Site Policies

Site Policies allow administrators to configure system-wide settings for media storage quotas and file upload limits. These policies help manage storage usage across the platform and ensure consistent upload restrictions for all users.

Overview

Site Policies provide:

• User Media Storage Quota: Set maximum storage allowed per user
• Site Upload Limit: Set maximum file size for all uploads
• Unlimited Options: Support for unlimited storage and upload sizes
• Quick Presets: Common values for quick configuration
• Custom Values: Precise control with custom byte values

Accessing Site Policies

There are two ways to access the Site Policies page:

Method 1: Via Admin Dashboard

1. Log in as an administrator
2. Navigate to Site Admin in the top navigation
3. Click on the “General” tab in the site administration menu
4. Scroll to the “Security” section
5. Click “Site security settings”
6. You’ll be taken to the Site Policies page at /admin/sitepolicies

Method 2: Direct Navigation

1. Log in as an administrator
2. Navigate directly to /admin/sitepolicies in your browser

User Media Storage Quota

The User Media Storage Total setting controls how much storage space each user can use for their media files.

Setting Storage Quota

1. Navigate to the Site Policies page
2. Find the “User Media Storage Total” section
3. Select a preset value from the dropdown, or choose “Custom…” to enter a specific value
4. Click “Save changes” to apply

Preset Options

Quick preset options include:

• Unlimited: No storage limit (null value)
• 100 MB: 100 megabytes per user
• 500 MB: 500 megabytes per user
• 1 GB: 1 gigabyte per user
• 5 GB: 5 gigabytes per user
• 10 GB: 10 gigabytes per user (default)
• 50 GB: 50 gigabytes per user
• 100 GB: 100 gigabytes per user
• Custom: Enter a specific value in bytes

Custom Values

To set a custom storage quota:

1. Select “Custom…” from the dropdown
2. Enter the value in bytes in the number input field
3. The system will display the formatted value (e.g., “10 GB”) when a preset is selected
4. Click “Save changes” to apply

Default Value

The default storage quota is 10 GB (10 * 1024 * 1024 * 1024 bytes) per user.

Unlimited Storage

To allow unlimited storage per user:

1. Select “Unlimited” from the dropdown
2. The value will be set to null
3. Users will see “Unlimited” in their Media Drive
4. Click “Save changes” to apply

Site Upload Limit

The Site Upload Limit setting controls the maximum file size allowed for all uploads across the platform.

Setting Upload Limit

1. Navigate to the Site Policies page
2. Find the “Site Upload Limit” section
3. Select a preset value from the dropdown, or choose “Custom…” to enter a specific value
4. Click “Save changes” to apply

Preset Options

Quick preset options include:

• Unlimited: No upload size limit (null value)
• 1 MB: 1 megabyte maximum
• 5 MB: 5 megabytes maximum
• 10 MB: 10 megabytes maximum
• 20 MB: 20 megabytes maximum (default)
• 50 MB: 50 megabytes maximum
• 100 MB: 100 megabytes maximum
• 500 MB: 500 megabytes maximum
• 1 GB: 1 gigabyte maximum
• Custom: Enter a specific value in bytes

Custom Values

To set a custom upload limit:

1. Select “Custom…” from the dropdown
2. Enter the value in bytes in the number input field
3. The system will display the formatted value (e.g., “20 MB”) when a preset is selected
4. Click “Save changes” to apply

Default Value

The default upload limit is 20 MB (20 * 1024 * 1024 bytes).

Unlimited Uploads

To allow unlimited upload sizes:

1. Select “Unlimited” from the dropdown
2. The value will be set to null
3. All file uploads will be allowed regardless of size
4. Click “Save changes” to apply

How Policies Are Applied

Storage Quota Enforcement

The storage quota is displayed to users in their Media Drive:

• Donut Chart: Shows used vs available storage when a limit is set
• Allowance Text: Displays the configured limit or “Unlimited”
• Real-Time Updates: Chart updates as users upload or delete files

The quota applies to all media files uploaded by a user, including:

• User avatars
• Assignment attachments
• Note images
• Course thumbnails
• Discussion attachments
• Any other media files

Upload Limit Enforcement

The upload limit is enforced at the point of upload across all routes:

• User Media Drive: File uploads respect the limit
• Assignment Submissions: File attachments respect the limit
• Note Images: Image uploads respect the limit
• Course Thumbnails: Thumbnail uploads respect the limit
• User Avatars: Avatar uploads respect the limit

When a file exceeds the limit:

1. The upload is rejected
2. An error message is displayed showing the maximum allowed size
3. The file size is formatted for readability (e.g., “File size exceeds maximum allowed size of 20 MB”)

Best Practices

Setting Storage Quotas

• Consider User Needs: Set quotas based on typical usage patterns
• Start Conservative: Begin with lower quotas and increase as needed
• Monitor Usage: Review storage usage reports to adjust quotas
• Account for Growth: Plan for increased usage over time
• Unlimited for Small Sites: Consider unlimited storage for small deployments

Setting Upload Limits

• Balance Usability and Storage: Set limits that allow necessary file types
• Consider File Types: Different content types may need different limits
• Network Considerations: Very large limits may cause timeout issues
• Security: Reasonable limits help prevent abuse
• Default Values: 20 MB is a good default for most use cases

Policy Management

• Document Changes: Keep records of policy changes
• Notify Users: Inform users when policies change
• Test Changes: Verify that policy changes work as expected
• Monitor Impact: Watch for issues after policy changes

Troubleshooting

Policies Not Applying

If policies don’t seem to be applying:

1. Verify you saved the changes (click “Save changes” button)
2. Refresh the page to see updated values
3. Check that you’re viewing the correct policy settings
4. Verify database connectivity
5. Check system logs for errors

Users Hitting Quota Limits

If users are hitting quota limits:

1. Review current storage usage in Admin Media Management
2. Consider increasing the quota if appropriate
3. Help users identify and delete unused files
4. Provide guidance on file optimization

Upload Errors

If users are getting upload errors:

1. Verify the upload limit is set appropriately
2. Check that file sizes are within the limit
3. Review error messages for specific issues
4. Test uploads with different file types and sizes

Unlimited Settings Not Working

If unlimited settings aren’t working:

1. Verify that “Unlimited” was selected and saved
2. Check that the value is null in the database
3. Refresh the page to see updated settings
4. Verify system globals are being fetched correctly

Related Features

• Media Management - Learn how users manage their media files
• Admin Media Management - View and manage all system media
• Maintenance Mode - Learn about other system-wide settings