Organizations

Contents

• Overview
• Modify Organization
  • Managing E-mail Disk Quota
  • What Happens When the E-mail Disk Quota is Consumed?
  • What Happens When the Web Site Disk Quota is Consumed?
  • How Do Account Holders Know Their Quota and Usage Values?
• Reports
  • Disk Quota Report

The Organizations tab allows you to manage your organization settings and generate a disk quota report. This tab is available to administrators. It works like the Groups tab--click the tab, select an organization from the list, and then click a task such as Modify or Disk Quota Report.

To view and modify your organization's settings, select your organization in the Organization list and click Modify. kinetic Manager displays the following settings:

• Total Disk Quota

  This is the total disk space available for your organization according to your tier of service with MOREnet. If your e-mail and web site(s) are hosted with MOREnet's kinetic service, this is the maximum disk space that your organization's e-mail accounts and web site(s) may consume. If you do not have a web site hosted by kinetic, this is the total disk space available for e-mail accounts.

  Note: If your organization's tier of service has an unlimited disk quota, this setting displays Unlimited.

  You may assign disk quotas for e-mail and your web site(s) using the E-mail Disk Quota and the Web Site settings described below. You may choose to leave a portion of the total disk quota unallocated by setting the quota values for web site(s) and e-mail to values with a sum less than the total. This will, effectively, provide a reserve amount that you can allocate later and may assist you in managing growing disk space needs without upgrading your tier of service.

  

  To modify your total disk quota, please contact MOREnet to change your tier of service.

• Web Site(s) Disk Quota Total

  This is the amount of disk space that you've reserved for your organization's web site(s) hosted by kinetic. It is the sum of the quota value you've specified for each site in the Web Sites list. The disk quota is used as your web publishers add content to your site. The E-mail Disk Quota value plus the Web Site(s) Disk Quota Total cannot exceed the Total Disk Quota value. kinetic Manager displays an error if you attempt to do this. kinetic Manager uses 1024 KB per MB and 1024 MB per GB.

  Important: When the size of your site content reaches or exceeds the Web Site Disk Quota value, web publishers receive a 'quota exceeded' FTP error when they attempt to publish additional content. This will occur until they reduce the disk space used by your site to an amount below this setting. When the quota is exceeded while updating the site, the last file uploaded will be truncated by the file system since additional information cannot be written to the file system once the quota is exceeded.

  For more information about how this setting works with the E-mail Disk Quota setting, review Managing E-mail Disk Quota and What Happens When E-mail Disk Quota is Consumed?.

• E-mail Disk Quota

  This is the amount of disk space you've reserved for e-mail. The disk quotas that you specify for individual accounts (using the Modify Account and Add Account tasks under the Accounts tab) are a subset of this amount. The sum of the disk quota values for individual accounts may not exceed this value. kinetic Manager will not allow you to assign more disk quota to individual accounts than you've specified in this setting. This value must be a positive integer. kinetic Manager uses 1024 KB per MB and 1024 MB per GB. If you attempt to save your organization settings when this value and the Web Site(s) Disk Quota Total value exceeds the Total Disk Quota, kinetic Manager displays an error and prevents you from saving the settings.

  For more information about this setting, review Managing E-mail Disk Quota and What Happens When E-mail Disk Quota is Consumed?.

• Unallocated Disk Quota

  This is the amount of your organization's Total Disk Quota that is not allocated to E-mail Disk Quota and your web site(s). This value is updated after you save new settings.

Managing E-mail Disk Quota

To manage your organization's use of disk quotas for e-mail, first you must modify your organization's settings and specify the E-mail Disk Quota setting as described above. Afterward, complete the following tasks to allocate the disk quota to the accounts in your organization and save the default disk quota values for groups:

1. Use the Modify Group task in the Groups tab to specify the default disk quotas for groups in your organization. After you specify the group value, it will be used as the disk quota value for new accounts that you create in the group. You can also apply the value to existing accounts in the group at the same time by selecting the Apply to Existing Accounts in This Group. For more information, see Modifying a Group.
2. Use the Modify task in the Accounts tab to specify how much disk quota may be used by an individual account. For more information, see Modify Account.

Important: Your organization's E-mail Disk Quota is a pool of disk space that administrators may assign to accounts. As you assign disk quota values to accounts, the amounts are removed from the available pool of disk space and reserved for those accounts. For example, if your organization has 150 MB of disk quota allocated for e-mail, and you assign 15 MB of disk quota to ten accounts, your e-mail disk quota is consumed (even if the accounts are currently using zero MB of disk space).

