Database Size (V4 Sites)

Subscription Level Determines Amount of Database Storage

Your ShareVision site requires a database to store the documents, images, list data and web pages. The amount of database storage included in your ShareVision subscription depends upon your  subscription level: 

• 5 GB of storage is included in ShareVision subscriptions
  
• 10 GB of storage is included in ShareVision Plus subscriptions
  

Overage Fees

If the size of the database for your ShareVision site exceeds the amount of storage included with your subscription, overage fees will be automatically added to your annual renewal invoice.

For every 5 GB or part thereof over the storage included in your subscription, an additional $300 plus applicable taxes will be billed annually.

ShareVision Subscription Overage Fees Example

ShareVision Plus Subscription Overage Fees Example

Determining Your Subscription Level

If you have a V4 site that was not upgraded from an earlier version, the subscription level is displayed in the lower right corner of the login page on your V4 ShareVision site. 

• For ShareVision subscriptions, (V4) will be displayed after the version and release number: 
• For ShareVision Plus subscriptions, (V4+) will be displayed after the version and release number: 

Helpful Links

Document Libraries and List Attachments

The links below provide you with tools to help you determine what is taking up most of the space in your database along with tools to help you remove documents, images and data from your site. Reviewing the size of document libraries and list attachments is recommended as a first step when looking at the size of your database, as uploaded documents and/or images will use more space than list data. List data, which is information entered on forms on your ShareVision site, is typically small, as in KB (kilobytes), while documents and images can easily be MB (megabytes), and sometimes GB (gigabytes).

• Adding a Network Location on your Computer: The easiest way to determine the size of the document libraries and list attachments on your site is to add a network location in Windows Explorer. This will allow you to view your ShareVision site in a folder structure. 
• Viewing the Properties of a Document Library and List Attachments: After you have added a network location to Windows Explorer, you can check the properties which includes the number of folders and files, and the size of the document library or list attachment folder. This will help you identify where most of the storage is being used on your site. 
  
  
• Disabling or Enabling List Attachments

Document Libraries - Link to a Document Feature

Instead of uploading documents into ShareVision, you can set up your document libraries to link to documents that have been saved to an online drive such as Google Drive, OneDrive or a document library on SharePoint site. 

Sharing Videos: Best Practices

Videos should never be uploaded to your ShareVision site. Not only will videos use up a lot of space in your database as they are large files, when a video is played it will impact the speed of your site and the other sites that are hosted on the same server. Our servers are not designed to stream videos and we recommend uploading videos like Youtube or Vimeo, etc.

If you have a video you would like to make available to your users on your site, you can add a HTML PagePart to a page and then embed a video in that page part. Alternatively, you can provide links to videos that have been uploaded to other sites by using a list of links on your ShareVision site.

Exporting List Data

If you have been using ShareVision for a long time (many years), you may find that there are individuals that you are no longer caring for and that you no longer need on your ShareVision site. Each individual will often have data in many lists along with documents and images that have been uploaded. You may also have find other lists that have 10's of thousands or 100's of thousands of items. This section will provide you with links to knowledge base articles that will help you to archive list data on your site and then export it to Excel. 

• Individual Data Exporting: This tool conveniently compiles all data and files of an Individual into a spreadsheet of data or in a PDF document and zip file of documents. 
  
  
• Archiving List Data: You can also archive list data. When exporting list data, you select which items should be archived based on a date field and you can select to delete the items that have been archived from the list. Once the items have been archived from the list, they be exported to Excel and then the Archived List can be deleted from your site. 
  
  

Version History

When Version History is enabled on a list or library on your ShareVision site, you can store, view, and restore previous versions of items in a list and documents in a document library. While this is a nice feature, it requires additional storage space in your database. For any list or document library with version history enabled, we recommend:

• Only using this feature for lists or document libraries where being able to view a previous version and/or restore it is required
• Setting a limit to the number of versions that are retained because when a version is saved, the full record (item or document) is saved for each version

Frequently Asked Questions

• How can we find out the current size of our database? 
  • Database sizes are reviewed at your Annual ShareVision Renewal Check In Meeting. Our Customer Success Team reaches out to each customer annually to schedule a quick check in meeting.
  • You can send an email to: customersuccess@sharevision.ca to request it.
  • If the database size is larger than the amount of storage included with your subscription level, the size will be included on your annual renewal invoice along with the applicable overage fees. 

• What takes up the most space in the database? 
  • Documents and images use the most space in databases. Documents and/or images can be uploaded to Document and/or Picture Libraries and attached to list items if List Attachments are enabled on lists. Images pasted in announcements and in HTML PageParts will also use more space. 

• If our annual renewal invoice includes overage fees and we work to reduce the size of our database, will we still need to pay the fees?
  • Yes, the fees cover the size of the database which has been in use over the past year. If you reduce the database size prior to next year's renewal, the overage fees can either be reduced or eliminated on the next renewal invoice. 
    
    
• Does ShareVision provide any assistance with reducing the database size on our ShareVision site? 
  • In addition to the links to the knowledge base articles listed in the Helpful Links section above, our Product Expert and/or Dev Teams can also assist you with reducing the database size. As a friendly reminder, working with the Product Expert and Dev Teams is billable. Please consult the ShareVision Product Expert Team section of the Getting Help with Your ShareVision Site knowledge base article for more information.

See Also