Depending on your plan and add-ons, your account may have usage quotas that you must adhere to, or you will temporarily lose functionalities. There are quotas for:
- Published forms: Includes any form that has been published and excludes draft, archived, or deactivated forms.
- Users: Includes all verified local users and users managed via Azure AD or OpenCities.
- Form responses: Includes any form responses received within a month. This quota resets per month and excludes test responses.
- Storage: Includes files uploaded by respondents, images uploaded by form Authors, uploaded custom document templates, and generated custom documents.
You can see your quotas through Forms and in Account, but Account owners will also receive notifications when your organization is approaching or has reached a form or storage limit.
Users can opt in or out of these emails by going to their Profile and checking or unchecking the Notifications boxes. Admins can also subscribe other users by accessing their profiles via Admin > Users.
Exceeding Quotas
Reaching or exceeding quotas has consequences for functionalities in your account:
- Exceeding the published form quota will prevent your organization from publishing more forms, until some are deactivated or archived.
- Exceeding the responses limit will prevent your organization from receiving more responses.
- Exceeding your storage quota will prevent your organization from receiving more responses and uploading or generating custom documents.
- Exceeding the user quota will disallow editing and publishing actions for all users. The following applies:
- Reviewers can still access and process responses in the review center.
- Authors can still view forms and export responses, but not create, edit, or publish forms.
- Responses can be accessed via the API.
- Admins can view all admin area settings and deactivate users but not create users or edit settings.
- Account owners can use the Azure AD connector to assign or remove roles from user groups.
If you have the appropriate role, you can deactivate users, remove forms, or delete responses to get back under the relevant quota.
View Quotas in the Usage Banner
The usage banner in Forms tracks your plans quotas and is visible to all users that can access Forms. The banner shows your plan, published forms, active users, the monthly response count, and your storage use.
The banner updates automatically every 30 seconds, so Admins and Authors can see if the creation or publication of new forms, or an influx of responses, will push your organization over the quota.
If your organization is approaching, or exceeds, one of its quotas, we'll prompt you to request a plan upgrade. Once we receive an upgrade request, we'll contact the account owner to discuss your options.
View Detailed Quota Information
Account owners can view a more detailed breakdown of your quota usage:
- Select Account from the user account menu.
- Go to Plan.
- See the statistics for each quota in the How you’re tracking section.
- Select More details to see more information about these quotas or select Go to User listing to update your users.
Published Forms
Selecting More details for Published forms will show you:
- The Overview of form status, including the number of Published forms, how many are Remaining in current plan, and the number of Unpublished forms.
- A searchable and paginated list of All published forms, including the form Name, Workspace, Status, and Last published date. Select a form in the list to go to its Responses.
Form Responses
Selecting More details for Form responses will show you:
- The number of responses Submitted in the last month, compared to your Remaining monthly responses.
- A percentage of responses Used.
- How many Days left in the month before the limit resets.
- If you have no limit, it will show you the number of Submitted responses.
- A graph showing how many responses come in per day.
Storage
Selecting More details for Storage will show you:
- The Storage used, including how much is Used, how much is Available, and a percentage of what you have Used.
- A graph showing recent storage use per day and how close you are to the plan limit.
- A searchable and paginated list of the Storage breakdown per form. These forms are listed in order of the Storage used, with the largest size at the top. Select a form to go to its Responses.
This section will help you prioritize which form responses can be exported and deleted. Forms with the highest amount of Storage used can be managed first to free up space.
Users
Selecting Go to User list will take you directly to the Users admin area, so you can deactivate users to bring you under the limit.
If you use Azure AD, you will need to manage your user groups through the Azure AD connector.
What Else?