Hello everyone,
Our organization is using the KoboToolbox free plan, and one of our projects that includes file uploads has reached the 1 GB storage limit. Since then, we’ve noticed that KoboCollect shows more forms as Sent than the number of submissions visible on the server.
I’m trying to understand how a form can be marked as sent on the mobile device if it never reaches the server. Is this expected behavior after the storage limit is reached, or could the lower submission count simply be a display issue?
Also, if we download our existing data and delete some records to free up storage, will those missing submissions become available again, or are they permanently lost?
I’d appreciate any clarification or experiences from others who have encountered a similar situation. Thank you.
Hi @franklwambo21,
If you’re running into the storage limit, the safest first step is to download your existing data and store it somewhere else so you can refer back to it later. You can check your current usage under ACCOUNT SETTINGS → Usage to see which projects are taking up the most space.
If KoboCollect on the device still shows your submissions under Ready to send or Sent, then the data is still recoverable directly from the device. In that case, enumerators can resubmit manually once you’ve freed up space, or extract the records depending on your workflow.
You can retrieve this file directly from the Android device encountering the problem by navigating to:
Internal Storage > Android > data > org.koboc.collect.android > files > projects > [Project ID] > instances > [FormName_Date_Time]
If upgrading is an option, it’s worth considering especially for projects that rely heavily on file uploads since additional storage helps avoid these interruptions.
Best
