Zoho Bigin Record Storage Settings

Zoho Bigin Record Storage Settings

Record Storage Settings shows the total number of records used by both the organization and individual users. All modules, pipelines, and sub-pipelines' records will be taken into account. In the Data Administration settings, the Record Storage tab can only be seen by users with the Admin Profile.  

What is a record in Bigin? 

A new row of information added to any of the below modules is considered a record in Bigin.
  1. Contacts
  2. Companies
  3. Pipelines
  4. Activities
  5. Products
  6. Notes

Sections available in Record Storage tab

The Record Storage tab has 3 different sections.
  1. Overall record consumption
  2. Records in Recycle Bin/ Untouched Records
  3. Usage Details by Modules

Overall record consumption

This dashboard view contains a consolidated view of the record storage setting. The storage details are pictured in a chart format, the storage occupied and the available storage are visualized in the chart. Along to this, the last calculated time for record storage is also displayed. Caluculation of the storage is done every one hour.

In case, you want to purchase more storage, you can click on the link Buy Additional Record, which will redirect you to the store. From the store you can by the additional record directly.

Records in Recycle Bin/ Untouched Records 

In this component all the records in Recycle Bin are included for calculation along with this the untouched records. Records belonging here can be directly deleted in this view.

  1. Records in Recycle Bin : Records deleted in the Bigin are not permanently deleted, instead they are moved into Recycle Bin. You can later delete the records in Recycle Bin, as they are also considered for Record Storage. The number of records in Recycle Bin is displayed and if you want to delete the record click on the delete icon.

  2. Records in Untouched Records : The count of untouched records in all the pipeline, sub-pipelines and all modules are displayed accordingly. On clicking the delete icon, you will be redirected to the untouched record details page.
Count of the records on each pipeline and modules are displayed. When it comes to pipelines, the count is shown for each sub-pipeline, but deletion is done globally. 

If you want to delete the records individually for each pipeline, sub-pipelines and modules, you can choose on the pipeline/modules and the you will be redirected to the particular pipeline or module with all the untouched records displayed. The system applies the filter to view all the untouched records(By default, filter for untouched records for last 3 months is applied), and displays the resulted records.
Incase of the pipeline, you are redirected to the default sub-pipeline, you will have to move to the other pipelines manually. 

Usage Details by Modules 

The user can view usage details in two different views, such as:
  1. List view
  2. Chart view

List view 

In this view, the number of records in all the pipelines, sub-pipelines, and modules are displayed in a list view format. Along with the record count, the percentage of records consumed in relation to the used storage is shown here. 

Chart view

In this view, the numbers of records in each pipeline, sub-pipeline, and module are displayed in a chart view format, which has two different tabs: one for pipelines and one for modules. You can hover over the chart to see the precise numbers. 

Viewing record count based on users  

Click on the pipelines or modules, to view the records count based on the user(owner).

You can also redirect to other pipeline/modules from the Records Consumed by Users page.

Note : In Usage Details by Modules, records in the recycle bin are included.

Availability  

Based on the Bigin's account editions, the record storage is provided.
  1. Free Edition : 500 Records
  2. Express Edition: 50,000 records
  3. Premier Edition : 100,000 records
  4. Additional records can be purchased - $1/month for every 10,000 records
If you want to purchase additional storage, you can purchase it from the store. 

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