Salesforce Storage Test

Salesforce storage is divided into two categories - File storage and Data storage. File storage is used to store files. It typically includes files in attachments, Files home, Salesforce CRM Content, Chatter files (including user photos), the Documents tab, the custom File field on Knowledge articles, and Site.com assets. Data storage is used to store records, and includes the following:

Accounts
Article types (format: “[Article Type Name]”)
Article type translations (format: “[Article Type Name] Version”)
Campaigns
Campaign Members
Cases
Case Teams
Contacts
Contracts
Custom objects
Data translations
Email messages
Events
Forecast items
Google docs
Ideas
Leads
List Email
Notes
Opportunities
Opportunity Splits
Orders
Quotes
Quote Template Rich Text Data
Solutions
Tags: Unique tags
Tasks
All objects tied to Field Service enablement

The amount of storage you get for each storage type depends on the Salesforce edition that your organization uses and how many users you have. For example, say you have the Enterprise edition with 20 users, you get 10GB of data storage with an additional 20MB per user (10.4GB total) and 10GB of file storage with an additional 2GB per user (50GB total).

After the initial allocation, administrators should keep a close watch on how users are consuming the allocated storage. Without constant supervision, administrators may suddenly find themselves faced with a serious storage space crunch, which can cause the loss of business-critical files/records. This in turn can adversely impact user experience with Salesforce and the smooth transaction of business! By constantly overseeing storage usage on the other hand, administrators can proactively detect a potential storage space crisis. Now, if they also knew which types of files/records are cluttering the storage, and which users are creating these space hogs, then they will be able to figure out how to resolve the storage bottleneck, well before users start complaining. This is where the Salesforce Storage test helps!

This test auto-discovers the files and records that are occupying storage space and reports the collective space usage of each type of file and/or record. In the process, the test accurately pinpoints the precise file/record type that is storage space-hungry. In the event of a storage space crisis, this will point you to the precise files/objects that could be causing it. In addition, the test also reveals the rate at which the space usage of a file/object type is growing. This way, administrators can identify file/object types that constantly require more storage resources than the rest. These insights will help administrators prudently plan the future storage capacity of the target Salesforce organization, and take informed decisions on how storage should be allocated to the different categories. Moreover, the test does not stop with just revealing the guilty file/object types; it goes a step ahead and leads you to the exact users who may have caused the storage shortfall by consuming resources abnormally.

Target of the test : A Salesforce organization

Agent deploying the test : A remote agent.

Outputs of the test : One set of results for every type of file and object using space in Data storage and File storage, respectively. A Summary descriptor is also available, which reports aggregated space usage across all objects in Data storage, and across all files in File storage. A set of results is also reported for each of the top space consumers in Data storage and File storage.

First level: Data Storage, File Storage, Top Users of Data Storage, Top Users of File Storage

Second Level: Object type, File type, Summary, User names

Configurable parameters for the test
Parameters	Description
Test Period	How often should the test be executed.
Host	The host for which the test is to be configured.
Email	This test needs to login to the target Salesforce organization as a user with Administrative rights, in order to run API commands on it and pull metrics. To facilitate this connection, specify the email ID of the Administrator of the Salesforce organization here.
Password	Specify the password of the Administrator here.
Confirm Password	Confirm the administrator password by retyping here.
Detailed Diagnosis	To make diagnosis more efficient and accurate, the eG Enterprise embeds an optional detailed diagnostic capability. With this capability, the eG agents can be configured to run detailed, more elaborate tests as and when specific problems are detected. To enable the detailed diagnosis capability of this test for a particular server, choose the On option. To disable the capability, click on the Off option. The option to selectively enable/disable the detailed diagnosis capability will be available only if the following conditions are fulfilled: The eG manager license should allow the detailed diagnosis capability Both the normal and abnormal frequencies configured for the detailed diagnosis measures should not be 0.

Measurements made by the test
Measurement	Description	Measurement Unit	Interpretation
Record count	Indicates the total number of records in files/objects of this type. For the Summary descriptor, this measure reports the total number of records across all files in File Storage and across record types in Data Storage.	Number	Compare the value of this measure across file types in File Storage and across object types in Data Storage to identify the file type/object type with the maximum number of records.
Storage used	Indicates the amount of storage space currently used by this record / file type. For the Summary descriptor, this measure reports the amount of storage space used across all files in File Storage and across all records in Data Storage. For the 'Top Users....' descriptors, this measure reports the storage space used by this user in Data or File storage (as the case may be)	MB	Compare the value of this measure across file types in File Storage, across record types in Data Storage, and across users under 'Top Users...' to accurately identify the file type, object type, and user (as the case may be) who is over-utilizing storage space.
Current storage usage	Indicates the percentage of storage space used by this file type / record type / user (as the case may be).	Percent	Compare the value of this measure across file types in File storage / record types in Data storage / users of File / Data storage (as the case may be) to know which type of file/record and which user is using File / Data storage excessively. In the event of a storage crunch, this can tell you which file type / record type / user is the root-cause of the crunch.
Growth rate	Indicates the percentage rate at which the space occupied by this file type in File storage/ this record type in Data storage / this user is increasing.	Percent	Compare the value of this measure across file types / record types / users (as the case may be) to know which type of files / records and which users are consistently using up more storage space. Based on the 'growth potential ' revealed by this measure, you can predict the future data and file storage requirements, and accordingly plan storage allocations/purchases.
Storage Limit	Indicates the storage limit for Data storage / File storage (as the case may be).	GB	This measure is reported only for the Summary descriptor under Data storage and File storage.
Percent of storage used	Indicates what percentage of the storage limit of Data storage / File storage (as the case may be) is currently in use.	Percent	This measure is reported only for the Summary descriptor under Data storage and File storage. The value of this measure is calculated using the formula: (Storage used / Storage limit)*100 A value close to 100% indicates that the storage (File / Data) is about to exhaust its space allocation soon. If nothing is done to lower the amount of files and/or data storage or to increase storage size, records will no longer be able to update and processes will break down until the problem is fixed. Compounding the issue is the fact that file and data storage are updated asynchronously, so new records are not immediately reflected in storage. In layman terms, this means you could unintentionally blow past your storage limit when a large amount of data is uploaded and not immediately realize it. To avoid this, you first need to identify what is causing the storage crunch, and then figure out how to eliminate it. To start with, use the detailed diagnosis of this measure to know which type of file / record is using the File / Data storage (as the case may be), how many records of each type are currently in storage, and the storage space occupied by each type. A quick look at these detailed metrics will point you that file type / record type that is hogging storage. You can then proceed to figure out how to free up storage There are a number of ways to increase the available storage space in your org. You can manually remove unnecessary files and/or data using tools like Salesforce's Mass Delete Records function (type “delete” in Setup Quick Find box), Salesforce Data Loader, Dataloader.io, or any similar data migration tool. When deleting is not an option, you can leverage apps on the App Exchange to clean up files and/or data. Apps, such as Task Archiver, can move tasks to files or delete tasks that meet user-defined criteria, to help free up data storage for your Salesforce instance. Your last resort options are to purchase extra storage from Salesforce or upgrade your Salesforce edition.