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How the ^%$#@! do I clear up File Storage space?

I'm a free user, who has been happy (up till now) with Insightly. Even recommended it to other startups.

But then, without warning, I see that MULTIPLE emails I thought I'd sent to Leads had simple evaporated into the ether with absolutely ZERO warning or ability to get them back. Looking around, I discover (by accident) that I am at 100% of my File Storage limit. No warnings during the email schedule/send letting me know that "the scheduled email will not be sent due to no file storage"... no queue to get them back... just gone. Not good, guys.

Oh, but wait, it gets better...

So I delete multiple pages of old emails in an attempt to free up this elusive File Storage space. Literally hundreds and hundreds of messages.

Nothing. Still at 100%,

Then I read an article that says I need to ALSO Delete them from the Recycle Bin and/or Clear the Recycle Bin (not sure which; they both seem possible for some confusing reason). Which I do. Now my Recycle Bin is empty as far as I can tell.

But I'm still at 100% File Storage capacity. Nothing I do will clear up space.

Due respect guys, but what the %$#@? I've wasted at least 2 hours on this issue, have done all the logical things, and I'm STILL not able to use my CRM system to, you know, keep track of essential messages. All while you're pinging me to upgrade to a paid account. 

Really? 

Anyone have any ideas on how to get running again? Anyone have an email for Insightly support? ANYTHING at all? Because right now I got bupkis.

--matt 

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Comments

17 comments
  • Hi Matt:

    Emails are counted as records while the attachments are counted as Files. Both have their own limits in an account. Additional details on this are available in this article -  Record and storage limits

    There are 2 sections in your Recycle Bin, My Deleted Items and All Deleted Items. Anything still in here will continue to count towards your limit. Have both of these been cleared?

    You can also run an Advanced Report to view your Files by File Size and help you find which ones you want to delete for more space.

     

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  • Hi, Lyla - thanks for trying to help. Unfortunately, it hasn't cleared up my issue.

    I just ran a File Report sorted by Size and got zero results... so I assume that means that I have no files saved, right?

    And yet, checking my Account, I still see I'm at 100% for File Storage space. I also still cannot send any emails from Insightly - the system allows me to "schedule" the send, but I never see the email go out. 

    So either I'm following your published instructions and am still somehow not seeing/deleting the problem files, or despite deleting them, the system still thinks I have a chock-full pile of attachments. I'd be happy to publish screenshots in a non-public space if there's a way to do so, but this public forum is the only thing I can find - please send me details if I can open a support ticket or something.

    All this aside, you might want to tell your Dev team that:

    1. Blocking all emails, regardless of whether or not they have an attachment, simply because there is zero space left to save the (non-existant) attachment is... well, "counter-intuitive" is a term that comes to mind.

    2. Doing so without saving the email for later send escalates this to "a bad decision" (why bother with terms like "scheduling" if you don't store a copy for later use is a question I'm forced to ask).

    3. Just blatting the email WITHOUT WARNING escalates this still further to "user unfriendly" at least to "actively hostile" at worst. Keeping track of my communications to Leads and Contacts is my #1 Must Have Feature in a CRM system. Leading me to believe I've sent a mail while quietly terminating it (for reasons that have nothing to do with Attached File space) is just bad, bad, bad.

    Thanks.  --M

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  • Hi Matthew:

    Are there files attached to emails you've saved or sent out? The files that are attached to emails won't appear in the report. You can only see these when viewing your email box. Once the email is viewed, you can delete any files.

    Thank you for taking the time to provide your feedback. You can also share your thoughts on our Ideas & Suggestions page  for other users to vote or comment on,

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  • No, I definitely still have emails in my Inbox with attachments in them - why didn't they show up in the Advanced Report that you suggested I run? Are you now suggesting that I look down the list and delete the emails I no longer need that have File Attachments to clear up space? That actually makes more sense than running an Advanced Search that came up with zero entries... 

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  • Hi Matthew:

    Files attached to emails won't appear in the report and looking at the list view of your emails will show you which records have a file attached. When you open the email, you can delete the file by clicking the trashcan icon.

