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.

Troubleshooting Tips





    Access your files securely from anywhere

      Zoho CRM Training Programs

      Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

      Zoho CRM Training
        Redefine the way you work
        with Zoho Workplace

          Zoho DataPrep Personalized Demo

          If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

          Zoho CRM Training

            Create, share, and deliver

            beautiful slides from anywhere.

            Get Started Now


              Zoho Sign now offers specialized one-on-one training for both administrators and developers.

              BOOK A SESSION






                          Quick Links Workflow Automation Data Collection
                          Web Forms Enterprise Begin Data Collection
                          Interactive Forms Workplace Data Collection App
                          Offline Forms Customer Service Accessible Forms
                          Digital Forms Marketing Forms for Small Business
                          HTML Forms Education Forms for Enterprise
                          Contact Forms E-commerce Forms for any business
                          Lead Generation Forms Healthcare Forms for Startups
                          Wordpress Forms Customer onboarding Order Forms for Small Business
                          No Code Forms Construction RSVP tool for holidays
                          Free Forms Travel
                          Prefill Forms Non-Profit

                          Intake Forms Legal

                          Form Designer HR

                          Card Forms Food
                          Assign Forms Photography

                          Translate Forms Real Estate
                          Electronic Forms

                          Notification Emails for Forms Alternatives
                          Holiday Forms Google Forms alternative 
                          Form to PDF Jotform alternative





                                            You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                Manage your brands on social media

                                                  Zoho Desk Resources

                                                  • Desk Community Learning Series


                                                  • Digest


                                                  • Functions


                                                  • Meetups


                                                  • Kbase


                                                  • Resources


                                                  • Glossary


                                                  • Desk Marketplace


                                                  • MVP Corner


                                                  • Word of the Day


                                                    Zoho Marketing Automation

                                                      Zoho Sheet Resources

                                                       

                                                          Zoho Forms Resources


                                                            Secure your business
                                                            communication with Zoho Mail


                                                            Mail on the move with
                                                            Zoho Mail mobile application

                                                              Stay on top of your schedule
                                                              at all times


                                                              Carry your calendar with you
                                                              Anytime, anywhere




                                                                    Zoho Sign Resources

                                                                      Sign, Paperless!

                                                                      Sign and send business documents on the go!

                                                                      Get Started Now




                                                                              Zoho TeamInbox Resources



                                                                                      Zoho DataPrep Resources



                                                                                        Zoho DataPrep Demo

                                                                                        Get a personalized demo or POC

                                                                                        REGISTER NOW


                                                                                          Design. Discuss. Deliver.

                                                                                          Create visually engaging stories with Zoho Show.

                                                                                          Get Started Now









                                                                                                              • Related Articles

                                                                                                              • Manage File Storage

                                                                                                                For new signups, the Documents tab is powered by WorkDrive. It will be rolled out to existing users in the future. Users with this update can refer to: Manage file storage in Zoho CRM. For users without this update, the file storage-related ...
                                                                                                              • Troubleshooting Data Storage

                                                                                                                1. My data storage was full, so I deleted many unnecessary records but the storage still shows as full and I cannot add new records or notes. The data and file storage in your organization is checked and updated once an hour. This means that it will ...
                                                                                                              • Manage File Storage in Zoho CRM

                                                                                                                This page presents file storage-related information for users for whom the Documents tab is powered by WorkDrive. It is now available for new signups in all DCs. It will be rolled out to existing users in the future. For users without this update, ...
                                                                                                              • Creating Purchase Orders

                                                                                                                In the Zoho CRM system, you can store purchase order details by entering data into the Purchase Order form. Note Some of the standard fields may not be visible or editable depending on your organization business process. In case you want to add or ...
                                                                                                              • FAQs: Data Migration

                                                                                                                What is Data Migration wizard in Zoho CRM? The data migration wizard in Zoho CRM ensures that your data is migrated correctly and helps you reduce much of the manual work. It automatically maps import files to CRM modules and matches data columns to ...
                                                                                                                Wherever you are is as good as
                                                                                                                your workplace

                                                                                                                  Resources

                                                                                                                  Videos

                                                                                                                  Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                  eBooks

                                                                                                                  Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                  Webinars

                                                                                                                  Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                  CRM Tips

                                                                                                                  Make the most of Zoho CRM with these useful tips.



                                                                                                                    Zoho Show Resources