Overuse Alerts

Overview

Customers subscribe to Mithi products and services using one of the Payment Agreements. The payment agreements are Contract, PPU-Prepaid and PPU-Postpaid.

Under the PPU-Prepaid and Contract agreements, the customers pays in advance depending on estimated annual usage of the Mithi Services. 

These estimates are based on various inputs, such as number of users availing the service, storage requirements, data transfer requirements etc.

A customer is said to "over-use" a service if the actual usage of service goes beyond the estimated quantities.

Starting Jul 2025, customers whose usage is nearing the estimated quantity or has crossed the estimated quantities, will start receiving over-use alerts via email. These alerts will also be visible in the Mithi Customer Account under the Billing section.

With the help of these alerts, customers can take corrective actions to get their usage under the estimated values or reach out to the Mithi Sales team for additional purchases. 

The over-use alerts will be applicable for customers as follows:

Vaultastic Active Store Overuse

The usage on the Vaultastic Active Store may exceed the estimated amounts in the following scenarios:

1. Missing or Incorrect Automatic Storage Management Configuration:
   The storage estimate was based on the assumption that emails would automatically move to either the Open or Deep Store after a few months. If this configuration is missing for some or all of your domains, or if the configured number of months is greater than the estimate, your usage may exceed expectations. Please review the settings here.

2. Excessive Data Uploaded via Journaling/Forwarding:
   If the data uploaded via journaling or forwarding from the primary server involves more users than initially estimated, this could result in higher usage. Verify the configuration on your primary server. Are you journaling for all users, or just a limited set? Is the number of users the same as the original estimate?

3. Excessive Data Uploaded Using LegacyFlo:
   Have you uploaded any data from mailboxes directly to vaults on the Active Store? If this was not part of your initial estimate, it could cause additional usage.

4. Data Activated for Search:
   If you have activated data from the Open or Deep Store and granted access to end users or auditors, ensure that this data is still necessary. Remove any data that is no longer required.

5. Above-Average Annual Usage Per User:
   The storage estimate assumes that the average mailbox grows by a certain amount per year per user (please check proposal). If your users' data grows faster than this, the estimate may fall short. You can calculate your current usage for this month using the Vaultastic dashboard or the primary server to verify if this applies.

6. Updated Requirements or Extra Data to Move:
   If your requirements have changed (e.g., reducing the data retention period from 6 months to 3 months during renewal), ensure your configuration is updated accordingly. You may need to manually move and delete older data to reflect the new settings.

Next Steps:

1. Correct Configuration:
   If your automation settings are incorrect, please adjust them and move data to the Open or Deep Store as needed. If you require assistance, our support team is available to help. Simply raise a ticket through the helpdesk.

2. Delete Unwanted Data:
   Delete any data in vaults that was activated for discovery but is no longer required.

3. Excess Usage Beyond Estimate:
   If your configurations are correct but the usage still exceeds the estimate, please contact our Sales team to discuss purchasing additional storage for the Active Store.

Vaultastic Open Store Overuse

The usage on the Open Store may exceed the estimated amounts in the following scenarios:

1. Incorrect Automatic Storage Management Configuration
   Is the storage automation configured to automatically move data from the Active Store to the Open Store instead of Deep for any or all of your domains? Was the initial estimate done using Domain Wise data file creation and you have, changed the configuration to Vault wise data file creation?

2. Excessive Data Uploaded Using LegacyFlo:
   Have you uploaded data from sources or data types which were not included as part of the initial estimate?

3. Data Activated for Search:
   If you have activated data from the Deep Store, ensure that this data is still necessary. Remove any data that is no longer required.

4. Above-Average Annual Usage Per User:
   The storage estimate assumes that the average drive data grows by a certain amount per year per user (please check proposal). If your users' data grows faster than this, the estimate may fall short. You can calculate your current usage for this month using the Vaultastic dashboard or the primary server to verify if this applies.

5. Updated Requirements or Extra Data to Move:
   If your requirements have changed (e.g., moving all data to deep), ensure that the movement is done.

Next Steps:

1. Correct Configuration:
   If your automation settings are incorrect, please adjust them and move data to the Deep Store as needed. 

2. Dowload/Copy and Delete Unwanted Data:
   Using LegacyFlo you can copy data from the Open Store to your own private store on AWS / Azure or Google Cloud storage. Or you can download the data. Once that is done, you can delete it from the Open Store.

3. Excess Usage Beyond Estimate:
   If your configurations are correct but the usage still exceeds the estimate, please contact our Sales team to discuss purchasing additional storage for the Open Store.

Vaultastic Deep Store Overuse

The usage on the Vaultastic Deep Store may exceed the estimated amounts in the following scenarios:

1. Incorrect Automatic Storage Management Configuration:
   Was the initial estimate done using Domain Wise data file creation and you have, changed the configuration to Vault wise data file creation? If yes, this will impact data usage on the Deep Store.

2. Excessive Data Uploaded Using LegacyFlo:
   Have you uploaded data from sources or data types which were not included as part of the initial estimate?

