Some tips on how to reduce your storage if you are close to hitting your maximum storage allowance
- Welcome to the Knowledge Base
- Desktop Environment
- Forecasts & Quotas
- Importing Data
- Marketing Campaigns
- Upload Library
- Mail Shots
- Workbooks Web Insights
- Using HubSpot with Workbooks
- People & Organisations
- Introduction to Reporting
- Displaying Reports
- Creating Reports
- Reporting Explained
- Emailing Scheduled Reports
- Sharing Reports
- Using Formulae
- Displaying reports within Record Views
- Audit Reporting
- Introduction to Transaction Documents
- Credit Notes
- Customer Orders
- Supplier Orders
- Contract Management
- Adobe Sign Integration
- Introduction to Zapier
- Available Triggers and Actions
- Linking your Workbooks Account to Zapier
Setting up Zaps
- Posted Invoices to Xero Invoices
- Xero payments to Workbooks Tasks
- New Case to Google Drive folder
- New Case to Basecamp Project
- Jira Issue to new Case
- New Workbooks Case to JIRA Ticket
- Wufoo Form Entry to Sales Lead
- Eventbrite Attendee to Sales Lead and Task
- Facebook Ad Leads to Sales Leads
- Posted Credit Note to Task
- Survey Monkey responses to Tasks
- Multistep Zaps
- Introduction to the Outlook Connector
- Using the Outlook Connector
- Before downloading the Outlook Connector
- System Requirements
- Installation Guide
- First Run Assistant
- Download/update the Outlook Connector
- Outlook Connector Troubleshooting
- Exchange Server Sync
- Workbooks Mobile Client
- Introduction to System Administration
- Users & Security
- Email & Integration
- Creating & Modifying Picklists
- Creating Custom Fields
- Report-based Custom Fields
- Linked Fields
- Record Templates
- Form Layouts
- Customising relationships between parties
- Opportunity Stages
- PDF Configuration
- Releases & Roadmap
- Workbooks Glossary
- Contact Support
You can see how much storage each record type is occupying on your database in the Storage Usage section. The default storage allocation is 10GB across all your databases - typically more than enough space for hundreds of thousands of records. If you are running low on space, you can:
- Remove any unnecessary databases.
- Perform a database cleanup to permanently remove deleted items.
- Purchase additional storage space.
NOTE: The storage usage number is recalculated every evening, and at the end of a database cleanup, so please be aware that if you perform any of the above actions, you may not see the number drop until the next day.
As your database gets larger in size, a database cleanup may become necessary to free up space occupied by deleted records and audit data. The Clean Database wizard provides you with a tool to do exactly this.
Permanently Remove Items
Items which are bulk deleted on Workbooks will be invisible to your users, but are still retained for 30 days so that the bulk action can be undone if required. Permanently removing deleted items will free up space occupied on your database by deleted items but be aware that this operation cannot be undone. You can chose to either permanently remove records which were deleted over a month ago, or permanently remove all deleted items.
Delete Audit Records
Audit records mark every change made to every record in Workbooks, so as your database increases in age, you may find a considerable proportion of your storage being occupied by historical audit data. If this is the case, deleting audit records in your database cleanup may prove to be an effective way to free up space.
You can specify which date you would like Audit records to be removed from using the created on and before date field. Of course, removing the audit data will prevent you from being able to view changes made to the record before the start of the trail.
NOTE: If there are Reports on your database that rely on data provided by Audit records, deleting these records will affect your Reports so please proceed with care.
After a database clean up has occurred an Audit Record will be created that shows information on when the clean up was triggered, who ran the clean up and also the filters applied in the clean up wizard seen above.