Top Ten Table usage is back from being lost when Organizational Insights was discontinued. A bit tricky to find so check out the video. Awesome tool when trying to reduce the size of large instances, especially important now that the prices per GB are going up to $40/GB (subject to you license agreement).
(Updated) Microsoft recently released some throttling that have been causing some stir in the community, especially since the latest throttle, the concurrency throttling, was not very openly announced, some partners and customers were hit rather hard by it as it affected their abilities to manage large dataloads in the system.
Now Microsoft have announce another API based limitation which is based on the users and the type of licenses the have. You can read some about it here if you like. This article will discuss what this means and my personal view of the good, the bad and the ugly of it.
First of all we need to understand what it is. It is a API limit that will be set per user and based on the type of license that the user is allocated. The highest is if you have a Dynamics 365 App user license, like Sales, Customer Service or similar, which will give you 20 000 requests per 24 hours. The lowest is a Power App – Per App license which will give you 1 000 requests per 24 hours. Note that these are connected to the user and not summed/aggregated to the instance level (allthough I would think that would be a good idea). Well, really, the lowest of them all are Application, Non-interactive or admin-users that don’t use a license as these will be allocated 0.
I have not seen any UI for this yet, so I don’t know how this will look, but what the page is saying is that API-calls can be reallocated from normal users to application users/non-interactive users. (UPDATE – See update at the bottom regarding this, thank you observant readers!) Not sure if it will also be possible to reallocate API-calls between normal user and another normal user.
There will also be an additional SKU for buying 10 000 additional API calls per day that can be allocated to a user.
What is good about this then you might ask? Well, I think it is fair. Large customers pay a lot of money for their instances and usually use it a lot with a lot of integrations. It is only fair that they are allowed to use the API:s more than a small customer who has created some super duper application that blasts Dynamics with massive amounts of calls. The small customer can still do this, but they just have to pay a bit extra for those API-calls if they arn’t covering that with their users.
I also hope that this might enable Microsoft to relax the currently rather tight throttling on the API:s a bit.
According the the licensing documentation in general, existing customers will not be hit by this until October 2020, in other words, more than a year from now. This will hence probably only now affect new customers.
This implementation certainly has some bad parts. The most obvious is the too stringent connection to users which makes it weird. I don’t know how this will be managed in the UI but let’s say we have an instance with 500 users mixed Sales Enterprise, Customer Service Professional and Team Member. We also have 10 application users that are used for Portals, Forms Pro and custom integrations to many other systems. Each integration using a separate integration user to reduce the attack area in the unlikely event of a hacker attack. So what we will need to do is to first figure out how much API-usage we are using for all the normal users (for instance via PCF:s, Flows, Plugins, Workflows etc) and all the integration application users. Currently the https://admin.powerplatform.microsoft.com does not give us this granularity. There are indications but in this case one would need deep granualar data, preferably with trend analysis.
Another part of this that could be done better is the “buying addional API-calls”. Why not just adapt the method used in Azure? In other words, you pay as you go. With this current method, you have to know beforehand how much a particular user will use and if you overshoot the user will be shut down causing unnecessary support costs for customers, partners and Microsoft.
What is really the difference between something bad and something ugly? I would say that something bad is a design decision that we might dislike or might be disadvantage to the customers, it requires some sort of conscious perspective. Ugly on the other hand is the parts where where, in this case, Microsoft just have forgotten to think about something or neglected perspectives which causes issues for partners or customers. Based on this, I would say that the following are the bad aspects of this;
Again Microsoft are rolling out a change with a rather short timeframe. They probably feel that a month or two of notice by publishing the article above is notice enough, but they have to realize that many customers cannot act that fast. If you are a small customer with extensive use of Dynamics, for instance if you are using Dynamics 365 in a B2C aspect with a Marketing Automation integration and you are targeting millions of customers with sendouts and hits on your webpage being mirrored to your Dynamics all the time, this will cause some hefty API traffic. And your org might not be very big if you are totally e-commerce oriented.
