In this guide, we'll explain how to determine which projects or items selected for backup consume the most storage.
While this example focuses on a Dataverse environment, the steps are applicable to other environments as well.
Method 1: Using the 'Data Protection' page
1. Access the Data Protection page:
- Navigate to the Data Protection page in FluentPro Backup.
- Here, the summary page is opened by clicking on the table name. On this page, you can view how much storage space individual Dataverse Tables use in the backup files.
2. Calculate precise storage use:
- Take the Total Size Stored Data value for a particular table.
- Divide it by the number of backups that include this table (which may be found on the same Summary page above the Total Size Stored Data).
- This calculation provides a more accurate estimate of the storage used by the specific table.
Method 2: Using Backup Summary
There is a direct relationship between the number of records in a Dataverse Table and the amount of storage it consumes.
For other environments, this will be the number of items/tasks in each board, project, plan, sheet, etc.
1. Review Backup Summaries:
- Open the Backup Summary for a specific backup operation from the Operation Details page.
- Look through the list of Tables to identify which ones have significantly more records compared to others.
2. Download Table Data
For further analysis, download backed-up tables from the Backup Summary to your local machine as Excel files.
Estimate the storage size of these tables:
- Example: Download a table with ~5000 records to see how much space it consumes (e.g., in kilobytes or megabytes).
- For more accurate estimates, download several tables with a similar number of records. Calculate the total size and divide by the number of tables to find the average storage size per record count.
Optimizing storage usage
1. Adjust the Retention Policy and configure a shorter Retention Policy in FluentPro Backup to avoid exceeding your storage limit. This reduces the need to manually delete older backups.
2. Exclude unnecessary Tables by modifying your Backup Schedule to exclude Dataverse Tables that are not needed in future backups. This helps prevent these tables from occupying storage space.