After you allocate disk quotas to accounts, account holders are responsible for managing their usage and not exceeding their disk quotas. When an account's usage exceeds its Disk Quota setting, a two-week (14 day) grace period countdown begins for the account. During the grace period, e-mail delivery is not affected even though the account holder is exceeding the specified disk quota. However, if the account's usage is not decreased to a value below its quota within the two week grace period, e-mail delivery begins to bounce. Delivery automatically resumes and the grace period is removed when the mailbox size is decreased to a value below its quota. In an emergency, you may modify the account and use the Extend Grace Period by 14 Days check box to extend its grace period. Please do not abuse this feature.

What Happens When the E-mail Disk Quota is Consumed?

The following actions occur automatically when you allocate all of your E-mail Disk Quota to accounts in your organization:

• Administrators cannot create new accounts since this will consume additional disk quota than what is available.
• Administrators may not increase an individual account's disk quota since this would reserve more disk quota for e-mail that what is available.
• Administrators may not restore an account since doing so would consume more disk quota that what is available.

To remedy this situation, consider the following options:

• If you have unallocated disk quota, use it to increase the E-mail Disk Quota setting.
• Contact MOREnet to increase your tier of service and then increase the E-mail Disk Quota value.
• Review the Disk Quota Report for account usage and their disk quota settings. Consider modifying accounts to decrease their Disk Quota settings if they do not use the space that you've set aside for them. By doing this, you make the space available for new accounts and existing accounts that need more space.
• Review the disk usage of your web site. If you've set aside more space than what is needed, consider modifying your organization to decrease the Web Site Disk Quota setting and increase the E-mail Disk Quota setting.

What Happens When the a Web Site's Disk Quota is Consumed?

You may set a quota for each of your organization's web sites. To specify a quota for a web site, select the site in the list and click Modify Site Quota.

When the disk quota is consumed by a web site content, web publishers receive a 'quota exceeded' FTP error and can no longer publish content to that site. This error continues until you decrease the size of your site below the quota setting. If you are unsure of your web site disk space usage, review the review the Disk Quota Report in kinetic Manager. The monthly kinetic Service Statistics for your organization also display site usage.

If you run out of disk quota, consider these options:

• If you have unallocated disk quota, use it to increase the quota setting for your site.
• Contact MOREnet to increase your tier of service and then increase the quota setting for you site.
• Review your web site(s) and remove unnecessary files.

How Do Account Holders Know Their Quota and Usage Values?

Account holders are notified about quotas and usage in the following ways:

• The mailbox status area of kinetic Manager's My Account tab displays quota information.
• kinetic Webmail displays quota usage below the folder list.
• kinetic Manager sends an e-mail once a day to any account holder with 95% or greater usage. This e-mail contains the account quota and usage. If the account's usage has exceeded its quota, grace period information is also provided in the e-mail message.

Select an organization from the list and click Reports to access the reports for the organization.

• The Usage Reports area has a link to usage reports for your organization. Click the link to open a new window and view the reports. Do not bookmark the link since the location of your reports changes regularly.
• The disk quota report settings are described below.

When prompted, select a Disk Quota Usage Threshold value to limit the display of accounts to those that meet or exceed the usage you select. Select to order the report by Percent Used or Groups and then click Continue to generate the report with the following information:

• Organization: This section displays the organization settings. Modify these with the Modify Organization task in the Organization tab.
• Accounts: This section displays the accounts that meet or exceed the usage threshold you selected. If you selected to order the accounts by Groups, accounts are shown below their parent group name and sorted by e-mail address. If you selected to order the accounts by Percent Used, accounts are sorted from the highest to lowest percentage of disk quota used as shown in the '%' column. Accounts that have exceeded their quota and started the two week grace period countdown have a value in the 'Grace Period' column--this is the amount of time remaining before the account's e-mail bounces unless disk space usage is decreased to a value below its quota. To adjust the quota values, use the Modify Account task in the Accounts tab.
  

  Note: A quota value is often shown with two decimal places. This varies slightly from the exact disk quota shown when you modify an account due to the order of magnitude differences in units of KB, MB, and GB. For example, you may specify a 1090 KB disk quota when you modify an account and this is displayed as 1.06 MB in the disk quota report. The 'used' quota varies in the same way when shown in the report and compared to the value displayed with the View Account task under the Accounts tab.

• Groups: This section displays the default disk quota values for each group in your organization. These values represent the default disk quota for new accounts created in those groups. Use the Modify Group task in the Groups tab to change these values.
• Web Sites: This section displays the disk quota values and usage for each of your organization's web sites.