Maybe only new customers, for now
Lastly I really hope that it is true that the API limitation will not affect current customers, it is not very clear and hence we are left in the dark again. If there is a problem with application users etc not being able to log in, I hope Microsoft support will be ready for the storm that will hit them.
On the other hand, new customers might have tested the system, evaluated the costs and are now faced with this. Not sure that will be optimal either, there is risk of loosing a customer or two there.
As this is a rather drastic change and may be viewed as a “breaking change” if not the one year grace period mentioned in the licensing in general applies to this. No matter, this should have been communicated very clearly months ahead to remove any kind of doubt from partners and customers. Both via blogs, emails to admins of organizations using Application users/non-interactive users as this should be easy to figure out via telemetry. Currently no one knows exactly when this will hit them/their customers or how they are to manage it.
This is generally very unclear. I shouldn’t have to write an article like this, speculating about what is or isn’t going to happen. If I have problems figuring this out, being an MVP, customers are probably very much in the dark, both existing and new.
In conclusion I think this is a good idea that got rushed. It should have been passed through a couple of more hoops before being launched to get the right feedback. The main things that I think Microsoft should change before rolling this out that, from my perspective, still give the same effect, are:
- Aggregate all API-Calls that are counted to a per instance level. It will make it easier to manage, stop the breaking change and make it easier to understand.
- Enable admins to add a per-use, after the fact, payment option, (like Azure) for any additional API-calls.
If this is going to be useful or not also is very dependent on the fact that we can reallocate a lot of the API-calls from users to the integration users. For instance, I have a B2C customer with 1M+ API calls per 24/h and if it will not be possible to take the sum of hundreds of users and allocate those to the application users we are using, then this will be a very hurtful change.
In the meantime, I do recommend that you keep a close eye to what is going on within this area as it will most likely affect you if you are running any application accounts, which you probably are, like Dynamics Portal, Forms Pro, Voice of the Customer and many more. If you go into the list of users and change view to “Application users” (or whatever it might be called in your language) you will see the list. I think Micrsoft will make some changes, or some announcements to this before October 1. Let’s see what.
There has been some chatter going around regarding this and do note the comments below which include interesting links and good thoughts. There are some additional points that need to be pointed out. Instead of changing the original article I will continue to add updates like these.
Normal UI usage will count
Initially I did not think that normal UI usage would count towards the API request calls. With “normal” in this case, as an old Dynamics 365/CRM geek, I of course mean a model driven App, but the same also goes for canvas Apps or actually any use of the CDS, what so ever. What this will mean when a user runs out of API requests, will be interesting to see. How many requests are used when the application is used, of course depends a lot on what you do. If you switch on F12 in Chrome you can check the network traffic and see for yourself.
Batching will be your friend
Using batching will from now on not only be a general best practice but also make you save money. If you use tools like Kingswaysoft this is easy to configure, to make sure that you have large batches when for instance doing CUD calls. When writing code directly, you will need to understand how to do this directly. Note that sometimes this will require entire rewrites of the code. I have seen programs off the shore of Orion that you wouldn’t believe with tons of single queries instead of one single call. Most often written by devs who have no or very little experience of writing code towards Dynamics 365/CDS.
Unclear if possible to move API-calls
As several people here and on Twitter have commented, it is probably incorrect to interpret that API:s can be moved from normal users to application users and non-interactive users. This will cause major headaches for some customers which will be struck with lots of additonal costs. Costs that are not very welcome as the per GB cost recently increased 800% hurting especially the larger customers with massive integrations and extensive use of the system. I do, for instance, have a customer that exceeds 1M requests per day 365 days a year. This would require them to buy over 100 addon 10k API requests SKU:s, despite the fact that their 500 users gives them a total of over 5M requests per day, something they will not be using through the UI unless someone is drinking very large amounts of coffee. – NEW Update: This was an incorrect interpretation. You cannot reallocate API calls from normal users.
The price is here
The price for the 10k/24h SKU will be $50/month. This means that for a customer like mine having major integrations causing around 1M API-calls per day, this would cost an additional per month $5 000 or yearly $60 000. I sincerely hope they will relax the throttling to make it worth it. If/when they do, I will read my Macciavelli again.
