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How to manage your survey file storage limit

By creating your profile on Nest Forms you are provided with a portion of free cloud storage. Your Cloud storage is where all your survey data is uploaded e.g. Photos, Audio Files, Signatures etc.

In terms of allowance:

Free accounts are provided with 20MB
Standard accounts are provided with a much bigger portion of 750MB
Advanced accounts get a chunky 2GB
and
Premium accounts get a whopping 10GB

We have found that these options are sufficient for most of our clients, however if you would like a little more room to manoeuvre read below... 

 

Increasing your storage above your default plan limit #

Just note that for advanced and premium users we do not limit the amount of survey forms or responses received, this article refers only to file attachment storage.

As an Advanced or Premium user you are provided with much wider options regarding your plan limits. One of them is buying extra storage when needed. And Nest Forms will offer you such options when this situation occurs.

By activating the Dynamic Storage Increase you’ll be allowed to upload any amount of data you need because your storage will automatically increase to fit the exact amount of data uploaded.

For invoicing purposes, you are always charged based on the maximum storage within the relevant monthly period.

For clients that use up to 250 GB of data above their allowance, the cost is charged at 1€ per GB per month. If you are in excess of this limit, then the cost per additional GB is reduced - Learn more in the “Increased Limits Pricing” section.

 

 

Increased Storage Pricing #

Storage Pricing per Month
First 250 GB €1.00 per GB
Next 500 GB €0.75 per GB
Anything over 750 GB €0.50 per GB
 

Activating Dynamic Storage #

  1. Storage increases will be offered to you in two scenarios.
    When you are reaching your plan limit, an option of increasing your storage will be offered to you through the Account Details panel on your Dashboard. The panel will adjust and the “upgrade” button will appear at the bottom of the Account Details panel.
    full storage
  2. When you have uploaded files overextending your limit. Nest Forms won’t erase these files but will block them from view or manipulation until your storage limit is resolved.
    This part is important because instead of viewing these files, an image reading “limit exceeded” will show instead. If you mouse over these images, they will show the “increase limit” button.

The buttons “increase limit” and "Upgrade" will both take you to a window presenting you with two options for increasing your storage.
One is to upgrade your plan to higher one (which won’t be presented if you are already a premium user).
The second option presented is to activate Dynamic Storage increase.

For example, if you have been using an extra 12GB of storage for two weeks. Then deleted files that for next one week you have been using only 8GB above default limit, you are still billed for 12GB if still within the same month.

However once you remove the excess files and remain under the GB allowance of your subscription for the following month, you will be charged the normal rate.

So to summarise: You are billed every month at the maximum storage use for that month if there was any usage above the default limit of your subscription..

We prepared Dynamic Storage to work in such a way, that you’ll never have to worry about dealing with exceeding your limits. We have also set the prices low, so that you can focus on your real work. We hope this feature will help a lot when using Nest Forms.

 

Tips on managing your file storage #

If you are trying to reduce your storage on NestForms, you will need to export any responses that contain files that you either consider no longer required or obsolete and then delete the responses from NestForms. In order to achieve this there are certain steps to consider that can help you manage your file storage.

If you wish to externally log all data that is received automatically from your colleagues responding to your forms, then the best option is to use triggers. Learn more about Triggers & Webhooks

If you need to update the data as an administrator online within your NestForms master account or if you need to separate Approved responses from Rejected, then you should only export the data when you believe it is checked and ready to be exported.

This export depends on your requirements. Depending on your platform preference, there are multiple options that will allow you to export your data from NestForms. For example if you want to export your data from NestForms to Microsoft OneDrive or Sharepoint, NestForms gives you the facility to export the files first then followed by an Excel export, the links to images will use the Microsoft image links also. This process is very similar to Google Drive & Dropbox also.

If you want to export PDF files to your cloud storage as well, you can do it automatically via Triggers. But if you want to upload only approved responses, you would have to download them manually and then upload to your Sharepoint account.

Alternatively, you can also use the Public NestForms API to export all your data to any external system or database that you wish.

If you want to maintain records in Nestforms, then the related files need to be stored within NestForms as well. So if you want to decrease your storage payments, you will need to delete older or less important Responses from NestForms (and make sure you have exported them prior to deletion).

Finally, remember that all the storage is related to your images, signatures and audio files. The text data contained within a response is not considered within your storage limits.

 

Cleaning out the Storage #

When you go over your storage limit you might want to explore where the largest amount of data lies among your forms.

With that thought in mind we have prepared a display option for you.

The Display option is used in the forms list and allows you to change columns to display the total amount of storage used for each form.

In the menu of the forms list you'll find the Display option

Once you mouse over, the options are presented to you:

By choosing Responses or Files the column will change to represent first or the second option.