Storage Management

The Storage Management feature in EduDesk allows administrators to monitor, optimize, and manage the storage space allocated to their school's account.

Overview

Each EduDesk subscription tier comes with a specific storage allocation:

  • Basic: 10GB storage

  • Pro: 25GB storage

  • Premium: 50GB storage

This storage is used for:

  • Ticket attachments (screenshots, documents, etc.)

  • Knowledge base articles and media

  • User profile pictures

  • System backups and logs

Accessing Storage Management

  1. Log in with school administrator privileges

  2. Go to "Administration" in the main navigation

  3. Select "School Subscription Settings"

  4. Navigate to the "Storage" tab

Monitoring Storage Usage

Viewing Current Usage

The Storage Dashboard provides a visual overview of your storage:

  1. Total storage used (in GB and as a percentage)

  2. Available storage remaining

  3. Usage breakdown by category:

    • Ticket attachments

    • Knowledge base media

    • User uploads

    • System files

Usage Alerts

The system automatically sends alerts when you reach certain thresholds:

  • 75% of storage used: Warning notification

  • 90% of storage used: Critical notification

  • 100% of storage used: Emergency notification (new uploads restricted)

Managing Storage

File Management

Review and manage stored files:

  1. Go to Storage Management

  2. Select "File Explorer"

  3. Browse files by category or search for specific items

  4. Select files to:

    • Download

    • Delete

    • Archive

    • Compress

Bulk Operations

For efficient storage management:

  1. Go to Storage Management > File Explorer

  2. Use filters to find:

    • Large files

    • Old files (unused for X months)

    • Duplicate files

    • Files from closed tickets

  3. Select multiple files

  4. Choose an action:

    • Delete selected files

    • Archive to compressed storage

    • Download and remove

Attachment Policies

Configure rules for file attachments:

  1. Go to Storage Management

  2. Select "Attachment Policies"

  3. Configure settings:

    • Maximum file size (default: 10MB)

    • Allowed file types

    • Auto-compression for images

    • Retention period for attachments

  4. Click "Save Policies"

Storage Optimization

Automatic Optimization

Enable automatic storage management:

  1. Go to Storage Management

  2. Select "Optimization Settings"

  3. Configure automatic tasks:

    • Compress images over X size

    • Archive attachments from tickets closed over X days

    • Remove temporary files older than X days

    • Schedule optimization tasks

  4. Click "Save Settings"

Manual Optimization

Perform on-demand storage cleanup:

  1. Go to Storage Management

  2. Click "Optimize Now"

  3. Select optimization actions:

    • Compress all images

    • Remove duplicate files

    • Archive old attachments

    • Clean temporary files

  4. Click "Start Optimization"

  5. Review results and space saved

Storage Quotas

Department Quotas (Pro & Premium)

Allocate storage to specific departments:

  1. Go to Storage Management

  2. Select "Department Quotas"

  3. Assign storage limits to each department

  4. Configure overflow policies

  5. Set up notification thresholds

  6. Click "Save Quotas"

User Quotas (Premium)

Control storage usage at the user level:

  1. Go to Storage Management

  2. Select "User Quotas"

  3. Set default quota for all users

  4. Adjust quotas for specific users or roles

  5. Configure enforcement policies

  6. Click "Save User Quotas"

Upgrading Storage

If you need additional storage beyond your subscription tier:

Temporary Storage Boost

For short-term needs:

  1. Go to Storage Management

  2. Click "Request Storage Boost"

  3. Select the amount of additional storage needed

  4. Choose the duration (1-3 months)

  5. Review pricing

  6. Confirm the purchase

Permanent Storage Upgrade

For long-term storage needs:

  1. Go to School Subscription Settings

  2. Select "Upgrade Options"

  3. Choose a storage add-on package

  4. Review the updated subscription cost

  5. Confirm the upgrade

Alternatively, consider upgrading to a higher subscription tier for increased base storage allocation.

Storage Analytics

Usage Trends

Track storage usage over time:

  1. Go to Storage Management

  2. Select "Analytics"

  3. View graphs showing:

    • Usage growth over time

    • Usage patterns by department

    • File type distribution

    • Peak usage periods

Storage Forecasting (Premium)

Plan for future storage needs:

  1. Go to Storage Management > Analytics

  2. Click "Forecast"

  3. View projected storage needs based on current growth

  4. Receive recommendations for optimization or upgrades

  5. Export forecast reports for planning

Best Practices

Regular Maintenance

  • Schedule monthly storage reviews

  • Set up automatic optimization tasks

  • Archive closed ticket attachments after 90 days

  • Implement a file retention policy

User Education

  • Train users on appropriate file sizes for attachments

  • Encourage the use of screenshots rather than videos when possible

  • Provide guidelines for image resolution and compression

  • Remind users to remove unnecessary attachments

Efficient Storage Use

  • Use links to external resources when appropriate

  • Implement image compression before upload

  • Store large files in cloud storage and share links

  • Use text descriptions instead of screenshots when possible

Troubleshooting

Common Issues

Storage Full

If you reach your storage limit:

  1. Run immediate optimization tasks

  2. Identify and remove the largest unused files

  3. Archive old ticket attachments

  4. Request a temporary storage boost

Large File Upload Failures

If users cannot upload large files:

  1. Check maximum file size settings

  2. Verify the file type is allowed

  3. Ensure the user hasn't exceeded their quota

  4. Suggest file compression before upload

Missing Files

If files appear to be missing:

  1. Check the archive section

  2. Review automatic cleanup settings

  3. Verify the file wasn't deleted by another administrator

  4. Check department and user quotas

Getting Help

For assistance with storage management:

  • Review the detailed storage management guide in the Knowledge Base

  • Contact support at support@edudesk.org

  • Consider scheduling a storage optimization consultation (Premium tier)

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