First of all I will write a new blog article on this, when the dust settles and we know what is going on. Currently there are quite a lot of unknowns and I wouldn’t be surprised if Microsoft announced a thing or two soon. I have been told that the FAQ will be updated in a couple of days.
Batching – again
There were some discussions on if batching actually were going to be useful in this case or not. I have now gotten confirmed that a batched request will be considered as one (1) call. This is both for batched Creates/Updates/Deletes and Queries of multiple records (that would be very strange if it wasn’t one record, but I had to ask).
Data Export Service etc.
Data Export Service and other services that run under the system account will not count towards the API request. This is good news as this opens up for many users to be able to use this method to offload the API:s for reads.
What is the competition up to
I checked to see how SFDC are handling this and as far as I can see they have a similar setup as can be read here:
I am no expert on their licensing model, but I think it is good to know that this isn’t just a PowerPlatform thing. However, there are some distinct differences:
- The API calls are not counted for normal browser/client usage. Only “real” API calls.
- They have real enforcement blocking an entire instance/org if they overshoot
- All API:s per user license are summed up to the org level
Microsoft Addon apps will include request
If you buy Dynamics Portals, this will include some additional licenses. The same goes for Forms Pro. Hence there should be some default API request assignment to those application users that are installed. I do wonder if it would be financially beneficial to piggyback on those application users? There is also no current method for ISV:s to bundle API-requests into their product if they install an application user upon installation.
CSP / Distributor silence
We have still heard nothing of the 10k addon SKU from any distrubutor, EA or CSP. It will be interesting to see if it will reach the entire distribution chain by October 1 when customers will start being notified that they are in violation (new customers).
In May 2019 Dynamics 365 CE/CDS enacted some new throttling mechanisms that have caused some headaches for anyone wanting to manage a lot of data in CDS (I will refer to Dynamics 365/CDS as just CDS below). There are several different throttles but the one that has cause me most trouble is the concurrency throttle. Kingswaysoft will release support for handling this in the next release and you can also request a special version from them if you ask nicely. In the meanwhile this post can give you some help on how to work as fast as possible using application user mulitplexing and a loop with a 5 min wait to make sure that the throttles are reset.
The new throttling on the main CDS API, as described here: https://docs.microsoft.com/en-us/dynamics365/customer-engagement/developer/api-limits needs to be carefully considered when doing heavy data manipulations in the CDS. One of my customers has a large system with numerous integrations of which the most data heavy are the Marketing Automation systems and the booking systems. And yes, this is Business to consumer.
With the new per GB pricing, keeping the database as small as possible has become an essential task and using the bulk delete just doesn’t work for large data loads, at the time of writing this article. I do hope that Microsoft increase the speed of it so that it does become more useful but currently its speed is somewhere around 1-2 records per second.
The bulk delete also has limitations on that it can only base it selections on a query, i.e. a FetchXML. Often this is not enough, for instance when you want to remove “All emails except those that have any connection to either a case or a contact which has a case”.
For these reasons I almost always opt for using SSIS with Kingswaysoft connectors to CDS when working with complex data management. This article will be on how to get some performance now that there is tougher throttling to take into consideration.
As the throttling is measured on a “per user”, one trick is of course to use multiple users and spread the load over all these users. You can, of course use normal users, but that will cost you licenses so the smart person will of course use application users instead. If you don’t know how to create application users in Dynamics 365, check it out here: https://docs.microsoft.com/en-us/dynamics365/customer-engagement/admin/create-users-assign-online-security-roles#create-an-application-user . In the example below, I will be using four different application users, one as the source account and three as destinations. The reason for this is that it is typically easier to read several thousand rows per request, but seldom efficient to do batch creates/writes/deletes of more than 10-20.
To do this with SSIS/Kingswaysoft you should start by setting up the connections. In this case, the four CDS/CRM connections and use the OAuth auth-type like below.
As you might want to have several packages in the same project and have them share the connections, it may be a good idea to use project connections. I also use an Azure SQL db for logging any errors. Previously I used to use CDS but now with the throttling, that is not such a good idea as the error itself might be throttling and hence the error can cause an error. Writing to some target that you know will not fail is hence a good idea for logging errors. When you are done with the connections, it should look something like this:
Now it is time to build the actual flow. If you’d normally have a Source and a Target, it will now look something like the image below, which I will explain.
