Storage Guard FAQs

Storage Guard monitors data usage in the CRM. It deletes the old data after notifying the administrator.

It follows the deletion policy configured by the administrator.

Customers are charged only if their company’s data crosses the subscribed plan limit. Hence Vtiger CRM allows its customers to remove data that is not required.

Basically, Storage Guard helps you avoid paying excess storage charges by automatically removing records that are not used. 

You can see your storage usage in the following CRM screens:

• Settings homepage
• Storage Guard settings
• Billing page

Follow these steps to view the Storage Guard:

1. Log in to your CRM account.
2. Click the User Menu on the top right corner of the screen.
3. Click Settings.
4. Go to Configuration.
5. Click Storage Guard.

The Storage Guard settings page with all the details is displayed.

Yes, it is. Storage Guard is available in the Sales Starter, Sales Professional, Sales Enterprise, Help Desk Starter, Help Desk Professional, One Professional, and One Enterprise editions.

The free storage value depends on the editions and plans you are using. Here are some details:

• Sales Starter - 5 GB or 500 MB per user
• Sales Professional - 7.5 GB or 750 MB per user
• Sales Enterprise - 15 GB or 1.5 GB per user
• Help Desk Starter - 5 GB or 500 MB per user
• Help Desk Professional - 7.5 GB or 750 MB per user
• One Professional - 15 GB or 1.5 GB per user
• One Enterprise - 15 GB or 1.5 GB per user

You will be billed for the storage utilized more than the limits set in the edition your organization has subscribed to. Check out your edition limits here.

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: 

• Old records in the modules 
• Emails in Inbox
• Email attachments

Follow these steps to remove the attachments:

1. Log in to your CRM account.
2. Click the User Menu on the top right corner of the screen.
3. Click Settings.
4. Go to Configuration.
5. Click Storage Guard. 
6. Click the Attachments tab.
7. Click on the Filters button. 
8. Click the Type drop-down. 
9. Select Emails Attachment.
10. Click Apply.
11. Select the records in the list.
12. Click the Delete icon.

Yes, you can. Follow these steps to remove the attachments:

1. Log in to your CRM account.
2. Click the User Menu on the top right corner of the screen.
3. Click Settings.
4. Go to Configuration.
5. Click Storage Guard. 
6. Click the Attachments tab.
7. Click on the Filters button. 
8. Specify the File Size and other details.
9. Click Apply.
10. Select the records in the list.
11. Click the Delete icon.

Administrators can configure the deletion policy in Storage Guard to free the storage space.

You can set up deletion policies for the following records:

• Received Emails
• Sent Emails
• Failed Emails
• Events
• Tasks
• Update History

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.

The Storage Guard will consider all records in the system of all users, including the inactive users and the ones in Recycle Bin.

Yes, the administrators will receive an email notification on the first of every month regarding storage usage. This email will specify your free storage limit and the amount of storage currently used by you. 

You will receive two alerts to your email address. One alert when the storage space is 80% filled, and the second alert when the storage space is 90% filled.

Yes, all administrators will be notified twice via email.  The administrators will receive an email four days and two days before deletion. 

These emails will specify which records and how many of them will be deleted. They will also tell you when the records will be deleted.

Yes, it permanently deletes all types of emails like Inbox emails, Ad-hoc emails, Workflow emails, and Mailroom emails.

No, you cannot recover the data deleted by Storage Guard.