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  • Hi Lyla,

    I'm at my 1GB file limit. When I go into the email view and delete a file from the email, it seems to remove it but I'm still at my file limit. Do I have to delete the whole email? I'd rather not do that, and just delete the attached file that's embedded.

    Thanks in advance for your help!

    Kevin

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  • Hi Kevin!

    You don't have to delete the email, you can go through each email that have embedded emails and remove those files from your emails. This will definitely help your file limitations.

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  • Hi Nora,

    I went through two pages and removed all of the files that were attached to the emails by clicking the trashcan. I removed about 250mb of files. Still says I need to upgrade for more file storage. Do I need to empty a recycle bin or anything?

    Thanks,

    Kevin

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  • Hi Kevin,

    Emptying your Recycle Bin is the next suggested step to make more room in your file storage.

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  • I've emptied my recycle bin as well.
    It went down from 100% usage to 92%.

    I deleted all emails from the system. Any attachments or other files that were attached to these emails were sent to Recycle Bin which has been emptied.

    I wonder what is the 92% filled with.
    Is there any way I can track and find that out so I delete these things that fill up the storage as well ?

     

    Thanks you.
    Peter.

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  • Hey Peter,

    There is a file report that can be run in Reports > Other reports that can help you break down your file usage. There is also currently a bug that is not showing the paperclip icon next to an email with an attachment, so clicking into the emails to make sure they don't have an attachment is your best bet until this bug is resolved.

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  • Hi Alex.

    I checked the reports. We have no files on storage at all.
    We have no emails at all either. We don't use Insightly to send any emails.
    We use insightly just to store the contacts and run a few Opportunities once in a while.

    All we have is a couple of separate notes(less than 100) that were added to a few contacts.
    And we also have 1.5k records(out of 2.8k records, for the free plan). Maybe 500 of those records have a specific description added in the contact background area(we're talking about 2-3 sentences each - just text). Is that going towards the storage? Can all these notes use that much space?

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  • I'm on a paid plan and also having this same issue with file storage being full and not seeming to be able to delete unnecessary files. Reports > Other shows 8 files which are all tiny. Emails would technically allow me to individually select all the emails with attachments but this would take a great deal of time and be very annoying since there apepars to be no way to order the emails by having attachments. Is there a workaround for this yet? 

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  • Ah, now I see the bug mentioned above. *Shared* emails won't show the attachment icons, which means for each of my ~8,000 emails currently in insightly, I'd need to individually check for attachments? You guys can't be serious about this as the recommended way to resolve this issue...?

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  • Hello Micah,

    The bug that was referenced above has been resolved no worries there. I suggest taking a look at our article "How to delete data" which provides several ways to delete data in Insightly. Also taking a look at your Insightly Account I see you were able to reduce your file storage to 42% see screenshot below.

    Are you still experiencing issues? 

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  • Hi Alejandro, 

    I freed up ~50% on our account by randomly deleting huge swaths of emails, more or less at random. 

    I've reviewed the "how to delete data" article and it says nothing pertinent to the issue in this thread - that attachments to emails count against the file storage quota and there appears to be no way to report against it. 

    The behavior I saw last time I faced this issue remains - I can list all my emails, delete them all (thousands and thousands), which is what I've been forced to do here. What I can't do is delete only emails (or, preferably, attachments) that are over a certain size, or over a certain age. I can open up emails *individually* and delete them that way, but that's a crazy solution imo. 

    It seems a bit all-or-nothing which does seem a tad silly. Any other suggestions? 

    Also may I request that you don't post further screenshots from my account on a public forum? 

    ~Micah

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  • Hello Micah,

    I went ahead and removed the screenshot from your Insightly Account and no further screenshots will be posted. 

    Also at this time, there isn't another workaround for removing email attachments outside of deleting them individually. If you like to see an updated feature for this you can post your request to our Ideas & Suggestions page, which is monitored by our Product and Engineering teams. Your fellow Insightly users can vote and comment on the idea, too. In general, the more activity a request receives, the more likely it is to be considered for implementation.

    Thanks for the understanding!

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