Depot Overflow and Automatic Space Reduction

The Host Server 4.0 automatically deletes spaces in order to reduce the size of depots to the required limit. Before doing this, the server sends a series of emails to the user over the course of between 70 and 120 days.

In addition, spaces will not be deleted unless the depot of the space has been idle for over 60 days, and the settings described below are set to True.

Emails are sent to TeamDrive users are sent using a function provided by the Registration Server. For this purpose, Registration Server version 4.5 or later is required. If the Registration Server is not capable of sending emails, the deletion process will not proceed.

The emails are sent to the owner of the depot and, if the depot belongs to an account, then all managers of the account also receive the emails.

In addition a number of the emails are sent to certain administrators of the Host Server. In the Admin Console you can mark an Admin User as a receiver of “Email Notifications”. By default, this is enabled for all administrators.

Depot Overflow

A depot overflows when the storage usage exceeds the specified storage limit.

At this point users are notified and are expected to take action to either reduce the storage used by a depot by deleting files and snapshots or by increasing the depot limit.

In this state, synchronisation is stopped in the sense that uploaded changes to files are not forwarded to other clients. This is because the Host Server prevents files uploaded during the overflow state from being downloaded. Only once the depot is below the 100% limit are those files released for download. Files uploaded before the overflow may always be downloaded.

In addition, depots have an “overflow limit” and a “maximum overflow upload rate” which apply when the depot is full. This value depends on the actual depot storage limit as follows:

  • Depot limit Overflow limit Max Upload Rate
    < 3 GB 10 GB 1 GB per day
    < 120 GB 50 GB 2 GB per day
    >= 120 GB 100 GB 4 GB per day

When a depot reaches the depot limit plus the overflow limit, the depot is “frozen”. When a depot is frozen upload and download of files is no longer permitted. In general this stops all synchronisation because operations that are queued after a file upload are blocked and will not be synchronised until the file is uploaded.

This means that in the frozen state it may not be possible to delete files are snapshots, or even invite or join a space. So the only sure way to “unfreeze” a depot is to increase the depot storage limit.

Warning email notifications are sent when the depot reaches the 80% and 100% full.

As mentioned above, when the depot reaches the 100% storage limit, the Host Server still allows file uploads, but it limits the upload rate, according to the “Max Upload Rate” specified in the table above. This ensures that the user has a number of days to respond to the overflow conditions of the depot before it is frozen. For example. if the maximum upload rate is 4 GB per day, and the overflow limit is 100 GB, then it will take at least 25 days before the depot is frozen.

During this time, the Host Server sends a number of emails to the owner of the depot, the managers of the account that owns the depot, and Host Server administrators.

Emails are sent when the storage exceeds 20% and 50% of the overflow limi. When it reaches 100% of the overlimit an email is sent to inform users and managers that the depot has been frozen.

Email Notifications

The Host Server sends the following email notifications:

Depot 80% Full Warning:
The owner and managers of the depot are sent a warning email that the depot has exceeded the 80% threshold.
Depot 100% Full:

The owner and managers of the depot are sent a warning email that the depot has exceeded the storage limit.

  • At this point, if the depot size has not been recalculated with the last 60 days, then the space usage of the depot will be recalculated.
  • The data upload rate to all spaces of the depot is limited by the Host Server depending on the storage limit of the depot (see table above).
Depot 20% Overflow Warning:
The owner, managers and Host Server administrators are sent a warning email that the depot will be frozen if it exceeds the specified overflow threshold.
Depot 50% Overflow Warning:
The owner, managers and Host Server administrators are sent a second warning email that the depot will be frozen if it exceeds the specified overflow threshold.
Depot 100% Overflow:
The owner, managers and Host Server administrators are informed that the depot has been frozen and that all synchronisation has been stopped.
60 Day Deletion Warning:

The owner and managers are send an email warning the users that the spaces in the depot will be automatically deleted if the storage usage is not reduced below 100%.

This email is sent when the following conditions hold:

  • The depot usage exceeds the 5% overflow limit.

    For example if the depot limit is 200 GB, then the overflow limit is 100 GB therfore 5% of the overflow limit is 5 GB. So this warning will only be sent when the depot usage exceeds 205 GB.

  • The depot has been in the overflow state for a number of days equal to the default snapshot age (see DefaultSnapshotMaximumAge setting. However this pause is never shorter than 10 days, or longer than 60 days.

    This is intended to allow for possible reduction in storage usage due to the deletion of snapshots created before the depot overflowed.

30 Day Deletion Warning:
Thirty days after sending the 60 day warning, the server sends a further deletion warning to the depot owner and account managers. Host Server administrators are also notified of this condition.
10 Day Deletion Warning:

The depot owner, account managers and the designated Host Server administrators are sent a 20 day deletion warning email.

This email is sent 20 days after the 30 day warning email.

3 Day Deletion Warning:
Seven days after the 10 day warning the server sends a 3 day deletion warning. This warning is only sent the depot owner and account managers.
1 Day Deletion Warning:
Two days after the 3 day warning the server sends a 1 day deletion warning. This warning is only sent the depot owner and account managers.
Depot Size Reduced:

One day after the 1 day warning the server deletes spaces in order to reduce the storage usage of the depot below the specified storage limit.

Spaces are deleted beginning with the those that have the oldest last access date.

After deletion is complete an email is sent to the depot owner, account managers and the Host Server administrators with a list of the IDs of the spaces that have been deleted.

Space are only deleted if the following hold:

  • The settings EnableSpaceReductionProcess and AllowAutoDeleteSpaces are set to True.
  • The depot has been idle for at least 60 days. This means that the no space has been accessed in the depot for over 60 days.

If these conditions are not met then the Host Server sends a Spaces Not Deleted email.

Spaces Not Deleted:

One day after the 1 day warning is sent, if the condition described above in the Depot Size Reduced email, then the server sends this email.

This email explains to the users that spaces will be deleted as soon as the specified conditions hold.

Deletion Cancelled:
This email is sent to the depot owner and the account managers any time after the 60 day warning has been sent, if the depot storage usage drops below the 100% storage limit threshold.