Running out of Dataverse storage? Paying more for file and email data than you should?
AttachmentExtractor helps Dynamics 365 users offload attachments, notes, and emails – without any changes for end users. It runs quietly in the background, reducing storage costs while keeping everything accessible.
If you’re considering deploying AttachmentExtractor (or just want to know what happens after you do), here’s a clear breakdown of what you can expect—step by step.
Step 1: Seamless Setup with Minimal Configuration
Once you’ve licensed AttachmentExtractor, implementation is fast and straightforward. The solution connects to your Dynamics 365 (Dataverse) instance and your chosen file storage location—either SharePoint or Azure Blob Storage.
Initial setup includes:
Initial setup includes:
- Registering the service
- Defining extraction rules (entity types, filters, conditions) and, optionally, setting extraction schedules (real-time or batch-based) — Most customers skip custom schedules, as the impact is typically minimal unless dealing with high-volume workloads.
- Configuring a delay for extraction — The most common setup uses a delay of 1 week or 1 month before attachments are moved. This ensures recent or day-to-day-relevant files remain immediately accessible.
- Verifying that users can still see and open files exactly as before
Most customers are up and running in a test environment within 30–60 minutes.
Behind the scenes, AttachmentExtractor operates in near-real-time by default—working in batches and checking for new attachments every 2.5 minutes.
Step 2: Data Begins Moving—But Nothing Looks Different
As soon as the service is running, AttachmentExtractor begins scanning eligible records for:
- Tracked emails (ActivityPointerBase)
- Notes and attachments (AnnotationBase and Attachment)
When extracted, content is moved to your external storage—while references in Dynamics remain intact.
Users still access files through the timeline or record forms exactly as before. That’s because the tool replaces extracted content with a seamless passthrough reference. There are no broken links, no UI alerts, and no training required for end users.
Step 3: Real-Time Storage Reduction
Once active, AttachmentExtractor starts delivering its primary value: lowering your storage usage across the most expensive areas of Dataverse.
Typical reductions include:
- Up to 40% offloaded from database (email content)
- Up to 80% offloaded from file capacity (attachments and notes)
The results are visible in your Power Platform Admin Center after 24 hours and continue accumulating as new items are extracted.
In short, every day the service runs, your cost exposure decreases.
Step 4: Full Control and Customization
AttachmentExtractor isn’t just a one-size-fits-all solution. It’s built to flex around your environment and compliance requirements.
You can:
- Prioritize by file size to extract large files first
- Set whitelist/blacklist rules by entity, owner, or content type
- Exclude sensitive records (e.g., contracts, legal documents)
- Schedule extraction windows to run outside business hours
- Monitor progress using the built-in dashboard
If needed, you can pause, resume, or adjust your configuration at any time without disrupting service.
Step 5: Long-Term ROI and Scalability
Once implemented, AttachmentExtractor operates continuously in the background. Most customers describe it as a “set it and forget it” tool—with measurable ROI from month one.
Key outcomes:
- Avoided storage purchases
- Reduced pressure on database size limits
- Lower risk during large-scale data migrations or cloud transitions
- Reduce storage costs by up to 90% (LINK TO CASE STUDY)
Because your files are stored in your own SharePoint or Azure Blob, your data sovereignty and compliance posture remain intact.
Getting Started with AttachmentExtractor
If you’re using Dynamics 365 to track emails, manage cases, or log customer communications, chances are your database is growing faster than you’d like—and costing more than it should.
AttachmentExtractor helps you get ahead of that growth without adding complexity or user burden. It’s simple to deploy, invisible to your teams, and built to scale with you.
Get started today: https://www.mscrm-addons.com/Products/AttachmentExtractor