First of all, the Premium Derived Column creates a new column which simply contains the row number. It will look something like this:
I like to use the components that are available in the Productivity pack from Kingswaysoft, and this Premium Derived Column is one of these. In this case I think it is actually equal if you use IncrementalValue() or RowIndex(). I think you can create this logic with a normal Derived Column too, it just has less features.
Next we need to create a Conditional split that divides the rows evenly between the three destination components. This is done using the mathematical operator modulus which is written using the “%”-sign. For those that didn’t study this in school, it simple means “the rest” in a division. For instance 5%3=2, if you divide 5 by 3 you will get 1 and a rest of 2. What we will do, is assign RowNr%3 == 0 to Case 1, RowNr%3 == 1 to Case 2 and the rest to Case 3. That should divide them evenly. It looks like this:
You then create the three destination components. I typically create one first, copy it and change it, as that is faster. Make sure that you set the Connection Manager to the three different Target Connections.
I also recommend that you fiddle a bit with the batch size and the number of threads and test out which gives the best results for you and the entity and action you are working on. There is no one answer here. I would typically start at Batch 10, Threads 16.
Tuning DataFlow property settings
If you back out to the Control Flow view and right click on the Data Flow you have created, there are some other interesting setting you can twirk.
DefaultBufferMaxRows – 10 000
DefaultBufferSize – 10 485 760 (10MB)
EngineThreads – 10
These can also be tuned to allow for the Data Flow to handle more rows, more memory and use more parallell threads which of course will make it faster (if that is the bottle neck, typically not when working with Dynamics)
What I have found is changing the maxrows to 100k, the buffer size to 100 MB and engine threads to 32 will not hurt but you can find several other blog articles specializing in SSIS that discuss this.
Crude throttle handler
What I have noticed is that many of my Dataflows simple seem to grind to a halt after 400-600k rows read from Dynamics. Not sure if it the read or write part that is causing this but what I figured is that probably the most pragmatic way of solving this would be to create a loop that runs a data flow that is limited in the number of records, typically 400k, wait 5 minutes then iterate. Smartest version is of course to have a control variable which checks to see when when there are no more rows and then breaks the loop, simpler version is to just loop n number of times to cover the amount of data you are trying to move, ie. number of rows per iteration x number of iterations. It would look something like the picture to the left.
If you would like to refine the loop a bit to make it more automatic, create a variable of type Int, for instance RowCount, set the initial value to be 10 or something different from 0. Then set the EvalExpression to “@RowCount > 0”. After this add a RowCounter control to the Data Flow and connect this to the variable RowCount. When the Data Flow runs and returns 0 rows, it will run to the end, the EvalExpression will evaluate to “False” which will cause it to break.
Using this technique, I am able to remove several million records in just a few hours. With one of these jobs I managed to remove 20 GB of structured data in less than two days (no attachments or similar, just records). By adding more application accounts and of course both to the source and particulary to the destination side, you can increase the speeds you are getting.
I do also advise you to be on the lookout for Kingswaysofts new version which I think will come soon, and do as I, make sure to always download both the Dynamics and Productivity Pack. I have read that there are great things coming to the productivity pack!
One of my customers is a B2C customer with a very large online database exceeding 500 GB. With a very active Marketing automation tool interated, we generate a lot of data in Dynamics 365 CE which after defined retention periods needs to be removed. This has caused some side effects, that a table called SubscriptionTrackingDeletedObject has become very large. This article will describe how to set a configuration to reduce its size. UPDATED – Based on some new learning and information from Microsoft this article has now been updated!
We often monitor the Organizational Insights, and now lately the brand new capacity feature that can be found in the left hand menu in https://admin.powerplatform.microsoft.com, if you have a CDS/Dynamics 365 CE instance.
