The Storage Guard monitors data usage in the CRM.
Old data might often not be needed, but it might lead to additional storage costs. You can configure thresholds and let the system automatically delete old messages. Based on the deletion policy configured by your company’s administrator, the Storage Guard deletes the old data after notifying the administrator.
An email will be sent to all admins, informing them of upcoming deletions based on Storage Guard settings.
Storage limits are defined by the plan you subscribe to, and you are charged if your data crosses the plan limit. Hence Vtiger’s customers cannot remove data that is not required.
Follow these steps to view Storage Guard:
The Storage Guard settings page with all the details will be displayed.
We have divided the page into five sections for better understanding.
They are:
Let us learn more about them...
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You will understand more about the Usage Details block by going through these questions and answers:
You can see your storage usage in the following:
This block displays the total storage based on your plan, the database storage, and the file storage details.
Database storage includes the number of records and the data in each record. File storage includes inbox attachments, documents, the user or product images in the storage folder.
No, it will not. The data gets updated every day. You can view when the data was last updated and when it will be updated next in the Usage Details block.
Yes, the administrators will receive a monthly notification email with the storage usage details.
You will understand more about the Configuration block by going through these questions and answers:
Those with the Administrator role can configure the deletion policy for the Storage Guard.
Yes, by default, the Storage Guard is configured never to delete any record.
You can set up the deletion policies for the following records:
If there is no deletion policy, your records will never be deleted by the Storage Guard. So, your usage might exceed your plan’s storage limit, resulting in storage charges.
Follow these steps to configure the deletion policy:
You will be notified thrice by the Storage Guard based on the following conditions:
The Storage Guard will consider all records in the system of all users, including the inactive users and the ones in Recycle Bin.
Storage Guard runs daily to check for the usage limits and reviews the records that can be deleted as per the configuration. Storage Guard notifies the administrator twice - four days and two days before deleting the records.
For example, if the Storage Guard is configured to delete Failed Emails after two years, it will remind the admin four days before deletion and then again two days before deletion.
Yes, all administrators will be notified twice via email. The administrators will receive an email four days and two days before deletion. The record count will change based on the matching condition.
Yes, it deletes all types of emails like emails in your inbox, ad-hoc emails, workflow emails, and Mailroom emails.
In the CRM Records tab, you can view a list of all modules and the number of records in each module.
You will understand more about the CRM Records tab by going through these questions and answers:
In the CRM Records tab, you will see the record count (number of records) for the modules in the Storage Guard.
Yes, it includes Recycle Bin records as well.
No, you cannot. You must go to a specific module to select and delete the records.
No, it is not real-time as the data is updated once every day, by default.
The number of records in the Contacts module differs from the number visible Storage Guard’s Contacts module as Recycle Bin records are also added to this list.
Events’ and Tasks’ records are displayed in a single row to avoid delay in loading the Storage Guard page.
You will understand more about the Mailbox Email Attachments tab by going through these questions and answers:
All individual, group, and personal mailboxes are shown here with actual configured emails.
No, it is not real-time as the data is updated once every day, by default.
Each row displays,
If there are no attachments linked to a particular mailbox, the size is not displayed. Only the number of inbox threads in the mailbox is displayed.
No, you cannot delete the mailbox from the storage guard. If you have access to a particular mailbox, you can delete it by going to the Inbox’s settings page.
You will understand more about the All Other Files tab by going through these questions and answers:
All the attachments, their type, and size are shown in the All Other Files tab.
Yes, the data in the All Other Files tab is real-time data.
Depending on how you configure the Storage Guard, up to 100 records can be shown per page.
No, we are not showing any mailbox attachments in the All Other Files tab. They are strictly accessible only by mailbox members and owners of the personal mailboxes.
Yes, we have provided an option to filter records by various parameters. They are:
Yes, you can download individual or multiple files to your local computer.
You can download up to 10 files, but the total size of 10 records should not exceed 150 MB. You will receive a warning if the limit is exceeded.
To download the files in the All Other Files tab, select all the records and click on the Download icon on the top of the table.
To delete the files in the All Other Files tab, select all the records and click on the Delete icon on the top of the table.
No, it gets updated the next day. The Storage Guard details will be updated every day.
You can delete up to 100 files at a time.
Yes, when you delete a file in the All Other Files tab, you delete the record permanently. The system displays a warning message; the file is deleted only when you enter the word DELETE.
No, you cannot restore the deleted files.
Yes, from the Settings Log page. Go to User Menu> User Management > Settings Log. You can also see other details such as:
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The cost for exceeded storage is 1 USD per GB per month or Rs. 70 per GB per month, excluding tax, depending on the currency you are currently being billed in.
All customers will be billed for the exceeded storage from Feb 1st, 2021.
Vtiger CRM will automatically generate an invoice along with your monthly/yearly charges for the exceeded storage on your subscription date. A single invoice will be generated for your company irrespective of the number of users.
Recently, we have upgraded the Storage Guard’s functionality. We are now providing our customers an option to configure the deletion policy to remove old and unwanted records and free up the storage space.
You can free up the current storage space by manually deleting the following: