Organizations may need different levels of storage and application resources across departments, roles, and users. Storage & Apps Management allows administrators to distribute and adjust resources in a centralized way to manage storage and application resources across the organization as operational needs change.
Admins can view resource entitlements, allocate resources to supported organizational levels, transfer available resources between eligible levels, and monitor resource availability and consumption.
Note: Storage & Apps Management is available under Administration > Subscriptions. Available resources are based on the organization’s subscription entitlement.
It helps organizations to...
- Monitor allocated, used, and unused resources.
- Allocate additional resources to supported departments, roles, and users.
- Transfer available resources between supported organizational levels.
- Support teams that manage large volumes of documents, images, videos, and investigative records.
- Review resource movement through Transfer Transaction Logs.
Who Can Access Storage Management?
Access depends on the user’s license type and administrative permissions.
| License Type | Access |
|---|---|
| Super Admin | Can allocate and transfer resources across supported users, departments, roles, and the Organization pool. |
| Admin | Can allocate and transfer resources across supported users, departments, roles, and the Organization pool. |
| Admin Team | Can allocate and transfer resources for the assigned department, users within that department, and the Organization pool. |
| Supervisor | No access. |
| User Full | No access. |
| External Collaborator | No access. |
| Information Sharing User | No access. |
Note: When onboarded, each user receives a default allocation of 10 GB of OWL Data Storage.
Related OWL Features
| Feature | How It Works with Storage & Apps Management |
|---|---|
| Subscriptions & Usage | Determines the resources available for allocation and use. |
| OWLdocs | Uses storage resources for documents and other uploaded files. |
| OWLxtract | Uses allocated application resources for supported extraction activity. |
| OWLidentify | Uses allocated application resources for supported identification activity. |
| OWLtranslate | Uses allocated application resources for supported translation activity. |
| Departments and Roles | Resources can be allocated and managed at Department and Role levels. |
| Transfer Transaction Logs | Records resource-transfer activity for accountability. |
Storage Allocation Overview
The Storage Allocation Overview summarizes storage allocation and usage across the organization.
| Metric | Description |
|---|---|
| Total Storage Allocated | Total storage allocated across Organization, Department, Role, and User levels. |
| Unused Storage | Allocated storage that is currently available for use. |
| Used Storage | Storage currently in use at the User level. |
Resource Allocation Overview
- OWL Data Storage
- OWLxtract
- OWLidentify
- OWLtranslate
Displayed allocation details may vary by selected product and organizational level.
Storage Pools
OWL provides four storage pools:
Each pool represents an organizational level where resources can be allocated, managed, and transferred.
Organization Storage Pool
The Organization Storage Pool contains resources available at the organization level.
Admins can view available organization-level resources and transfer them to eligible:
- Departments
- Roles
- Users
Department Storage Pool
The Department Storage Pool contains resources allocated to individual departments.
Admins can:
- Transfer department-level resources to supported organizational levels.
- Search for a department using Search Department.
Department-level resources can be transferred to:
- Organization
- Department
- Role
- User
Note: Resources allocated to a Department remain separate from resources available in the Organization Storage Pool.
Role Storage Pool
The Role Storage Pool contains resources allocated to specific roles within the organization.
Admins can:
- Transfer role-level resources to supported organizational levels.
- Search for a role using Search Role.
Role-level resources can be transferred to:
- Organization
- Department
- Role
- User
User Storage Pool
The User Storage Pool contains resources allocated directly to individual users.
Admins can allocate additional resources to a user or transfer available user-level resources to supported Organization, Department, Role, or User targets.
Note: User-level resources remain separate from Organization, Department, and Role allocations.
Transfer Resources
Administrators can transfer available resources between supported Organization, Department, Role, and User levels.
- Open the applicable Storage Pool.
- Select Transfer.
- In the Transfer Allocation dialog, select the Transfer Asset Type.
- Review the Source and its Available Balance.
- Select the Target Type and Target.
- Enter the transfer amount in Quantity.
- Select Confirm Transfer.
After a successful transfer:
- The quantity is deducted from the Source.
- The quantity is added to the Target.
- The updated allocation appears in the applicable Storage Pools.
- The activity is recorded in Transfer Transaction Logs.
Note: Available target types and targets depend on the selected source, resource type, and supported transfer paths.
Resource Transfer Limits
| Resource | Minimum Transfer Amount |
|---|---|
| OWL Data Storage | 1 MB |
| OWLxtract | 1 page |
| OWLidentify | 1 number |
| OWLtranslate | 1 document |
Transfer Transaction Logs
Transfer Transaction Logs provide a record of resource transfers performed through Storage & Apps Management.
The logs show:
- Resource transferred
- Source
- Target
- Quantity transferred
- Transfer activity details
This helps administrators monitor resource distribution and maintain accountability across the organization.