Recently, I shared with you the process you follow to create a new shared folder in Windows Server 2012. During that process, you may see a screen that displays a list of the available quotas that you have at your disposal. In this post, I’m going to show you how to create your own quota templates. Quota templates make it easy for you to apply storage limits across many folders all at once. This article provides you with instructions on how to create quota templates.

To get started, from Server Manager, go to Tools | File Server Resource Manager (Figure A).
Figure A

Open the File Server Resource Manager (click images for larger versions)

Once you open the File Server Resource Manager, navigate to Quota Management and select the Quotas option to see what quotas you have already established on this server. In Figure B, you can see a quota that was established earlier.

Figure B

Quota management options

Now, select Quota Templates. Once you do so, you can see the quota templates that exist on this server.  In Figure C, you can see that there are a number of predefined default quota templates.

Note that there are two different kinds of templates from which to choose:

  • Hard. Once the user hits the defined limit, he can no longer store files.
  • Soft. The user can continue to store files. This is sometimes referred to as a “monitor.”

Figure C

A look at the existing quota templates

To create a new quota template, right-click Quota Templates and, from the shortcut menu, choose Create Quota Template.

Figure D

Create a new quota template

When the Create Quota Template window appears, you will see a screen much like the one shown in Figure E. On this screen, provide the requested information, including a name for the template, a description, the space limit, and the quota type. You will also notice that there is a Notification Thresholds section. There are a number of different actions you can take as users cross certain thresholds on their way to their quota limit.

Figure E

The quota template creation window

The most common action is to automatically send the user an email message or send a message to an administrator who can follow up with the user. In Figure F, you can see that you have the option to fully customize the message that the user or administrator receives.

Figure F

Configure email options for a threshold

You may want to copy or blind copy someone on messages from the system. Click the Additional Email Headers button to get the screen shown in Figure G.

Figure G

Configure additional email properties

You also have the option to write a warning to the server’s event log when a user crosses a particular threshold. You can see this in action in Figure H. Note that this event log warning would be written when the user hits 85% of his quota.

Figure H

Write an event to the event log

Or, you can choose to run a command or script. If you do so, you need to specify the command you want to run and choose the level of security necessary for the command to achieve your desired outcomes.

Figure I

Execute a command when a threshold is reached

Finally, you can choose instead to have a report generated and emailed to an administrator or offending user.

Figure J

Run a report when a threshold is reached

The end result in shown in Figure K and is an escalating series of notifications, beginning when the user hits 90% of the threshold.

Figure K

A completed quote template

When you’re done, you’ll see your new quota template now appears on the list. You can quickly create a new quota using this template by right-clicking it and choosing Create Quota From Template option (Figure L).

Figure L

Create a new quota using the template

In Figure M, note that you simply need to provide a path for the quota and click the Create button. It’s that easy!

Figure M