Managing account usage limits

Introduction to Usage Limits

Each account on Coletum has specific usage limits, which vary according to the type of subscription plan. These limits apply to the following resources:

• Forms

• Submissions

• Storage

• Users

It is essential to understand and manage these limits to optimize the use of your account and avoid interruptions in your data collection processes.

You can track this information on the home screen (overview) of the Coletum web. This allows you to monitor the status of your limits in real-time, helping to avoid unwanted surprises.

In this article, we will understand how to manage each of the usage limits.

Managing the Forms Limit

When the forms limit is reached, it is necessary to manage the existing forms. Here are some strategies to optimize this usage:

1. Review current forms: Evaluate which forms are essential for your current operations and which can be deleted. To do this, access the main menu and go to the Forms section.

2. Export important data: Before deleting any form, export the data to ensure that important information is preserved > Article How to export my data?

3. Delete unnecessary forms: Identify forms that are no longer in use and delete them to free up space > Article How to delete a form?

Before deleting any entries or forms, it is highly recommended to export the data to ensure you have a backup. Deletion is permanent and cannot be undone.

After completing, you can return to the Overview to check the updated form usage.

Managing the Entry Limit

To free up space in the number of entries, there are two alternatives: manual deletion, removing the entries you want individually, or bulk deletion.

Before deleting any entries or forms, it is highly recommended to export the data to ensure you have a backup. Deletion is permanent and cannot be undone.

Alternative 1: Individual Deletion

• If there are only a few entries: You can manually delete each entry, one at a time. This will keep only the entries you need.

  1. Go to the Forms section: Access the area where all forms are listed.

  2. Identify and access the desired form: Find the form that contains the entries you want to delete.

  3. Delete entries: For each entry you want to delete, go to the right-hand menu Actions and select Delete.

Alternative 2: Bulk Deletion

• If there are many submissions: A faster option would be to duplicate the form to create a copy. Then, you can delete the original form, which will remove all submissions at once.

  1. Go to the Forms section: Access the area where all forms are listed.

  2. Identify and access the desired form: Find the form that contains the submissions you want to delete.

  3. Duplicate the form*: In the right-hand Actions menu, select Duplicate form.

  4. Edit and save the duplicated form*: Make any necessary adjustments to the duplicated form and save it.

  5. Delete the original form: Identify the original form again, go to the right-hand Actions menu, and select Delete form. This will delete all submissions associated with it.

*Note: Steps 3-4 are optional, suggested if you need to delete only the submissions while keeping the form template saved.

After completing, you can return to the Overview to check the updated usage of submissions.

Managing Storage Limits

When the storage limit is reached, it is necessary to reduce the use of forms or submissions. Since the number of submissions is usually higher and consumes more storage, this is generally the area to optimize.

To manage storage effectively:

1. Review current usage: Analyze which forms and submissions take up the most space.

2. Identify data for cleanup: Identify which data can be deleted.

3. Follow management procedures: Use the steps described above, in the forms or submissions section, to delete unnecessary data.

After completing, you can return to the Overview to check the updated storage usage.

Managing the User Limit

When reaching the user limit and needing to add more, you can consider the following options:

1. Review active users on the account: access the main menu > Team section and analyze the existing users.

2. Identify unused users: If you find any user that is no longer needed, you can proceed with their deletion.

3. Request an upgrade: If you need to increase the user limit, contact our sales team via chat. Click here if you have questions about our channels.

After completing, you can return to the Overview to check the updated user usage.

Other resources with limitations

In addition to the main resources mentioned above, there are others that also have limitations but are managed separately:

• Public Link: only accounts on the Starter plan (free version) do not have access to this feature. To learn more about public links, click here.

• API Web Service Requests: to learn more about integrating Coletum with other external tools, check out the article Integration via API.

Related keywords: management, limits, optimization, forms, monitoring, usage, storage, control, users, deletion, export, data, submissions, duplication, team, upgrade, backup, resources, collection, Coletum.

Do you have any other questions?

• Check out other articles in the Help Center.

• Contact our support team through the Support Channels.

We are here to help you make the most of Coletum!