Zoho CRM organises your account's storage into distinct categories to give you a clearer picture of how your data is being used. Understanding the different types of storage and how they are managed helps you plan capacity and avoid unexpected limits as your business grows.
Storage Categories
Zoho CRM divides storage into two primary categories: Data Storage and File Storage. Each category is tracked separately, giving administrators a transparent view of consumption across different types of content.
Data Storage
Data storage refers to the space consumed by the records themselves within your CRM modules. This includes entries in Leads, Contacts, Accounts, Deals, and all other standard and custom modules. The more records your account contains, the more data storage is consumed. You can view a breakdown of data storage usage and available capacity from within your CRM settings.
File Storage
File storage covers the space used by documents, images, attachments, and other files associated with your CRM records. Zoho CRM's approach to file storage has evolved, with newer accounts benefiting from integration with Zoho WorkDrive to power the Documents tab.
- New accounts: The Documents section is powered by WorkDrive, providing a more modern and collaborative file management experience.
- Existing accounts: The WorkDrive integration is being rolled out progressively. Accounts not yet upgraded continue to use the previous file storage system until the transition is applied to their account.
Email Storage
Email storage is tracked separately from data and file storage. This separation provides greater clarity on how your CRM's email-related content, such as sent messages, received replies, and email attachments, contributes to overall usage.
Note: Email storage as a separate category applies to all Zoho CRM accounts created from 5 February 2024 onwards. Existing accounts are being granted access to this feature through a gradual rollout that is currently in early access.
Viewing Storage Usage
Administrators can monitor storage consumption from the CRM settings panel. The storage overview displays the total allocation alongside current usage for each category, making it straightforward to identify which areas are approaching capacity. Where storage limits are close to being reached, options include reviewing and archiving old data, removing unnecessary files, or upgrading your plan to increase available storage.
File Storage with WorkDrive
For accounts whose Documents section is powered by WorkDrive, file storage is managed through the WorkDrive platform. This integration provides collaborative access to files, real-time co-editing capabilities, and a unified storage experience across Zoho applications. Storage available through WorkDrive is separate from the CRM's own data storage allocation.
Need help? 1 Cloud Consultants can help you review your Zoho CRM storage configuration, plan for growth, and ensure your account is set up efficiently.
Book a discovery call with 1 Cloud Consultants.
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