Quota management concept for (user-created) Team folders

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Is your feature request related to a problem? Please describe.
Non-admin users can now create Team folders for an existing team, and the Teams app automatically creates team folders when a team is created.

In both cases, administrators need to have a degree of control as quota could be used up quickly. The typical use case is a large organization on a paid SaaS instance where there is a cost-per-gigabyte. Admins would want to assign quota's to departments, and let them figure out what to do in the department.

The easiest way to manage this for admins would be through groups. These can be managed in the IDP (like LDAP or MS Entra) in their daily workflows. Here is a proposal.

Storage handling

Principle

We have a default max quota that can be based on group membership; and a total limit of the storage for all team folders in a certain group, acting as a shared storage pool.

The first quota is just relevant at creation and basically introduces rate limiting while allowing over-provisioning.

The second, total limit, requires maintaining a link between the initial group and the Team.

It can be done in two ways:

• Check on team (folder) creation and quota changes. That way, the total group quota works as a shared storage reservation. Technically easiest.
• Act based on real-time storage usage: allow creating unlimited folders with quota, but when a group exceeds their total allotted storage, block upload.

Admin options

The admin can configure the group quotas in the admin section of the Teams app, in a table:

group	default quota	total storage
marketing	2gb	1tb
sales	10gb	500gb
engineering	5gb	2tb

The total storage controls the pool for the group. The default quota is the max quota on individual Teamfolder.

You might want some people to assign a higher default quota... For this, we allow being in more than one group:

group	default quota	total storage
marketing	2gb	1tb
sales	10gb	500gb
engineering	5gb	2tb
team leads	20gb	-
VP	10 gb	1tb

The logic for the default quota picks the highest number, allowing the admin to reduce the 'rate limiting' on specific people.

If you are in multiple groups, as said at the start, you can pick the group the team belongs to. That allows also control over total storage.

Managing quota

1. Admins can see all team folders and manage quota. Total storage pool is managed at group level.
2. When the team folder hits a quota limit, the team managers can request more.
3. When a group hits 90% usage of total quota, we should warn admins. Members of the group won't be able to create new team folders anymore.
4. If no groups have quota or total storage assigned, your team folder can be whatever quota you want. This is simple and does not require any setup for private users and small organizations that don't really need to care.
5. The team page should show, at least to team managers, their quota, group, and their pool usage.
6. If for some reason a team folder has exceeded quota, you can't upload anything anymore. I think that's how we do it now, too, just wanted to be explicit.

If we opt for real-time quota, implications:

• when storage runs out, all teams are blocked uploading files, no matter their quota. Thus warning in advance becomes very important.
• It should be possible to move a teamfolder to a different group. By admin, or by team member that is in a different group.
  • scenario: team member makes team. 1gb quota. Adds team lead and makes them admin. Team lead is part of group with higher quota. Team lead moves the Team to their own group, increasing quota and changing the 'pool' used to control max usage.
• 4 above means - if a team has no group assigned, it has unlimited quota. So removing a group from the system means all its teams get unlimited quota -> see: reassign the teams to another group. We should order team folders by group, so these are easy to spot.

The issue names no implementation files, tests, or entry points. First clarify whether quota enforcement is reservation-based or real-time, then map the Teams admin section, team page, group membership, and upload handling before defining the scope. Done means the quota model, group assignment rules, admin controls, warnings, and enforcement behavior are agreed and specified.