An interesting table started growing rapidly and we had no clue what this was, and I had during my now 15 years of working with Dynamics 365 never seen it. It was called SubscriptionTrackingDeletedObject. When I came back from my Swedish summer vaccation, it had grow to over an amazing 181M records. Time to fix this.
First thing, as usual is of course to google it (yes, it is a verb, get used to it). All I found was this somewhat informative post by my good friend Chris Cognetta who is an ace with infrastructure issues.
However, it seemed that they just truncated the table, and we were online so that was a bit tricky, to say the least. I was at this time a bit upset that Microsoft were taking up around 50GB of space for my customer without giving me any way of managing that, or having any direct use of it. I counted to ten and called Microsoft Support.
After a few emails back and forth, the excellent support technician at Microsoft informed me that there is actually a setting in the infamous super secret setting tool with the Star Trek-sounding name OrgDBOrg (it is pronounced “Org-D-Borg” in case you ever get stuck in Dynamics trivia). The setting is called ExpireSubscriptionsInDays. I will quote the support technician in what this table is used for and if anyone has any more information, please leave a comment.
“The SubscriptionTrackingDeletedObject table is the table that logs records for number of days before deleting inactive subscriptions as well as timed out deletion services.”
I am not sure for which purpose. If it is in regards to GDPR or some restore mechanism. I would like to know though. Default value for this i 90, which means that these logs will be stored for 90 days. The minimum they can be set to is 1. As I am currently not entirely sure what these logs are used for, I would not recommend you set them to 1, but I did set my customers to 5, hoping that this is not going to come back with a vengance.
We have during the day seen a dramatic drop in the amount of records in this table, with about 30M but and it is still ongoing, but hard to measure as there is a delay in the capacity measurement the Powerplatform admin portal.
Update! The size of the table fell to 160M rows but never below this so after some further discussions with Microsoft support they did some more investigation into this subject and came back with the following recommendation:
1. Reduce the value gradually from 90 to 60 and then on
2. Never go below 15
There is however, another related setting called ExpireChangeTrackingInDays which is located just next to the ExpireSubscriptionsInDays. This is defaulted to 30. We reduced this to 15.
Based on these recommendations we tried 60 days and this resulted in a most dramatic drop to around 20M rows. – End of update
So, how do you do this? First, download the OrgDbOrgSettings tool and install it in the instance where you are having issues. Check out these links below for that:
A word of advice regarding OrgDbOrg; don’t think that you are Captain Kirk and go flying off into the Beta Quadrant and beam every single setting just because you can. It won’t make your system better, rather the opposite. Make really sure on what you are doing and don’t even trust a blog article like this, read the KB-article linked in the tool and make up your own mind. It is a powerful tool, like a jackhammer.
After you have installed the OrgDbOrgSettings tool, you can see it and open it by clicking the display name.
Then just find the “ExpireSubscriptionsInDays” – Press “Edit” and change to whatever you would like it to be. You will typically have to confirm to save it to Dynamics 365 CE/CDS
With that done you should just have to wait for the magic to be done.
As far as I have understood these two settings and this table is used to indicate how long changes and deletes are stored in this table and related tables for integrating systems to be able to read. This can, for example be Data Export Service, the old Dynamics for Outlook client etc. Hence reducing the numbers to, for instance 15 (the lowest recommended number by Microsoft) can result in some changes not being propageted to these integrated systems in the case that the integrations or just an offline client being offline for more than 15 days. And I also got the feeling that setting it to 5 was below some internal threashold and hence wasn’t really supported despite the fact that it says in OrgDBOrg that the lowest value is 1.
Forms Pro is an awesome new tool that combines the datamodel support that we previously got from Voice of the Customer (VoC) with the look and feel from Office Forms. It also has nice native support for Flow and many other parts of the Power Platform. It is still in Preview, make sure you check it out. A great resource for this is Megan Walkers blog as she has written several artice about this.
One thing that we recently ran into with the new Flow activitiy that can generate personalized sendouts, was how to format the syntax of the regarding field. The reason for the confusion is that it is different than how the Common Data Service (CDS) connector handles the Regarding field, which is with two fields, one for the object id and one for the type. In Forms Pro, it is all in one field in the syntax
as can be seen in the picture below.