Content Lifecycle - Manage disk space and quotas

Breeze allows users to upload content of various types for usage as stand-alone content, embedded within courses or curriculum, as well as for use within meetings and archives. Customers who have chosen to deploy Breeze on Adobe's Hosted Services are provided with a disk space allocation to accommodate their usage of the system. Customer's disk space quotas dictate how much content can be uploaded and accessed on the Breeze Hosted Service, and in some cases, customer's may exceed their quota limits and be asked to either purchase additional capacity, or reduce their content usage to be in-line with their purchased quota.

This document will provide end-users and administrators with an overview of the content lifecycle within Breeze, and how to effectively manage this content when quotas are reached. If you wish to learn more about content permissions and management, please see the Breeze Manager User Guide documentation available in the Breeze Support Center.

Breeze Content Usage and Distribution Explained

There are several entry-points within Breeze where users can contribute content. These include file uploads through the Breeze Manager, through Breeze Presenter, and through Breeze Meeting or Events. This content is managed in different ways depending on the use cases involved with this content. This is explained in the following use cases:

• Viewed as stand-alone content: When content is uploaded to the server (Powerpoint presentations, images, Flash content, etc.), and viewed individually through its assigned URL, there is one copy of the content stored on the server. Deleting this content removes it from the system, and reduces the disk space quota associated with the account.
• Content used in Course: When content is used for Training (as a course or within a curriculum), a reference to the content source is made.
  • In the event the source content is versioned, a copy of the original content source is made to be used in conjunction with the training. This ensures no changes are made to an active course or curriculum inadvertently while revising content.
  • In the event that the source content is deleted, a copy of the source content is made to ensure the course or curriculum can continue to function correctly.
• Content used in a Curriculum: Content used in a curriculum is included as a reference link to the source content. No copy of the source content is made.
• Content used in Meeting: There are several methods in which content can be introduced into a meeting room. These include:
  • Display of content from the content library: Content can be displayed in a meeting room by selecting it from the content library. In this use-case, the content is simply referenced and loaded into the meeting room. Should the source content be deleted, a copy will be made to continue to be used in the meeting room.
  • Display of content uploaded within the meeting room: Users have the ability to upload content from within the meeting room. This content is added to the meeting's content store, and can be managed directly from the meeting management tools. This content includes files uploaded to the "file share pod."
• Content used in Meeting Archives/Recordings: Anytime a meeting archive is produced, the system will make copies of the underlying content displayed in the meeting, to ensure proper playback over time, regardless of whether or not the content exists in the content library at a later time.

Best Practices in Effectively Managing Disk Space Quota

As described above, simply deleting a source content file within a content directory does not always remove all copies of the piece of content within the system. The following workflow describes the recommended way to remove content from the system to assist with the management of your account and disk space quota.

Removing content from Breeze:

Removing content from Breeze Meeting:

There are two methods for removing content from a Breeze Meeting. The first is to view the meeting's detail page, select "uploaded content" from the user interface, and then select and delete the content contained within the meeting you wish to remove. The second method is to simply delete the meeting itself. Upon deletion of the meeting, any content contained within the meeting will also be deleted from the system.

Removing content from Breeze Meeting archives:

Archives cannot be edited after they are recorded. The only way to remove a piece of content within an archive is to delete the entire archive.