Email Quota Notifications

OpenSRS sends two types of quota notifications: a monthly reseller report listing users near or over their mailbox storage limit, and an automatic warning sent directly to end users when their mailbox passes 90% full. This guide explains both, how to enable or disable them, and where to control the sending address.

How quota notifications work

The reseller report helps you monitor accounts proactively so users do not hit their limit and start bouncing inbound mail. The end-user warning gives mailbox owners time to delete messages or request a quota increase before they stop receiving email. Both notifications are managed in the Mail Administration Console (MAC) under your company settings.

Before you begin

• Confirm you can sign in to the MAC with a company- or super-admin role.
• Decide which addresses should receive the monthly reseller quota report. You can list up to 100 addresses separated by commas.
• If you need to change the sending address used for end-user warning messages, identify the address you want to appear in the From and Reply-To fields.

Reseller monthly quota report

OpenSRS sends the reseller quota report on the first day of each month from postmaster@opensrs.com. The report lists every user in your company at or above 80% of their mailbox quota, along with each user's percentage used. The subject line starts with the number of users on the list — for example, 4 email users at or near storage limit. Clicking any address in the list opens a pre-populated message to that user with the default subject You have reached/exceeded your storage limit.

By default, the report goes to the email technical contact address on file. If no technical contact exists, OpenSRS uses the business email address. If neither is set, the report has no destination and will not send.

Disable the reseller quota report

1. Sign in to the MAC interface.
2. Select your company name in the left navigation bar.
3. On the Settings tab, locate the Basic settings section and find the Reseller quota report field.
4. Delete all addresses listed in the field.
5. Click Update at the bottom of the page.

Enable the reseller quota report

1. Sign in to the MAC interface.
2. Select your company name in the left navigation bar.
3. On the Settings tab, locate the Basic settings section and find the Reseller quota report field.
4. Enter up to 100 destination addresses separated by commas.
5. Click Update at the bottom of the page.

End-user quota warning messages

The hosted email platform automatically drops a warning message into a mailbox when its capacity reaches 90%. This warning is enabled by default for every account.

Disable end-user quota warnings

To turn off warnings for all mailboxes in the company, open the company Settings tab in the MAC, find the Disable user quota warning email dropdown under Basic settings, change the value, and click Save.

Change the sending address for warnings

To customize the From and Reply-To address used by the warning message, sign in to the MAC, open the company Basic settings section on the Basic tab, update the User quota from address, and click Save.

Next steps

• Confirm your reseller report destination. Verify the technical or business contact address is current, or list one or more explicit recipients to ensure the monthly report arrives.
• Review users at 80% or above. Reach out to those users to clean up storage or open a request to raise their mailbox quota. See Updating Max Quota for Email.
• Customize the user warning sender. If you white-label email, set the User quota from address to a domain your end users recognize.

Questions? Contact OpenSRS Support.