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Managing Data Overview

This activity will cover managing data on the Power Platform. Assuring integrity of the data on the platform is crucial, and thus there are many tools
In this video, we will look at managing data on the power platform. To get you up and running quickly, you can add sample data to the system. This will give you a few key records to illustrate what is possible in Dynamics 365. Once you have finished with sample data, it can be removed. Sample data can be added from data management in the settings area of the classic interface. To maintain the integrity of your data, it’s a good idea to have rules in place to reduce duplicate records in the system. Dynamics 365 includes default duplicate detection rules for accounts, contacts, and leads, but not for other types of records.
If you want the system to detect duplicates for other record types, you’ll need to create new rules. The bulk deletion feature helps you maintain data quality and manage the consumption of system storage in Dynamics 365 by deleting data that you no longer need. For example, you could delete stale data, data that is irrelevant to the business, unneeded test or sample data, and data that is incorrectly imported from other systems.
Importing data is often the first important task that you need to perform after you’ve installed Dynamics 365. You can import data from various data sources and do standard and customised fields of most business and custom entities in Dynamics 365. You can include related data such as notes and attachments. For more complex data input scenarios, you can write code using the data and port web service. You can choose to export data using static worksheets or dynamic worksheets. If you need more advanced functions, you can export a dynamic pivot table, which makes it easy to organise and summarise data.
You can export data to a standard Excel file that you can use on any device such as your phone, tablet, or desktop computer. The data is exported in the same format as you see in Dynamics 365. Text will remain text. Numbers will remain numbers. And dates will remain dates. However, when you export data from Dynamics 365 to Excel, some cell formats may change. You can manage your organisation’s data storage capabilities in connection with your subscription in Dynamics 365. The type of subscription you purchase determines the amount of storage initially allocated to organisation. If you run out of storage, you can add more.
You need to sign into the Office 365 admin centre with Office 365 global admin privilege and go to the Dynamics 365 administration centre to access the total storage used. Dynamics 365 for customer engagement apps use standard SQL server’s cell level encryption for a set of default entity attributes that contain sensitive information such as name and email passwords. For Dynamics 365, all new and updated organisations use data encryption by default. Data encryption can’t be turned off. These are the ways to reduce the amount of storage space used by removing or deleting different types of information from Dynamics 365.
You can delete certain categories of data as the need arises or you can set up bulk deletion jobs to reoccur at set intervals. Be careful when it comes to deleting information from Dynamics 365. Be careful when it comes to deleting information from Dynamics 365. Make sure you have backups and also be aware of any implications of the deletions.

This activity will cover managing data on the Power Platform. Assuring the integrity of the data on the platform is crucial, and thus there are many tools and information available to us.

Sample Data

Dynamics 365 comes with sample data which can be easily added or removed via this feature. The sample data provided is there to help familiarise yourself and others with the features of Dynamics 365.

Duplicate Detection

Dynamics 365 comes with default rules to automatically detect duplicate accounts, contacts, and leads. This can be crucial in avoiding needless double-work, like multiple salespeople contacting the same lead.

Automatic detection for other types of duplicates can be created manually.

Bulk Delete

This feature can be useful for getting rid of stale data, which is no longer useful to the goals or operation of the organisation. It can also be useful when data is imported incorrectly onto Dynamics 365.

Import Data

Importing of existing data is often among the first steps an organisation must take after adopting Dynamics 365. This feature allows for simplified bulk import of data using the import wizard, or more the use of code for more complicated imports.

Export Data

Data can be exported in a range of file formats, and will generally remain the same type that they appear as in Dynamics 365; text will remain as text, time will remain time, and dates will remain date.

For more advanced exports, there is an option to export as an Excel Pivot Table.

Manage Data Storage

The storage capabilities of your organisation are set by your subscription to Dynamics 365. More can be added later if need be, by logging on to the Dynamics 365 Administration Center with Global Admin privilege.

Encrypting Data

Dynamics 365 customer engagement apps use the standard SQL cell-level encryption, is enabled by default to protect sensitive information like passwords, usernames, and contact details. This encryption cannot be turned off.

Join the discussion

At the end of the video, Mark discusses the need to be careful when deleting data off of Common Data Service. Have you or your organisation ever improperly deleted data? What protocols do you have in place to protect from deleting key data accidentally?

Use the discussion section below and let us know your thoughts. Try to respond to at least one other post and once you’re happy with your contribution, click the Mark as complete button to check the step off, then you can move to the next step.

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Dynamics 365: Implementing Power Platform Integrations

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