUTOR
    Posted 13 days ago
    Thank you @Sharon Fish!  I thought i read somewhere that it could be done. We will definitely open a ticket with Microsoft! Not sure why they dont allow us to do this ourselves!​ Thanks again! Laura

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    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    ------------------------------

    CRMUG Summit - Post


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