How do I monitor the file volume on my cloud instance?

You may have received an automatic notification from our onCloud service that you are about to reach the maximum allowed storage limit. Treat it as a call for clean up. 

It mentions the most important link https://jira.dev.xtrf.eu/sdmanager/ where you can check your current disk use.

So now, you have lots of data on your cloud. Wonder what to do next?

Request SFTP access

You can access your XTRF folders directly using SFTP.

The SFTP protocol allows to access XTRF project files, or more importantly the following directory: /home/YOUR-COMPANY-NAME/xtrf/. 

This access is granted by our Service Desk and serves your archiving and backup needs. It should not be used for daily operations and day-to-day project management.

Archive your projects

Archiving your projects means the following:

• project meta-data remains searchable and accessible,
• all files are zipped into one password-protected file and moved to a new disk location (/xtrf_archive is the default one). 

Archived files can be accessed directly by means of SFTP or in XTRF user interface where you can de-archive the whole project or retrieve the password to just unpack the ZIP with all project files.

Archiving Smart Projects is a permanent action, ie. they cannot be de-archived or restored. The ZIP files can be unpacked by using the password provided on the project page.

Projects can be archived manually but it is better to set up a periodic jobs that runs the action for you. For more details refer to: https://xtrf.userecho.com/knowledge-bases/6/articles/1076-xtrf-8-gdpr-how-to-archive-quotes-and-projects

Clean up regularly

The archive folder can take up lots of space from the available storage. So, remember to move the archived files to another location via the granted SFTP access. This will free up the space you need for your current projects.

Consider what clients you work with

Separate clients that have a high-risk potential from the ones with lower risk, when you create a periodic job for archiving.

• Low-risk clients are those who never or almost never ask about their months old projects. Use shorter time spans of 30-60 days before their projects get archived. Their archived files can be moved via SFTP to a local storage without compromising your regular client support. Plan downloading such ZIPs from cloud on a monthly or weekly basis.
• Make special arrangements for high-risk clients only. Do not resign from archiving their project files, but use a dedicated periodic job and extend the time span for them to 90 days or more.
  

Use Category to achieve that or have a custom field to indicate what file archiving policy should be applied on a client account.