You will need the Full Account permission to change your subscription's storage size or to set an organization's storage limit. If your account has more than one organization, changing the storage size also needs no campus or organization limit, and setting a limit needs that organization to be within your reach.
Media storage is the space your account uses for uploaded files, such as sermon files, document library files and files attached to records. Your subscription has one storage total. If your account has more than one organization, every organization shares that one total, and you can optionally set a ceiling for any organization.
One storage total for the whole account
You choose your subscription's media storage size in the subscription window: 5 GB (free), 250 GB, 500 GB or 1 TB. How do I activate or make changes to my subscription? shows where to change it.
Storage is not an add-on seat. Every organization draws from the same total, and nothing about storage is assigned per organization. How do add-on seats work? explains which add-ons are seats.
Sermon files now count on every account
Warning: Documents on a sermon's Sermon Files tab now count toward your media storage. This applies to every account, including one with a single organization. They did not count before Version 8, so your usage may have gone up. If your account was close to its storage size, uploads can be refused until you upgrade your storage or delete files you no longer need.
Limit an organization's storage
If your account has more than one organization, you can set a storage limit on any of them. A limit is a ceiling on how much that organization can use. It is optional, and no limit is the default.
Go to Settings & Tools (Cog icon in the tool-bar) > Your Organization > Account Settings and open the Organizations tab.
Edit the organization you want to limit.
Tick Limit this organization's storage and enter a whole number of GB.
Save.
Note: A limit is a ceiling, never a reservation. Limits do not have to add up to your subscription total, and an organization with no limit can keep uploading until the whole subscription is full.
Example: Riverside has a 250 GB subscription and limits Riverside Academy to 50 GB. That does not set aside 50 GB for the Academy. Riverside Community has no limit, so it can keep uploading until all 250 GB are used. If that happens, the Academy cannot upload anything either, even though it is still under its 50 GB limit.
Rules for setting a limit
The limit must be a whole number of GB, greater than 0.
It cannot be lower than what the organization already uses, rounded up to a whole GB. If you try, you see: [Organization] already uses [used] GB. Set a limit of at least [minimum] GB.
It cannot be higher than your subscription total. If the subscription later gets smaller, a limit that is now above the total stays in place.
An organization that already uses more than the whole subscription cannot be limited until the subscription grows or files are deleted.
An archived organization's limit cannot be changed.
Whatever the limits say, the subscription total always wins. An upload that would take everyone's combined use past your subscription is refused.
Files on records shared by several organizations
Nobody picks an organization for a file. A file counts toward the organizations on the record it is attached to:
A file on a record shared by several organizations counts toward each of their limits, and once toward the subscription.
If a record's organizations change, the file's usage moves with it.
The room for an upload is the smallest of these: the room left in the subscription, and the room left under each limit among the organizations on the record. In other words, the tightest limit decides.
Example: A sermon is shared by Riverside Community, which has 50 MB left under its limit, and Riverside Academy, which has 2 GB left. A 200 MB file is refused, because Riverside Community's limit is the tightest. It does not matter that the Academy and the subscription have plenty of room.
Where files count
Records set to All, records with no campus or organization, and records whose only organizations are archived - count toward the default organization.
Document library files - count toward the library's one organization.
Journal entry and transaction files - count toward their one organization.
Song arrangement key files - count toward the default organization.
An archived organization's files - fold into the default organization.
The sermon storage bar
When you upload to a sermon, the media storage bar shows one bar for that sermon, not a list of organizations. With more than one organization, it reads [used] GB used · [left] GB left, with one line under it naming what is holding the upload back:
[Organization] is limited to [limit] GB. - that organization's limit is the tightest, and the bar shows its use and room.
Shared with your other organizations ([total] GB in total). - no limit applies, and the bar shows the whole subscription.
[Organization] is limited to [limit] GB, but the subscription has [left] GB left. - an organization on the sermon has a limit with more room than the subscription has left.
An account with one organization keeps the plain [current] GB of [maximum] GB bar.
Messages you might see when an upload is refused
An organization's limit is full: [Organization] has [left] left under its [limit] GB storage limit, and this file is [size]. Raise or remove its limit under Account Settings > Organizations. When several limited organizations are short of room, the message names the one with the least room.
The subscription is full: Your subscription has [left] of media storage left, and this file is [size]. Upgrade your subscription to add more.
To fix either one, raise or remove the organization's limit, upgrade your storage, or delete files you no longer need.