Manage storage and file versions
AI summary
Rencore Governance reports storage usage for SharePoint and OneDrive and flags sites nearing their quota limit. You can set policies with custom thresholds, remove old file versions, and notify site owners to free up space.
Keep SharePoint and OneDrive storage under control. Rencore Governance reports the quota use of every site and OneDrive, and policies flag the ones close to their limit before they fill up.
Applies to
Who it is for: IT operations and the SharePoint team, and site ownersWorkspace ownerA workspace owner is an owner of a Microsoft 365 workspace, such as a Team, a SharePoint site or a group.Read more who need to free up space.
Steps
- See usage against quota. Create a report from a template on site collectionsSite collectionA site collection is the top-level SharePoint container that holds a root site, its subsites, lists, libraries and files.Read more and OneDrivesOneDriveOneDrive is the personal file storage of each Microsoft 365 user. The OneDrive connector of Rencore Governance, part of the Digital Workplace module, inventories every OneDrive with its files, folders and file sharing.Read more.
- Get warned before a quota is full. Turn on the storage policies below and set your own threshold: create a policy from a template.
- Tell the owners. Create an automation from a template, for example “Warn OneDrive owners if their OneDrive reaches storage limitStorage limitA storage limit, or quota, caps how much space a SharePoint site or a OneDrive can use from the storage of your tenant.Read more”.
- Trim old file versionsVersion historyVersion history keeps earlier versions of each file in a SharePoint or OneDrive library.Read more. With the Files & Folders add-on, use the Remove SharePoint File Versions automation actionAutomation actionAn automation action is a single operation an automation step performs, such as sending an email or archiving a Team.Read more. That page also explains how to read the version label and the file size.
- To change a quota, call your own script from an automation with an HTTP request or webhook. See Trigger a Webhook for Power Automate.
Step by step: Find Sites Close to Their Storage Quota.
Policy templates
- SharePoint policies: SharePoint Site collections near storage limit, Site collection is unused with more than 1 GB.
- OneDrive policies: OneDrives near storage limit, Large OneDrive Sites.
Automation templatesAutomationAn automation is a workflow Rencore Governance runs on inventory objects when a trigger fires.Read more: OneDrive (Warn OneDrive owners if their OneDrive reaches storage limit).
Limits
- Sites without a quota are never flagged by a percent-of-quota policy.
- A quota cannot be set before a site is created, and quota changes are not one click.
- MailboxMailboxA mailbox is an Exchange Online recipient that stores email, calendar items and contacts.Read more storage is not covered.
Frequently asked questions
How can I get warned before a SharePoint site or OneDrive reaches its storage quota?
How can I get warned before a SharePoint site or OneDrive reaches its storage quota?Turn on the storage policies, such as SharePoint Site collections near storage limit or OneDrives near storage limit, and set your own threshold. To tell the owners, create an automation from a template, for example "Warn OneDrive owners if their OneDrive reaches storage limit".
How do I remove old file versions to free up space in SharePoint?
How do I remove old file versions to free up space in SharePoint?Use the Remove SharePoint File Versions automation action, which comes with the Files & Folders add-on. The page for that action also explains how to read the version label and the file size.
Why is a site not flagged by a percent-of-quota storage policy?
Sites without a quota are never flagged by a percent-of-quota policy. Because there is no quota to measure against, no percentage can be calculated for those sites.
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