Account Storage

When using the Workspaces application to store your company's documents, you can monitor the amount of storage space currently used and the total amount of storage space available on your account. The default storage space available is 5MB. To increase the storage capacity for your account, contact your SuiteProjects Pro account manager.

To view the account storage capacity and space used, go to Administration > Application Settings > Workspaces > Account storage.

You can set up an Account storage alert that will notify you when a certain percentage of your account storage capacity is used. See Creating an Account Storage Alert.

You can use the following features to take a copy of the documents stored in SuiteProjects Pro and delete documents at any time to manage your account storage.

• You can download the attachment and attachment_revision tables to audit storage usage. See Auditing Storage Usage.

• You can use the Automatic Backup Service to schedule the regular delivery of your company's SuiteProjects Pro account data including documents and attachments. See Automatic Backup Service.

• You can download and delete workspace documents. See Downloading Documents from a Workspace.

• You can delete reimbursed or approved expense attachments for a specified date range. See Expense Attachment Deletion Wizard.

Auditing Storage Usage

You can download the attachment and attachment_revision tables and work with these tables in a spreadsheet to audit storage usage.

You can use this information to work out the breakdown of storage usage by record type and by uploading user, for example.

The attachment table includes metadata information for all attachments. Attachments include CVs attached to resource (employee) records, workspace documents, and script deployment files, as well as attachments to the record. For resource CVs, workspace documents and script deployment files, information about different versions (revisions) of the same attachment is stored in the attachment_revision table. If there are multiple versions of the same attachment, the attachment shows the size of the latest version only. However, previous versions of the same workspace document also count toward your storage usage. You need to use the attachment_revision to find information about the file size for each version and workout the total storage size used for this attachment.

In the attachment table:

• The association column shows the type of record the attachment is associated (attached) to. The following table lists the record type supporting attachments and the corresponding association values. It also shows

  Record type	association	Revisions
  Agreement	agreement	—
  Authorization	authorization	—
  Booking	booking pending_booking	—
  Booking request	booking_request	—
  Customer PO	customerpo	—
  Employee (User)	user owner line_manager	—
  Expense report	envelope	—
  Invoice	invoice	—
  Issue (Action item)	issue	—
  Project	project	—
  Project task	project_task	—
  Purchase item	purchase_item	—
  Purchase order (PO)	purchaseorder	—
  Purchase request	purchaserequest	—
  Receipt	ticket	—
  Request item	request_item	—
  Resource (consolidated resource profile)	resource_attachment	Supported
  Resource request	resource_request	—
  Resource request queue	resource_request_queue	—
  Revenue recognition rule	revenue_recognition_rule	—
  Script deployment	—	Supported
  Time-off request	schedule_request	—
  Timesheet	timesheet	—
  Workspace document	—	Supported

• The uploaded_by column shows the internal ID of the user who uploaded the attachment.

To audit storage usage

1. Export the following tables as CSV. See Exporting your Account Data.

   • attachment

   • attachment_revision

2. In a spreadsheet software, copy the tables in separate tabs of the same spreadsheet document.

3. Accommodate for attachments that may have multiple revisions. To do so:

   1. In the tab showing the attachment table, insert a column named total_size. You can insert it after the size column, for example.

   2. Use a formula for the value immediately under the total_size column to calculate the total storage size occupied by the attachment including all versions, or show the same value as the size column if the attachment type doesn't support revisions.

      =MAX(attachment!I2,SUMIF(attachment_revision!B:B,attachment!A2,attachment_revision!F:F)) 
      

      In this example:

      • Each tab is named after the table it contains, that is attachment and attachment_revision.

      • On each tab, the column headers are in row 1.

      • In the attachment tab:

        • The id table column (the internal ID of the attachment) is in the spreadsheet column A.

        • The size table column is in the spreadsheet column I.

      • In the attachment_revision tab:.

        • The attachment_id table column (the internal ID of the attachment the document is a revision of) is in the spreadsheet column B.

        • The size table column is in the spreadsheet column F.

   3. Copy the formula to all values under the total_size column using the fill handle or copy and paste.

4. Insert a pivot table based on the full table in the attachment tab.

5. To show the breakdown of storage usage by record type and by uploading user, select association and uploaded_by as your pivot table rows, and size as the summed values. Change the value setting to show the value as a percentage of the grand total.