Find sites close to their storage quota

See how much storage each site and OneDrive uses against its quota, and act before one of them is full.

Before you begin

• Your Rencore role needs the permissions to create reports, policies and automations. See Rencore roles.
• SharePoint and OneDrive are connected and scanned.
• Storage per site needs no add-on. Storage per file needs the Files & Folders add-on.

Steps

See storage against quota

1. Go to Reports > Add Report.
2. Choose the SharePoint template “Sites with more than 50GB”, or “Unused SharePoint Site collections with more than 1 GB” for large sites nobody uses. See Create a Report from a Template.
3. For a full view, Create a Custom Report on the SharePoint object “Site Collection” and show “Storage used”, “Storage Quota” and “Percent of storage used”. For OneDrive, use the object “OneDrive” with “Used”, “Quota” and “Used Percentage”.

Get a violation before a site is full

1. Go to Policies > Policy Options ([…]) > Create Policy.
2. Choose one of these templates:
   • SharePoint Site collections near storage limit: more than 90% of the quota used
   • OneDrives near storage limit: more than 90% used
   • Large OneDrive Sites: more than 100 GB
3. On the “Logic” screen, change the percentage to the point where you want to act, for example 80%, then save. See Create a Policy from a Template.

Warn the owners or change the quota

1. For OneDrive, the automation template “Warn OneDrive owners if their OneDrive reaches storage limit” emails each owner when their OneDrive is over 90%. See Create an Automation from a Template.
2. For SharePoint, the automation template “Send one email per Site Collection owner” emails the owners of a site. Connect it to the storage policy.
3. To change the quota of one site, open it in the inventory and run the built-in action Set Quota for Site Collection. In an automation, the action is “Set quota for SharePoint Site Collection”, with the new quota in GB.
4. To change quotas through your own process instead, use the automation action “Send HTTP request”, a webhook or “Trigger Azure Function”. See Trigger a Webhook for Power Automate.

What you see

The policies list every site and OneDrive over your threshold, with its quota and use. After a cleanup or a quota change, the site leaves the policy on the next scan.

Limits

• A site without a quota never reaches a percentage, so the percentage policies do not flag it. Use the size reports for those sites.
• Rencore Governance cannot set a quota before a site exists.
• Mailbox storage is not covered.
• Rencore Governance does not compare storage use against department budgets.