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Creating File Fields in Dynamics 365

  • 1.  Creating File Fields in Dynamics 365

    D365UG/CRMUG ALL STAR
    Posted May 26, 2020 09:21 AM

    THIS IS NOT A DRILL, you can now create File Fields to capture important documents or files in OOB and Custom entities:



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    Gus Gonzalez
    8x Microsoft MVP, CRMUG All-Star
    CEO, Elev8 Solutions
    ------------------------------
    Academy - Online Interactive Learning from Experts


  • 2.  RE: Creating File Fields in Dynamics 365

    GOLD CONTRIBUTOR
    Posted May 27, 2020 09:23 AM
    That's great! Is there a way to designate in the PowerApps set up where that file goes? Does it go to the default documents sharepoint location if I have that set up? Or do I need to do something with Power Automate to make a copy somewhere?

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    Adam Posegate
    Fox Valley Technical College
    Appleton WI
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    Academy - Online Interactive Learning from Experts


  • 3.  RE: Creating File Fields in Dynamics 365

    TOP CONTRIBUTOR
    Posted May 28, 2020 04:42 AM
    @Adam Posegate I believe it is stored in Azure Blob Storage behind the scenes.

    @Gus Gonzalez do you know if there is any form of backup of the files for a certain period? E.g. if I upload a new tax certificate, overwriting the tax certificate you uploaded -  will the one you uploaded then just be gone?

      ​​​

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    BR,
    Niels
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    Academy - Online Interactive Learning from Experts


  • 4.  RE: Creating File Fields in Dynamics 365

    GOLD CONTRIBUTOR
    Posted May 28, 2020 10:11 AM
    This is VERY cool functionality for cases where we simply need a file with no versioning or complicated repository. This will let us do some great logic and even simple views to find records missing 'file x', where previously a user would need to search each folder in SharePoint to determine if a file was missing. As an alternative to SharePoint, I think this does not have version control, but may not be important for many document types.

    Based on the C# code (https://docs.microsoft.com/en-us/powerapps/developer/common-data-service/file-attributes) it's definitely using blob storage that you can set up separately in Azure, but it is unclear where it is located through D365. @Gus Gonzalez How about another 2 minute topic on how and where these are stored?​

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    Jeff Woodard
    Chief Technical Officer
    Transportation Financial Services, Inc.
    West Palm Beach FL
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 5.  RE: Creating File Fields in Dynamics 365

    TOP CONTRIBUTOR
    Posted 25 days ago
    Was anyone able to provide additional information on the file field storage?  I'm  interested in using this with Cases and the Knowledge Base.

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    Mary Cunningham
    Director - Service Technology
    Comfort Systems USA
    Ocala FL
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 6.  RE: Creating File Fields in Dynamics 365

    GOLD CONTRIBUTOR
    Posted 25 days ago
    @Mary Cunningham Thanks for reminding me to dig a little deeper on this, as I haven't had a chance to implement one of these yet, but have been very curious how one would go about planning and configuring the storage.  I found this very helpful article ​ (excerpt below) regarding the current D365 storage model.

    As I read it, your default D365 instance gets 20GB of CDS file storage, and an additional 2GB per Enterprise user. It's important to note that this also includes note and e-mail attachments. An observation from our listing shows there is no additional capacity for Team user licenses.

    I also was curious how to verify and plan our current storage as there have been a lot of changes with how this was reported in the 'OLD' D365 Admin center, and wasn't sure where to access it now. The current way this is reported is in the 'NEW' power platform admin center that can be accessed here: https://admin.powerplatform.microsoft.com/resources/capacity.

    ======================From Referenced Article =================================================

    What's new?

    Previously, Dynamics 365 provided a 10 GB default tenant limit. Additional storage entitlements accrued @ 5 GB per x 20 full Enterprise level users and extra capacity could be added at a flat rate per GB.

    The new storage model replaces a default tenant capacity with three elements covering storage in the CDS which includes dedicated capacity for attachment storage.

    CDS for Apps Database Capacity
    Transactional database storage for entity definitions and record data.

    CDS for Apps File Capacity
    For storing attachments on emails and notes in Dynamics 365 apps and Power Apps. This allowance can include Word documents, image files, PDF files, spreadsheets, videos and other files.

    CDS for Apps Log Capacity
    Separate storage capacity for audit logs to track record and attribute data changes. This includes field value updates, security role updates,  data / time of access.

    How much storage do you get with Dynamics 365?

    New subscriptions activated after 1st April 2019, the default tenant-wide storage capacities are:

    • CDS for Apps Database: 10 GB 
    • CDS for Apps File: 20 GB
    • CDS for Apps Log: 2 GB

    Accrued Entitlements

    Additional storage entitlements will accrue per D365 Enterprise user licence* as follows:

    • CDS for Apps Database Capacity: @ 250 MB per user
    • CDS for Apps File Capacity: @ 2 GB per user
    • CDS for Apps Log Capacity: n/a

    * Include Sales Enterprise, Customer Service Enterprise, Project Service and Field Service licences.



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    Jeff Woodard
    Chief Technical Officer
    Transportation Financial Services, Inc.
    West Palm Beach FL
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 7.  RE: Creating File Fields in Dynamics 365

    SILVER CONTRIBUTOR
    Posted May 28, 2020 12:07 PM
    @Gus Gonzalez Thanks for sharing!

    A very interesting addition ​with a lot of potential. A lot of unanswered questions on the feature though. It will be interesting to see how long it takes for this to come to GCC.

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    Marcus Cadena
    Crow Wing County
    Brainerd, Minnesota
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    Academy - Online Interactive Learning from Experts


  • 8.  RE: Creating File Fields in Dynamics 365

    SILVER CONTRIBUTOR
    Posted 30 days ago
    Pleasantly surprised to see this in GCC already

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    Marcus Cadena
    Crow Wing County
    Brainerd, Minnesota
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 9.  RE: Creating File Fields in Dynamics 365

    TOP CONTRIBUTOR
    Posted 29 days ago
    I'd be interested in using this in conjunction with the knowledge base to store .pdf's to be used with cases.  Where does the actual document get stored, and how does this impact the capacity of the file space for the Dynamics environments?

    Thanks!

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    Mary Cunningham
    Director - Service Technology
    Comfort Systems USA
    Ocala FL
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 10.  RE: Creating File Fields in Dynamics 365

    D365UG/CRMUG ALL STAR
    Posted 25 days ago
    I did get some information from Microsoft that needs to be shared...I hinted at doing a Live Stream and share all the info but I didn't really get a lot of traction (I.E. Only 1 person was interested).

    It will happen soon though so make sure you Subscribe at CRMMVPMedia.com to find out when the Live Stream will happen so you can get all your answers about File Fields! :)

    ------------------------------
    Gus Gonzalez
    8x Microsoft MVP, CRMUG All-Star
    CEO, Elev8 Solutions
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 11.  RE: Creating File Fields in Dynamics 365

    TOP CONTRIBUTOR
    Posted 24 days ago
    Thanks Gus.  Perhaps you could do a webinar on this for thru the CRM UG as then we could have it as a recorded item also in this group.

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    Mary Cunningham
    Director - Service Technology
    Comfort Systems USA
    Ocala FL
    ------------------------------

    Academy - Online Interactive Learning from Experts


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