ICFiles - Tips on Managing Your Data Block

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If you are over your Data Block, there are a few options that you can implement to control the disk space your company uses.

  1. 12-Month Data Usage Report
  2. Upgrade and save 30% to 70%
  3. Search & Delete
  4. Client Folder view
  5. Video Tutorial

  • The first option is to implement a company policy that sets an auto-delete date when uploading files. 
    • For example, you could tell your employees to set an Auto Delete Date of 24 months when uploading.  
    • Since your clients can search ICFiles for deleted files and request that you reupload them, there is little chance of losing track of which file is missing from a client's account.
    • On the My Company Profile page, Super Admin can set the Auto Delete date for all uploaded files. The settings are 1 Year, 3 Years, and 7 Years.

  • The second option is to see your Usage Report under the "Administration" dropdown menu. This will help you analyze the cost-benefit of upgrading.
    • Use the "Select a Data Block to add." drop-down to change your proposed data block size. 
    • The Cost Difference column in the report will change based on the proposed data block size, and you will see your projected cost savings over the next 12 months, assuming your data usage pattern remains similar to the last 12 months.
    • Some professions have months during the year when their usage is higher than normal, so deciding whether to upgrade can be challenging. The general rule is that more than 1 GB is used for more than 6 months out of 12. 
    • 1 GB of upgrade is roughly $5.00, whereas 1 GB of overage is $20.00. ( *This example is based on a 1 GB account.)
    • When you find a savings amount you like, you can order that space for yearly or monthly billing at the bottom of the Usage Report.
    • Order Yearly
    • Order Monthly
  • The third option is to use the Magnifying Glass icon to search all files by date, size, and folder, select all the old files, and delete them.  You don't have to worry about deleting files. ICFiles tracks all deleted files, allows your clients to search for deleted files, and sends you a request to re-upload them.

  • Request Re-Upload - With this function, your clients can search for deleted documents and request that you reupload them.
  • Restore File - Admins and Users can restore files for up to 30 days after deletion.

  • In the fourth option, on the Home/Client Folders/All Client Folders/ tab # Docs / MB,  you can find the size of each folder and the megabytes of storage in that folder. This will help you track down the clients using the most space. 



  • Now go to that Client's Folder View, use Sort by Document Size to select the largest files you no longer need online, and delete them.


Workflow Space Management Video Tutorial


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Article ID: 88, , Modified: Yesterday at 10:58 AM

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