Remove attachments from Dynamics 365 CRM Notes using Power Automate | Dataverse

If you are looking to remove or delete the attachments from Notes (Annotation entity) in Dynamics 365 CRM / Dataverse (and not delete the Note itself), hopefully this will help!

Disclaimer: I’m not covering ‘how you can save your attachments elsewhere’, I’m only covering how you can delete from Notes given that you have handled your attachments before deleting them.

Identifying Attachments

Here are some points which will help you identify once attachments are included when you create a Note in Dynamics 365 / Dataverse.
Note that these are not in Attachments entity.

  1. You can have a Flow that is triggered on the create of a Note (annotation) in Dataverse.
    So here, the Document is Note is attached on a Note.


    And the Trigger of the Dataverse connector in Flow is on the create of a Note

  2. And when the Note is attached, the triggerOutputs body will show this data that denotes the attachment on the Note.

Clearing Attachments

Here’s how you can clear the attachments from the Notes (by not deleting the actual note). If you want to move to SharePoint, it’s a recommendation, but that’s not something I intend to cover here (Assuming you are doing something with the attachments and then wanting to delete them) –

  1. Now, in this example, I’m attaching a Note which will be further cleared using the Update step which I’ll show.


  2. Here’s an update step I have on the same Note which will set the Document Body & Name to null in order to clear the attachment.



  3. To test this, I had another Flow which is triggered on the update of the Note i.e. the step above.
    Once there’s nothing in the Document (documentbody), the filesize will be 0 & isdocument flag to false automatically. Also, setting the Name to Null is important – Else, you’ll still see the attachment on the Note (Just that you can’t open it)


  4. And when you refresh the Timeline, you’ll see that the attachment is now removed.

Hope this was helpful! Here are some more Dynamics 365 posts which you might be interested in –

  1. Enable SharePoint Online integration Dynamics 365 | Power Platform Admin Center
  2. Dynamics 365 Storage Utilization | Dataverse Storage | Power Platform Admin Center
  3. Use Hierarchy in Roll Up Fields in Dynamics 365 CRM
  4. Filter records in a View owned by a Team you are a member of | Dynamics 365 CRM
  5. Get GUID of the current View in Dynamics 365 CRM JS from ribbon button | Ribbon Workbench
  6. Dynamics 365 App For Outlook missing on SiteMap in CRM? Use shortcut link [Quick Tip]
  7. Import lookup referencing records together in Dynamics 365 CRM | [Linking related entity data during Excel Import]
  8. Excel Importing Notes (Annotation) entity in Dynamics 365 CRM
  9. Enable/Disable the need to Approve Email for Mailboxes in Dynamics 365 CRM CE
  10. Call Azure Function from Dynamics 365 CRM using Webhooks
  11. Show Ribbon button only on record selection in Dynamics CRM
  12. Accessing multiple occurrences of a field in Business Process Flow using JS in D365 CRM

Thank you!!

Configure Dataverse Search in Power Platform Admin Center | Dynamics 365

Relevance Search in Dynamics 365 CRM recently got renamed to “Dataverse Seach” as you might have seen some updates.

Here’s how to configure the Dataverse Seach in the new Solutions Explorer!

Scenario

Now, in case you search on the Global Search bar for a record and the table which it lies in doesn’t show up – In this case table I’m looking in is ‘Subscription’ – that means that this entity is not configured for Dataverse Search

Dataverse Search

Here are some points on the Dataverse Search –

  1. Dataverse search is enabled directly is you are opted in to 2021 Wave 2 Updates on your environment.
    Go to https://admin.powerplatform.microsoft.com/ and open the desired environment’s Features section from Settings.


    You’ll find that Dataverse Search is already ON.



  2. Now, navigate to https://make.powerapps.com/ to configure the Dataverse Search for a specific entity.
    Go to Solutions and look for the Solution which has your entity
    In this example, I’ll use the custom entity I’ve created called as ‘Subscription’

  3. In any solution which has this entity, I can click on Overview on the left.


    And then if you look at the right hand side – click on Manage Index


  4. It’ll show the entity which is not enabled for Search – But, notice that it is unchecked – means it is not enabled.



    Now, enable and save it




Check if Table is enabled for Dataverse Search

  1. Enable the Table for Search Results. Now, when you are in the Solution in the new Solution Explorer – Look for the Table. In my example, it is Subscription table.
    I’ll open the Settings of the Table.


  2. In the Settings of the Subscription table, you’ll need to expand the Advanced options.


  3. Now, scroll below and you’ll see the option for Appear in Search Results is enabled.



  4. And once this is enabled, the results will show up in Dynamics 365

Indexed Columns

Now, here’s how to understand the count of Indexed columns. Limit of 950 columns is imposed in a Dynamics 365 environment.
Refer Microsoft’s Official Post – https://docs.microsoft.com/en-us/power-platform/admin/configure-relevance-search-organization#select-tables-for-dataverse-search?WT.mc_id=DX-MVP-5003911

  1. Here’s a snippet from the above mentioned Microsoft Docs to show the count of Indexed Columns calculated towards a Dataverse Search

Hope this helped!

Here are some more Canvas Power Apps posts you might want to check –

  1. Transition effect on Gallery Items when hovered over in a Canvas Power App | [Quick Tip]
  2. Navigate Screen automatically based on Timer in Canvas Power App | Power Platform
  3. Search on multiple columns from a Dataverse table in a Canvas Power App Gallery control | Power Platform
  4. Call a Flow from Canvas Power App and get back response | Power Platform
  5. Enable Custom Code Components (PCF Controls) to be imported in a Canvas Power App | Quick Tip
  6. Retrieve Hashtags from Text in a Canvas Power App | Power Platform
  7. Rich Text Control for Canvas and Model-Driven App | Quick Tip
  8. Setting Correct Default Mode for Forms in a Canvas App | [Quick Tip]
  9. Rating Control to represent data from Dataverse in a Canvas Power App | Power Platform
  10. Clear a field value & Reset Form in a Canvas Power App [Quick Tip]
  11. Get Dynamics 365 field metadata in a Canvas App using DataSourceInfo function | Common Data Service
  12. Implement character length validation in a Canvas Power App | Power Platform

Thank you!