How can we monitor our organization's data storage limits?
Storage is divided into two categories: data storage and file storage.
File storage includes files in attachments, the Documents tab, the Files tab, the File field, Salesforce CRM Content, Chatter (including user photos), and Site.com assets.
Data storage includes the following:
- Article types (format: “[Article Type Name]”)
- Article type translations (format: “[Article Type Name] Version”)
- Campaign Members
- Case Teams
- Custom objects
- Email messages
- Forecast items
- Google docs
- Quote Template Rich Text Data
- Tags: Tag applications
- Tags: Unique tags
Data storage and file storage are calculated asynchronously, so if you import or add a large number of records or files, your organization’s storage usage will not be updated immediately.
Each edition includes a minimum amount of data storage and file storage.
Each edition includes a minimum amount of data storage and file storage. Professional, Enterprise, and Unlimited Editions receive a per-user storage amount multiplied by the number of users in the organization if the result is greater than the minimum storage amount.
Using data storage as an example, an Enterprise Edition organization with 600 users would receive 12,000 MB (12 GB) of data storage, because 20 MB per user multiplied by 600 users is 12,000 MB. A smaller organization, for example a Professional Edition organization with 20 users, would receive 1 GB of data storage because 20 MB per user multiplied by 20 users is only 400 MB, which is less than the 1 GB minimum allotted to all Professional Edition organizations.
The values in the Storage Allocation Per User License column ABOVE apply to Salesforce and Salesforce Platform user licenses.
Viewing Storage Usage
To view your organization’s current storage usage click Your Name | Setup | Data Management | Storage Usage. You can view the available space for data storage and file storage, the amount of storage in use per record type, the top users according to storage utilization, and the largest files in order of size. To view what types of data a particular user is storing, click that user’s name.
In all Editions except Personal Edition, administrators can view storage usage on a user-by-user basis:
Click Your Name | Setup | Manage Users | Users.
Click the name of any user.
Click View next to the Used Data Space or Used File Space fields to view that user’s storage usage by record type.
Individual users can view their own storage usage in their personal information
When your organization has reached its storage limit, you will not be able to create any new data or upload new files. To reduce your storage usage, try to delete any outdated leads or contacts and remove any unnecessary attachments. In Salesforce CRM Content, delete files to reduce your storage limit.
To increase your storage limit, you can purchase additional storage space, or in Enterprise, and Unlimited Editions, you can also add user licenses.
Take the following into consideration when planning your storage needs:
- Archived activities count against storage.
- Nothing that is deleted counts against storage.
- Active or archived products, price books, price book entries, and assets do not count against storage.