SurveyToGo: How to Manage Your Account Attachment Storage Space

Guide to managing account attachment storage space—view usage, archive attachments to free space, or purchase additional storage.

Aug 4, 2026
Knowledge

Title

Answer

How to Manage Your Account Attachment Storage Space

Overview

Every SurveyToGo organization is allocated 20 MB of storage space by default.

Attachments collected during fieldwork—such as photos, audio recordings, videos, and other files—consume your organization's available storage. SurveyToGo provides tools to help you monitor and manage storage usage so you can make the most efficient use of your available space.

Storage management features include:

Storage Usage Report – Monitor available storage and identify which customers and projects are consuming the most space.
Attachment Archiving – Archive result attachments to your local machine to free up storage on the SurveyToGo servers.

Option 1: Storage Usage Report

The Storage Usage Report provides an overview of your available storage space and helps you identify which customers and projects are using the most storage, making it easier to manage your organization's storage allocation.

To identify which customers/projects take up the most space:

Open the “Storage Usage Report”:
1. The report will display as below:

Report Sections

Free / Used space

This shows you the amount of free storage space that you can use to upload new attachments to your organization. Also this shows you the Maximum Size for a single attachment. If you need to have the maximum file size increased please contact the support team from the Lumivero Support Hub.

Complete vs. Incomplete Attachments

The Storage Usage Report shows both the number of attachments and the amount of storage used by complete and incomplete attachments.

The difference between these attachment types is:

Attachment Type	Description
Complete Attachment	An attachment that has been fully uploaded from the field and is available for viewing or downloading when reviewing the interview.
Incomplete Attachment	An attachment that is still in the process of being uploaded. SurveyToGo uploads attachments in small chunks, so until the upload is complete, the attachment is marked as In Progress and appears as an Incomplete Attachment.

Total Attachment Size by Customer

This section provides a color-coded overview of storage usage by customer, making it easy to identify which customers consume the most attachment storage.

The green bar represents the amount of storage used by each customer.
Expanding a customer displays its projects, where the blue bar represents the storage used by each individual project.

To view the attachments for a specific project, simply select the project in the tree. The associated attachments are displayed in the details pane, allowing you to identify the files contributing to the project's storage usage.

Attachments view

The attachments grid gives you a full list of all the attachments of a project. If you right click on an attachment you can do the following:

Action	Description
Go to project	Will open the project in the management tree and set the focus there so you can easily reach that project
Go to survey	Will open the survey in the management tree and set the focus there so you can easily reach that survey
Delete Attachments	This option will delete the attachment(s) selected and will give you back the space taken up by these attachments. It will not download a copy to your local computer but instead will just remove it from the datacenter. IMPORTANT NOTE: never use this option for attachments you still need!!

You can also use the Column Grouping feature to organize attachments into meaningful categories.

For example, drag the Type column into the Group By area to group the displayed attachments by their file type. This makes it easier to analyze storage usage and identify which types of attachments are consuming the most space.

Now the grid is grouped by the “Type”.
Right click on the group to “Collapse / Expand All”:

Option 2: Archiving Attachments

Archiving allows you to download all the attachments to your local system and then remove them from the datacenter to make up space for new attachments.

Archiving Steps

Open the “Result Attachment Usage Report”:
Select the relevant time range and click the “Show” button:
You will then have a detailed report about how much attachment storage space you have used over a particular time period.
Choose the month and click the “Archive Attachments” to archive and free up the attachments storage:
After choosing the the archive timeframe and file path, click the
Start button:
1. The attachment and an index file are now in the new location.
2. The index file contains details about the archived attachments:
  1. subject id
  2. question index
  3. name etc.

Create Links to Archived Attachments

If you need to provide customers with access to archived attachments, you can configure SurveyToGo to generate links that redirect to the files stored on your own file server.

After the links are created, you can export them as part of an aList or share them directly with your customers. When a link is selected, the user is redirected to the file location on the server you configured.

To configure attachment links:

Ensure that your file server is accessible over the internet so that your customers can access the files.
Note: We do not recommend using services such as Google Drive or Dropbox, as they do not preserve the original file names when files are moved, which prevents the links from working correctly.
Follow the attachment archiving procedure described earlier in this article.
During the archiving process, enable the Create Links option.
In the Link field, enter the URL of your file server and the folder containing the archived attachments. Replace <YOUR SERVER URL> with your actual server address.

Click Start and wait.
Once done, navigate to the folder where you archived the files.
Copy them to the destination on the file server you entered in the link.

Important: If your surveys collect attachments (such as Silent Recordings, photos, or other media files), we strongly recommend purchasing additional storage. The default 20 MB of storage can fill up quickly when working with attachments.

Keep in mind that only complete attachments can be archived. If your storage becomes full with incomplete attachments (attachments that are still being uploaded), you will not be able to archive them to free up space. This can prevent additional attachments from being uploaded until enough storage becomes available.

To avoid interruptions during fieldwork, ensure that sufficient storage is available before deploying surveys that capture attachments.

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