Question

finding Documents with large file sizes and filing Quotas?

Updated April 7, 2014

asked on April 7, 2014

Hello Everyone

We have client that preferes to have filing Quotas based on User Account credentials? I think this is not possible, I am not sure?

Next, they want to be able to find large file sizes in Repository and generate repots? Can we setup Audit report to generate list of file sizes above certain levels ? or Do We run this through workflow to create link or list them on the body of email? I am basically looking for best possible practices on this respect.

Thanks

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replied on April 7, 2014

One option for your quota scenario may be to just create a volume for each user and set it to a fixed size limit of 20 GB. Then only allow the users the ability to write to their own volume.

As for finding entries that are larger than 50 MB, you can run a search to return electronic documents that meet the criteria, but for Laserfiche documents, it's a bit harder because it depends on whether you only check for images, text, thumbnails, OCR data, or a combination of them.

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replied on April 7, 2014

Alex's solution of assigning each user a volume is the only way you can get Laserfiche to enforce this - in fact, it's the technique we use on our public demo site. The down side is that you can't use volumes for the other things they are good at, like organizing backups and retention policies.

But I would question this entire mentality of assigning users a quota. A Laserfiche repository is not supposed to be a replacement for a temp drive, where a quota make sense. It's supposed to be a collaborative environment, in which there isn't always a well-defined "owner" of a document to charge the space against. If the customer is just using Laserfiche as a temp drive with better search, maybe there's an opportunity to talk about their business processes and how they can get better use out of their system.

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replied on April 7, 2014

What do you mean by a "filing quota"? Are you trying to limit the number or total size of documents created by users in a specific time period? There may be a way to implement this, but without knowing more about the context, I can't really make a suggestion.

As for your second question: again, it's hard to provide suggestions without more details. What kind of information are you looking for in these reports? Audit trail does not provide a way to filter based on entry size, but you may be able to get the information you need with Workflow or even just by running a search in Client or Web Access and exporting the results list.

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replied on April 7, 2014

As per my first question, The client IT is trying to limit Quota based on User Account. For example giving TestUser limit of 20GB when storing into Laserfiche.

On second qestion, they want to find for documents (entries) that are to big in size (eg. files larger thatn 50MB). We want this automated to produce some sort of report in scheduled bases and send notfication to Admin with the list of result.

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