Introduce configurable scheduled email notifications that automatically deliver storage consumption reports and threshold-based alerts to designated managers.

Description

Introduce a feature in Xray Test Management that enables administrators to configure and schedule recurring email reports on storage consumption. The report should provide visibility into storage usage against the allocated limit and allow administrators to define and manage the list of recipients (e.g., managers, project leads, administrators) who should receive these notifications.

The scheduling frequency could be configurable (daily, weekly, monthly), with threshold based alerts when storage utilization reaches predefined limits.

User Friction

Currently, managers and stakeholders do not receive proactive updates regarding storage utilization periodically. Administrators must manually monitor storage consumption and communicate the status to relevant stakeholders. Additionally, there is no centralized way to configure recipients who need ongoing visibility into storage usage.

Steps to Reproduce (Right Now) / Actual Result:

1. Navigate to Xray settings >> Storage.
2. Review storage usage and available storage capacity.
3. Identify stakeholders who consume the storage .
4. Export or manually collect storage information.
5. Send updates manually via email or other communication channels.

Actual Result:
Xray does not provide an automated mechanism to schedule storage usage reports or configure a recipient distribution list for periodic notifications. All reporting and communication activities must be performed manually.

IMPACT

• Limited visibility into storage consumption trends.
• Increased risk of exceeding storage limits without advance warning.
• Additional administrative overhead for monitoring and reporting.
• Delayed decision-making regarding storage cleanup and capacity planning.
• Risk of service disruption or operational constraints due to unexpected storage exhaustion.

What Would Improve If Solved:

• Automated and timely communication of storage utilization metrics.
• Better storage governance and capacity planning.
• Early awareness of storage growth trends and threshold breaches.
• Reduced manual effort for administrators.
• Improved accountability and proactive management by stakeholders.
• Ability to maintain a centralized and configurable recipient list for notifications.

Impact on Stakeholders:

• Managers: Gain regular visibility into storage health and utilization without requesting updates.
• Project Leads: Can proactively manage storage intensive projects and attachments.
• Administrators: Eliminate repetitive manual reporting tasks.
• Executive Stakeholders: Receive actionable insights for capacity planning and budgeting.
• Testing Teams: Minimize the risk of storage-related operational issues impacting test management activities.

Current Workaround:

Administrators manually review storage consumption, prepare status summaries, and send emails to managers and stakeholders on a recurring basis. Recipient lists are maintained outside Xray and require manual updates whenever stakeholder groups change.

CONTEXT & EXAMPLES:

A scheduled reporting capability could allow administrators to:

• Configure one or more email recipient groups.
• Schedule report delivery (daily, weekly, monthly).
• Receive threshold-based alerts (e.g., 70%, 80%, 90%, 95% utilization).
• Include trend analysis and storage growth metrics.
• Customize report content based on stakeholder needs.

The report could include:

• Total Storage Allocation
• Storage Consumed
• Available Storage Remaining
• Percentage Utilization
• Usage Trend Since Previous Report
• Top Storage-Consuming Projects
• Threshold Alert Status

Concrete Example:

 
Like every Monday at 9:00 AM, designated managers receive an automated storage report showing overall usage, remaining capacity, threshold alerts, and the projects consuming the most storage through test step attachments/evidences, including the names of the users who uploaded them.
The system automatically sends the report to all configured recipients without requiring any manual intervention.

Workaround Risk:

• Manual reporting may be forgotten or delayed.
• Stakeholders may not receive timely information.
• Recipient lists can become outdated, resulting in missed communications.
• Human errors can lead to inaccurate reporting.
• Storage capacity issues may only be discovered after critical thresholds have already been exceeded.
• Increased operational effort and reduced efficiency for administrators.