Manage Data Storage Space | Zoho CRM - Help

Manage Data Storage Space


The storage space in Zoho CRM is divided into two categories:  Data and File for a clearer representation. These categories are further classified into  Storage and Usage details.

Data storage

It is the total space occupied by the records in the standard and custom modules, which is inclusive of the notes that are added to the records. It also includes the space occupied by the data in your recycle bin.

How is the data storage calculated?

Data storage is calculated by taking the size of the records that you store in every module, the notes added to the records, and the data stored in the recycle bin. 
(These are approximate values that are arrived at based on the average consumption of a user).

Modules
Size
System defined modules
(Leads, Contacts, Accounts, Deals, Campaigns, Products, Vendors, Quotes, Purchase Orders, Invoices, Sales Orders, Cases, Price Books, Visits, Tasks, Calls, and Events)
2 KB
Custom Modules
2 KB
Linking Modules
1 KB
Notes
1 KB
Emails (each records in the email related list)
1 KB
Recycle Bin
Size for each component will be same as above

Purchasing additional data storage

Apart from the default storage space that is provided with the subscribed edition, you can purchase additional data storage separately. 

Before data limitations are implemented:
Additional Data storage at $4 /100 MB/month (approximately 50,000 records) - This is currently an offline purchase and is not mentioned under the Manage subscriptions yet. 
We will inform you about your current data storage usage. If you are close to exhausting your storage limit or have already reached the limit you can purchase the additional storage. 
Note that the additional storage space is charged every month, i.e., you will have to continue paying $4 every consecutive month.
After data restrictions are implemented: 
There will be an option for in-app purchases of data storage. This will be available in manage subscriptions at the time of implementing the data restrictions.
You will be entitled to default storage space based on the Zoho CRM subscription you purchase.
For the edition-wise data storage availability details, click here.
For the trial editions, the base data storage limit is 5,000 records only. However, if a user chooses to trial any edition while being subscribed to a paid edition, then they will be entitled to the base storage of the purchased edition (the trial edition limits will be inapplicable). For example, if you have subscribed for the Professional edition and choose the Enterprise trial edition, then the data storage limits will be as per the Professional edition. 
Below is the edition-wise data storage availability details:  

Edition

Base Storage for an Org (<200 users)*

Base Storage for an Org (>200 users)*

Additional Storage for an Org**

Maximum Additional Storage

Free

5,000 records
(10MB)

5,000 records
(10MB)

You cannot purchase additional user licenses in the Free edition.

-

Standard

100,000 records
(200 MB)

100,000 records
(200 MB)

NA
(purchasing user licenses will not increase the base storage limit)

-

Professional

10 GB
(5 million records)

10 GB
(5 million records)

20 MB

5 GB

Enterprise

10 GB
(5 million records)

15 GB
(7.5 million records)

50 MB

10 GB

Ultimate

10 GB

(5 million records)

30 GB
(15 million records)

100 MB
(50,000 records)

10 GB

*(approximate values)
**(based on each user license purchased)

For example, if you subscribe for a Professional edition and purchase 2 user licenses you will get a total storage space of 10 GB + 20 MB (10 MB for each user). You can purchase additional data storage to expand the storage limit to a maximum of 5 GB (This storage is independent of the user license purchase). 
For detailed information and limitations regarding data storage across different Zoho CRM editions, please refer to the Data Administration section of our feature-wise comparison page.

The rationale for separating Data and File storage

The data that you store in CRM are used by the system to generate meaningful insights. For example, the leads details are processed by CRM to generate reports, and dashboards, make predictions, give recommendations, and create custom analyses. In order to churn useful and actionable information, the system has to perform numerous operations on the stored data. 
In addition, if unchecked and limitless data is stored over a long period it becomes difficult to make meaningful analyses and the results may be skewed. Therefore, it is essential to keep a check on the data that is entering and stored in your org's CRM account, also it is instrumental in maintaining a clean database.

Components in Data Storage

In your Data Storage tab, you can see the following details:
Storage details
The following details are visually represented:
  1. the total space allocated for the ascribed subscription. 
  2. used data storage
  3. remaining storage space (we calculate the remaining space periodically).

You can directly add data storage directly from this page by clicking the Add Storage link. This will take you to the Zoho Store page where you can purchase Data Storage (MB) Add-on.


Usage details
Here, you can view the total space occupied by the data in each module, that is inclusive of all the records and notes. Clicking on each module will show the top 25 users (in terms of storage) along with record count and storage consumed.

Apart from these details, you can also quickly empty your recycle bin, remove junk leads, and delete untouched records.


To view the data storage
  1. Go to Setup > Data Administration > Storage.
  2. In the Storage page, click the Data Storage tab to view the total data storage space and usage details.

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