Zoho CRM storage running low: what counts, the attachment limits and where to check

The three storage categories

• Zoho's specifications page describes data storage, file storage (powered by Zoho WorkDrive) and email storage.
• It says that for all three categories you can purchase additional storage as add-ons when you hit limits.
• That page does not list per-edition numbers itself; it points to Zoho's feature availability table for the latest limits.

Source: Zoho Help: Specifications in Zoho CRM

What counts toward file storage, per Zoho

• Zoho's file storage page lists images, attachments on records and emails, email templates, documents associated with a record, and data and files in the recycle bin.
• Zoho's record-management FAQ says attachment space is included in the total storage provided in Zoho CRM.
• Because recycle bin contents count, deleting records does not necessarily free the space until the recycle bin is emptied.

Source: Zoho Help: Manage File Storage Space, Zoho Help: FAQs on Record Management

Attachment limits

• Zoho's FAQ: the attachment limit per record is 100 MB, as one file or several, as long as the combined size stays under that.
• Zoho's FAQ: you can attach 5 documents at a time provided the total does not exceed 20 MB.
• Zoho's FAQ: files attached to email templates can be up to 3 MB.
• Files can come from Zoho Docs, Google Docs or your desktop, per the same page.

Source: Zoho Help: FAQs on Record Management

Where to see usage and what the figures say

• Zoho says to go to Setup, Data Administration, Storage, then the File Storage tab for total file storage and usage details; Usage Details shows how much each team member uses.
• The file storage page we read lists, for example, Free at 1 GB, Standard and Professional at 1 GB plus 512 MB per user licence, Enterprise at 1 GB plus 1 GB per user licence and Ultimate at 5 GB plus 1 GB per user licence, with extra storage sold in 5 GB blocks at USD 4 a month up to 100 GB extra.
• Zoho notes that page applies to accounts that do not yet have the WorkDrive-powered Documents tab that new signups get, so your account may differ.
• Zoho's community announcement on data storage carries a moderation note that its original limits are no longer valid and lists a newer table last modified 25 September 2024; treat any single figure, including ours, as something to confirm on your own Storage page.

Source: Zoho Help: Manage File Storage Space, Zoho Community: Introducing edition-wise Data Storage limits in Zoho CRM

Reducing usage (practical advice)

This section is advice from experience, not vendor documentation. The Zoho page we read does not describe steps for freeing space.

• Open Usage Details first to see which people or features consume the space before deleting anything.
• Empty the recycle bin only after checking nothing in it is needed, since emptying is the step that releases the space.
• Move large, rarely used files to a document system and keep links on the record instead of the files themselves.
• Take a backup before any bulk deletion.

Storage a symptom of a bigger mess?

Skyfall Labs reviews Zoho CRM setups for unused attachments, duplicated data and file handling, and designs cleaner approaches. Because we are a Zoho Partner, treat our view with the interest we have disclosed.