3. Above-Average Annual Usage Per User:
   The storage estimate assumes that the average drive data grows by a certain amount per year per user (please check proposal). If your users' data grows faster than this, the estimate may fall short. You can calculate your current usage for this month using the Vaultastic dashboard or the primary server to verify if this applies.

4. Updated Requirements or Extra Data to Move:
   If your requirements have changed (e.g., moving all data to a private store), ensure that the movement is done.

Next Steps:

1. Correct Configuration:
   If your automation settings are incorrect, please adjust them and move data to the Deep Store as needed. 

2. Download/Copy and Delete Unwanted Data:
   Using LegacyFlo you can copy data from the Deep Store to your own private store on AWS / Azure or Google Cloud storage. Or you can download the data. Once that is done, you can delete it from the Deep Store.

3. Excess Usage Beyond Estimate:
   If your configurations are correct but the usage still exceeds the estimate, please contact our Sales team to discuss purchasing additional storage for the Deep Store.

Vaultastic User Access Overuse

The usage on the Vaultastic User  Access may exceed the estimated amounts in the following scenarios:

1. Excess admin accounts with access 
   If you have multiple Vaultastic domains, then the access for the postmaster account of each will be available by default. Remove access for all but the primary Vaultastic domain used for login by the admins.

2. End user / auditor Access Activated for Search:
   If you have given temporary access to end users or auditors for data on the Active Store, ensure that the access is still necessary. Remove access if not required.

Next Steps:

1. Correct Configuration:
   Review access given and remove un-necessary access.

2. Excess Usage Beyond Estimate:
   If your configurations are correct but the usage still exceeds the estimate, please contact our Sales team to discuss purchasing additional access licenses.

SkyConnect Client Access License Overuse

The usage on the SkyConnect User  Access may exceed the estimated amounts in the following scenarios:

1. Un-deleted ex-employee ids 
   If you have un-used ids, this will impact the CAL licenses

2. Unwanted domains
   If you have unwanted domains with users, this will impact the CAL license

3. Common ids
   Common ids added to the CAL license. Consider setting them as aliases or converting to group ids.

Next Steps:

1. Remove unwanted ids or domains:
   Review unwanted ids and convert common ids to aliases or group ids.

2. Excess Usage Beyond Estimate:
   If usage still exceeds the estimate, please contact our Sales team to discuss purchasing additional access licenses.

SkyConnect Cumulative Storage Overuse

The usage on the SkyConnect Cumulative Storage may exceed the estimated amounts in the following scenarios:

1. Extra users 
   If you have un-used ids, this will impact the cumulative storage used

2. No quota or retention applied for users
   If you have not applied any quota or set retention to automatically delete older mail, then user's mailboxes will grow adding to the overall cumulative storage usage.
   
   

Next Steps:

1. Remove unwanted ids or domains:
   Review unwanted ids and convert common ids to aliases or group ids.

2. Apply quota or retention
   Apply quota or retention for mailboxes.

3. Excess Usage Beyond Estimate:
   If usage still exceeds the estimate, please contact our Sales team to discuss purchasing additional access licenses.

LegacyFlo Overuse

The LegacyFlo usage may exceed the estimated quantities in the following cases

1. Total data uploaded to Vaultastic is more than the initial estimates 
   If the total data uploaded using LegacyFlo is more than the initial estimate, then the data processed by jobs in LF-IMPORT category may be in excess.
2. Total data extracted/exported from Vaultastic is more than the initial estimates
   Often, only about 2% of the total data uploaded to Vaultastic is used to get the estimate for LF-EXPORT quantity. If the actual data exported is more, it will over-shoot the estimates.
3. Total data migrated from Active toOpen/Deep is more than the estimate
   If the data uploaded to the Active Store is more than the estimate and automation for storage management is configured, then more data has to be processed and moved to the Open/Deep Store
4. Total data activated from Open/Deep to Open/Active is more than the estimate
   More than the estimated amount of data is activated by moving to a store with faster or more granular data access.

Next Steps:

1. Excess Usage Beyond Estimate:
   If usage exceeds the estimate, please contact our Sales team to discuss purchasing additional access licenses.

FAQs

What happens if I do not take any action for the alerts?

You can continue to use the services. If the commercial impact of the overuse crosses a certain threshold, then the sales team will reach out with a request for additional purchase. If the overuse stays within the thresholds, then the additional payment due to Mithi because of the overuse will be adjusted at the next renewal cycle or will have to be settled at termination, which ever comes earlier.

How do I know the commercial impact of the overuse?

Every month, an Estimate is added to the Bill desk. This Estimate will give you the details of the credits consumed in that month in case of PPU Prepaid payment agreement and any extra usage under a Contract payment.

If I reduce the usage or correct the configuration, how will it impact my bill?

If you are under a Contract payment agreement, then reducing usage ensures that you are not charged for any extra usage.

If you are under a PPU-Prepaid payment agreement, then reducing usage ensures that you are not consuming the credits available to you on the PPU-Prepaid annual upfront payment.