Workspace Storage Report
The Workspace Storage Report shows how much storage each workspace is using against its quota, how many documents it holds, and how fast it's growing. Use it to keep workspaces from running out of space and to plan quota increases before they're needed.
How to open this report
From the left navigation menu, open Reports & Analytics → Workspace Storage.
- Direct route:
/reports/workspace-storage - Access required: permission to view reports (
REPORTS.VIEW). If you don't see the Reports section in the menu, contact your administrator.
What you see on this report
Export (top bar)
The header shows the report title and an Export button (look for the download icon) to download the data.
The four summary cards (KPIs)
| Card | What it means |
|---|---|
| Total Used | Combined storage used across all workspaces, shown against the total quota. |
| Usage % | Overall utilization. It turns red above 80% ("Near capacity") and green below ("Healthy utilization"). |
| Total Documents | The combined document count across all workspaces. |
| At Capacity | How many workspaces are above 90% full and may need a quota increase. |
Storage utilization
A list of bars, one per workspace, ordered from fullest to emptiest. Each bar shows used vs. quota (in GB) and a percentage. The bar color warns you about pressure:
- Blue/primary — healthy.
- Yellow — above 75% full.
- Red — above 90% full.
Storage growth
A compact list ranking workspaces by how fast they've grown versus the previous 30 days. The growth figure is color-coded — green for steady, yellow for moderate (over 10%), and red for fast (over 20%).
Workspace storage details
The main table lists every workspace with:
- Workspace and Department.
- Documents — number of files.
- Used (GB) and Quota (GB).
- Usage — a colored percentage badge (green / yellow / red).
- Largest File — the biggest single file and its size.
- Growth — percentage change versus the previous 30 days.
- Last Modified — when the workspace last changed.
A Total row at the bottom sums documents, used storage, quota, and overall usage.
Exporting
Click the Export button in the top-right to download the report for capacity planning or to share with administrators.
Tips
- Watch the At Capacity card — any workspace above 90% (red) should be reviewed for a quota increase or cleanup.
- The Largest File column is a quick way to find space hogs (such as large archives or backups) worth moving or removing.
- High Growth percentages flag workspaces that may hit their quota soon, even if they aren't full yet.
Troubleshooting
| Problem | What to do |
|---|---|
| The Reports menu isn't visible | You may not have the REPORTS.VIEW permission. Ask your administrator. |
| A workspace bar is red | It's over 90% of its quota — free up space or request a larger quota. |
| Usage % is high but no workspace is red | Individual workspaces can be healthy while the combined total is high; check the Storage utilization list. |
| The totals don't match my expectation | The Total row sums every workspace you can see; access restrictions may hide some workspaces. |