WF-119: Resource Quota Management

Workflow ID: WF-119 Category: Resource Management Priority: P2 Last Updated: January 11, 2026

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Overview

This workflow manages resource quotas for workstations, storage, and API rate limits, including approaching limit alerts, hard limit enforcement, and upgrade path presentation.

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Trigger Events

• Resource usage crosses threshold (50%, 80%, 95%)
• Hard limit reached
• User requests quota increase
• Automated quota review (monthly)

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Sequence Diagram

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Quota Types

1. Workstation Resources

Resource	Pro	Enterprise	Units
CPU cores	4	16	vCPUs
RAM	8	32	GB
Disk storage	50	200	GB
Concurrent sessions	2	10	sessions

2. Storage Quotas

Resource	Pro	Enterprise	Units
Project storage	100	500	GB
Context database	10	50	GB
Backup retention	7	30	days
Artifact storage	25	100	GB

3. API Rate Limits

Resource	Pro	Enterprise	Units
API requests	1,000	10,000	/hour
Webhook calls	100	1,000	/hour
Export requests	10	100	/day
Bulk operations	5	50	/hour

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Alert Thresholds

Threshold	Action	Notification
50%	Log only	Dashboard indicator
80%	Warning	Email + Dashboard
95%	Urgent	Email + In-app alert
100%	Enforce	Block + Upgrade prompt

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Process Steps

1. Usage Monitoring

Collection Frequency:

Resource	Frequency	Method
Storage	Every 5 min	Disk usage scan
API calls	Real-time	Request counter
Sessions	Real-time	Connection count
CPU/RAM	Every 1 min	System metrics

Aggregation:

• Hourly summaries
• Daily reports
• Monthly trends

2. Alert Generation

80% Warning Alert:

{
  "alert_id": "alert_123",
  "user_id": "usr_456",
  "resource": "storage",
  "current_usage_gb": 82.5,
  "quota_gb": 100,
  "percentage": 82.5,
  "threshold": "warning",
  "created_at": "2026-01-11T12:00:00Z"
}

Email Content:

Subject: Storage quota warning - 82% used

Hi [Name],

Your storage is approaching its limit:

Used: 82.5 GB / 100 GB (82%)

At 100%, you won't be able to create new files.

Options:
- Delete unused files
- Upgrade your plan for more storage

Manage storage: [DASHBOARD_URL]
View plans: [PRICING_URL]

3. Hard Limit Enforcement

API Response at Limit:

{
  "error": "quota_exceeded",
  "code": "STORAGE_QUOTA_EXCEEDED",
  "message": "Storage quota exceeded. Delete files or upgrade plan.",
  "current_usage_gb": 100.2,
  "quota_gb": 100,
  "upgrade_url": "/dashboard/billing/upgrade"
}

Blocked Operations:

• File creation/upload
• Project cloning
• Backup creation

Still Allowed:

• File reading
• File deletion
• Dashboard access

4. Upgrade Path

Upgrade Options Displayed:

Current	Upgrade To	Additional	Price
Pro	Enterprise	+100 GB storage	+$100/mo
Pro	Storage Add-on	+50 GB	+$25/mo
Enterprise	Custom	Unlimited	Contact sales

One-Click Upgrade Flow:

1. User clicks "Upgrade" in quota alert
2. Pre-filled with recommended option
3. Stripe checkout (if payment change)
4. Instant quota increase
5. Confirmation email

5. Quota Increase Request

For Enterprise/Custom:

POST /api/v1/quotas/request-increase
{
  "resource": "storage",
  "current_quota_gb": 500,
  "requested_quota_gb": 1000,
  "justification": "New project with large assets",
  "timeline": "immediate"
}

Review Process:

1. Auto-approve if within plan limits
2. Sales review if custom quota needed
3. Finance approval for large increases

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API Endpoints

Endpoint	Method	Purpose
/api/v1/quotas	GET	Get all quota usage
/api/v1/quotas/{resource}	GET	Get specific quota
/api/v1/quotas/history	GET	Usage history
/api/v1/quotas/request-increase	POST	Request increase
/api/v1/quotas/alerts	GET	List active alerts

Request: Get Quotas

GET /api/v1/quotas

Response

{
  "user_id": "usr_456",
  "plan": "pro",
  "quotas": {
    "storage": {
      "used_gb": 82.5,
      "quota_gb": 100,
      "percentage": 82.5,
      "status": "warning"
    },
    "api_requests": {
      "used": 450,
      "quota": 1000,
      "percentage": 45,
      "status": "ok",
      "resets_at": "2026-01-11T13:00:00Z"
    },
    "sessions": {
      "active": 1,
      "quota": 2,
      "percentage": 50,
      "status": "ok"
    }
  },
  "alerts": [
    {
      "resource": "storage",
      "threshold": "warning",
      "created_at": "2026-01-11T12:00:00Z"
    }
  ],
  "upgrade_available": true
}

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Dashboard Display

Quota Widget:

+----------------------------------+
| Resource Usage                   |
+----------------------------------+
| Storage    [========--]  82%     |
| API Calls  [====------]  45%     |
| Sessions   [=====-----]  50%     |
+----------------------------------+
| ! Storage approaching limit      |
| [Upgrade Plan]                   |
+----------------------------------+

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Error Messages

Error	HTTP	User Message
STORAGE_EXCEEDED	507	"Storage full. Delete files or upgrade."
RATE_LIMITED	429	"Too many requests. Wait or upgrade."
SESSION_LIMIT	403	"Max sessions reached. Close one or upgrade."
EXPORT_LIMIT	429	"Daily export limit reached. Try tomorrow."

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Audit Events

Event	Logged
quota.threshold_crossed	Resource, Percentage, Threshold
quota.alert_sent	User, Resource, Channel
quota.limit_enforced	User, Resource, Operation blocked
quota.increase_requested	User, Resource, Amount
quota.increase_approved	User, Resource, New quota
quota.upgrade_completed	User, Old plan, New plan

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Related Workflows

• WF-112: Subscription Downgrade
• WF-002: Subscription Upgrade
• WF-118: Billing Dispute Resolution

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Last Updated: January 11, 2026