Data Storage and Management

Per TestRail’s Data Storage Policy, TestRail Cloud customers have limits on the amount of data that can be stored. The policy applies to the combined amount of storage consumed by the TestRail database and attachments added to TestRail.

Managing your Data Storage can be done from the Data Management tab of the Administration area. Here you will be able to see your current storage status, as well as the total size of your database and attachments. 

Data management

Starting with TestRail 7.1, TestRail Cloud Admins will now see three distinct tabs under the Data Management settings page, making it easier to organize and manage your data:

• Storage
• Exports
• Attachments

1. Storage

The Storage tab lets you view your total data usage, including the size of your database and attachments. If your team is nearing or has exceeded its storage limit, this guide outlines ways to reduce usage within TestRail.

2. Exports

Use the Exports tab to schedule backups of your TestRail database and uploaded files—for local installation, migration, or archiving.

You can customize each export by choosing to include:

• Reports

• Attachments

• Your preferred SQL version

Once configured, click Schedule Export. TestRail will generate the export automatically.

3. Attachments

The Attachments tab provides a central place to view and manage all uploaded files across your TestRail projects.

• File Selection
  You can select individual attachments, all visible files on the current page, all attachments in the library, or use filters (e.g., upload date) to select all matching files for bulk actions.

• Filtering Options
  Filter attachments by criteria such as upload date. The "Orphaned" filter helps you identify files that are no longer linked to any test case, test run, or other entity.

• Search
  Use the search bar to quickly find specific attachments by name.

• Bulk Selection Options: You can now easily select attachments with new options:
  • Select All (in view): Quickly select all attachments visible in your current view.
  • Select None: Deselect all attachments.
  • Select all attachments in the Library: Select every attachment in your entire library for comprehensive management.
  • Select all attachments that match the applied filter: Efficiently manage attachments based on your specific filter criteria.
• Expanded Upload Date Filters: We've added new filters to help you sort and manage attachments by their upload date:
  • "This year"
  • "Last year"
• Viewing Details
  Click any attachment to view its file details and related metadata.

These new features empower you to easily adjust your attachment database size, helping you avoid additional storage costs at the end of the month and ensuring a smoother, more efficient TestRail experience.

How to increase your storage or remove data

If your team is approaching or has exceeded the storage limit in TestRail, you have two main options:

Increase Your Storage

TestRail automatically allows teams to exceed their included storage to prevent service interruptions.
Any additional usage is automatically billed in the next billing cycle - no manual action is required. For more information, please refer to TestRail’s Data Storage Policy.

Remove Unused Data

To reduce storage usage, consider these actions:

• Delete old projects that are no longer in use

• Delete outdated test runs and plans that are no longer needed

• Use the Orphaned Attachments filter to remove files not linked to any entity

• Move to TestRail Server for full control over data and storage

Upgrade to Enterprise

TestRail Professional Cloud plans include 50 GB of storage, with the option to expand up to 200 GB for an additional monthly fee, as outlined in the Data Storage Policy.

If your team requires more than 200 GB - or if you're looking for advanced administrative and security features - consider upgrading to TestRail Enterprise. Enterprise plans include 500 GB of storage by default and offer additional capabilities such as:

• SAML Single Sign-On (SSO)

• Project-level administration

• Test parameterization

• Test versioning

• Audit logs

• And more

Delete old projects

You can choose to delete old projects you no longer need to recover some space. In order to do this, go to the Admin area and navigate to the ‘Projects’ area. Click on the red X next to a project you no longer need and confirm you are sure that you want to delete it.

Delete old test runs & plans

Another way of managing your storage is deleting old test runs and test plans. Deleting test runs and plans will delete associated results, attachments, and other testing data from your instance. To perform this action in the TestRail UI, choose the test run you want to delete inside the Test Runs & Results tab. Click on Edit and on the right-side pane, you will see the option to Delete this test run. Click on the option and confirm you are sure that you want to delete it.

You can also utilize TestRail’s API to delete old test runs and plans using the ‘delete_run’ and ‘delete_plan’ API methods. If you need to purge large amounts of old data from your TestRail instance, you would be able to automate the deletion of test runs and plans through the API by utilizing the get_runs and get_plans methods along with a filter (such as created_before) to retrieve a list of an old test run or plan IDs. Then, you can use delete_run or delete_plan for these runs and plans which you no longer need.

Move to TestRail Server

Another option you have is migrating your Cloud instance to your own server. The storage limitations mentioned above apply only to TestRail Cloud customers. TestRail Server has no storage limitations by default, so the storage limits for this would depend on the system configuration and resources of your server.

If you want to migrate from Cloud to Server, first create an export inside the Data Management section of the Administration area, then follow the Restoring a TestRail backup guide.