Storage Allowance

Each plan has a different storage allocation per licensed user. They are as follows:

• Starter: 1 GB per licence
• Pro: 2 GB per licence
• Enterprise: 5 GB per licence (increase possible)

For teams working with large files, extensive collaboration, or long-term data retention, the Enterprise plan provides the most flexibility and scalability. Unlike the Starter and Pro tiers, Enterprise users benefit not only from higher default storage but also from the ability to request additional capacity, ensuring your workflows remain uninterrupted. You can book an enterprise demo here.

Please be aware that these limits are enforced, and prolonged overuse will lead to accounts being blocked until users are back within their usage limits. The storage allowance is only stacked if the licences are purchased under one user. For example, one user with 5 starter licences will have a total storage allowance of 5 GB for their workspaces, but the owner of a workspace containing 5 users each with their own licence will only get 1 GB of storage allowance. You can read more about the details of each plan here.

Common Causes of Overuse

Too Many Files or Record Attachments

Files stored in image fields or as record attachments can lead to overstepping limits quite quickly. Especially if they are image files.

How to prevent it

Save files, images, etc. outside the Ninox database and only manage a link/reference to the storage location of the file in the Ninox record. If this is another publicly accessible cloud (e.g. Google Drive) with a publicly accessible URL address of the document, the document can still be opened directly from the Ninox database with one click. It is also possible to embed links in formula fields using the html() function. Please note that some services do not allow embedding.

How to reduce your usage

You can periodically delete images and record attachments in your database by using a script. You can read instructions on this here.

It is possible to use the Ninox API to reduce usage by doing the following:

1. Loop through records and export the images to an external storage provider
2. Return a link to the new location
3. Assign the link to a URL field
4. Once the URL field has been filled, delete the files/attachments

Data Fragmentation

As you work in the database over time, adding, editing and deleting records, data fragmentation will occur. Data is stored less efficiently, and there are empty gaps which cannot be filled. This can lead to reduced performance, and increased usage of the available storage. You can read more about data fragmentation here (external link).

How to fix this

You have two options when it comes to data defragmentation:

Use the 'Defragment Database' button in Ninox. 

Create a manual backup, download it, and re-upload it to the workspace. The database is defragmented when it is downloaded. Please note that you will have to reconfigure API calls and Global Functions if using this method. We advise you use the button described above first.

Large Database History

If you have multiple users making a large number of changes to the database over an extended period of time, or if you have many large fields containing a lot of content. For example, long Text fields or Rich Text/HTML fields containing a lot of content.

How to fix this
 

You can delete the entire database history, or select a specific date range to remove. Here is how you access the history:

1. Enter edit mode
2. Click on the three dots next to the database name
3. Select 'History'
4. Click on the settings cog in the top left-hand corner and choose what you would like to delete

How Backups Affect Storage

Automated Backups

File attachments are always stored and kept separately from the database copy in the automatic backups, so that the files - as long as they are not changed - are only stored once, as long as they belong to at least one automatic backup. But they can also belong to several backups at the same time. This is done to save storage space. Conversely, this also means that if you delete all attachments in your current database now, the memory consumption will not change significantly as long as you still have an automatic backup of this database in which the documents were still stored.

Therefore, in order to delete the documents from the memory, you should also delete all automatic backups in which the documents were still attached.

Manual Backups

In the manual backups, the documents are saved as a copy and packed into an archive together with the database. This makes manual backups significantly larger than the individual automatic backups. Therefore, you should keep manual backups in the Ninox Cloud as little as possible, but always download them and then delete them in Ninox to save storage space.

Read more about how to delete backups here.

Usage Overview

The usage overview is updated automatically once per day. If you make changes and/or deletions, and they are not registered in a timely manner, please reach out to support and we will refresh it for you.