Overview
This article explains how Druva inSync enforces storage quotas, why a user's backed-up data may appear to exceed the profile-level quota, and how to identify and resolve the root causes — including misconfigured user quotas and large files that inflate backup size. It is intended for inSync administrators managing endpoint backup policies.
Understanding how inSync enforces storage quotas
Druva inSync applies two levels of storage quota: the profile quota and the user quota. Understanding the difference between them is essential for diagnosing unexpected storage usage.
Profile quota vs. user quota
When you assign a profile to a user, the user automatically acquires the quota assigned to that profile. However, user-level quota overrides profile-level quota. If you assign a quota to an individual user, that individual quota takes precedence — for example, if the profile quota is 50 GB but the user-level quota is set to 70 GB, the user is assigned 70 GB. Druva
This means the profile quota acts as a default template applied at the time a user is created or assigned to a profile. It is not a hard enforcement ceiling that overrides existing user-level settings. If a user already has a user-level quota defined — including a quota of 0, which means unlimited — the profile quota has no effect on that user.
What does a user quota of 0 (zero) mean?
When a user or profile quota is set to 0 (zero) in Druva inSync, it is treated as an Unlimited quota. This means no storage limit is enforced at that level. If a user has an explicit user quota configured, that value always takes priority over the profile quota. If the user quota is 0, the user effectively has unlimited storage, even if the profile has a non‑zero quota.
How is user quota usage calculated?
Druva inSync calculates user quota usage based on the current amount of data protected for that user across all of their devices and applications, not on the sum of every historical backup version.
During a backup, inSync:
Starts with the user’s existing protected data size,
Estimates how much new data will be added and how much data will be removed, and
Checks whether the resulting usage would exceed the user’s configured quota.
If the projected or actual usage goes beyond the assigned quota, the backup fails with a quota exceeded error or the user receives a Low User Storage Space Available warning. To resolve this, administrators can increase the user/profile quota or reduce the amount of data selected for backup.
Common causes of data usage exceeding the expected limit
Cause 1: User quota set to unlimited via AD/LDAP or Azure AD provisioning
When users are provisioned through AD/LDAP or Azure AD mappings, the quota applied to them comes from the mapping configuration, not necessarily the profile. The quota defined in the AD mapping takes precedence over the quota assigned to the user in the profile.Create an AD/LDAP mapping
When creating an Azure AD mapping, administrators can set a default quota per user, with 0 representing unlimited storage. If this field is left at 0 during mapping setup, all users imported through that mapping will have unlimited quota — even if the associated profile has a specific quota defined. Create Azure AD mapping for user provisioning
This is a common source of confusion: the profile may show a quota of, for example, 220 GB, but if users were provisioned via an AD/LDAP or Azure AD mapping with a quota of 0, they effectively have unlimited storage.
Cause 2: Large virtual disk or application files backing up unexpectedly
Certain applications — particularly developer tools such as Docker, OrbStack, or virtual machine software — create large virtual disk image files (for example, Docker.raw or similar .raw, .vmdk, or .dmg files). These files can be several hundred gigabytes in size and, if they fall within a configured backup path, will be included in the user's backup and count against (or in this case, far exceed) their expected quota.
Irrelevant data such as images and video files — and large virtual disk images — can lead to quota exhaustion if not explicitly excluded from backup. Orbstack is causing bloated Storage
Procedure
Step 1: Verify the user's effective quota
The user quota — not the profile quota — is the value inSync enforces during backup. To confirm which quota is in effect for a user:
Log in to the inSync Management Console.
Click Users in the left navigation.
Search for and click the affected user.
Under the Summary tab, click User Summary.
Locate the Endpoint Quota field. This is the value inSync enforces for backups.
If this field shows 0 or Unlimited, the profile quota is not being enforced for this user.
Step 2: Update the user quota at the individual level
To set a specific quota for an individual user:
On the inSync Management Console, click Users.
Click the name of the user whose quota you want to modify.
Under the Summary tab, in the User Summary section, click Edit.
In the Endpoint Quota per user field, enter the desired value and select the appropriate unit (for example, 50 GB).
Click Save.
Note: Changes to the profile quota do not automatically update the quota for existing users who already have a user-level quota set — even if that quota is 0.
Step 3: Update the quota in your AD/LDAP or Azure AD mapping
If users are provisioned via an AD/LDAP or Azure AD mapping, update the default quota in the mapping to prevent future users from being imported with unlimited storage:
On the inSync Management Console, click Users > User Provisioning.
Select the relevant mapping (AD/LDAP or Azure AD).
Click Edit.
Under the quota field, enter the appropriate default value for new users imported through this mapping.
Click Finish.
Note: Updating the mapping quota applies only to new users imported after the change. Existing users retain their current quota settings.
Step 4: Identify large files contributing to inflated backup size
If the quota is correctly set but backup data still appears unusually large, investigate whether large application or virtual disk files are being backed up:
On the inSync Management Console, click Users.
Select the affected user and navigate to their Devices tab.
Review the backup size listed for each device.
If a device shows an abnormally large backup size, check the backup content to identify large files or folders.
Common offenders on macOS include:
~/Library/Containers/com.docker.docker/Data/vms/0/data/Docker.raw (Docker Desktop)
OrbStack virtual machine disk files
Time Machine local snapshots
Step 5: Exclude large virtual disk files from backup
Once you have identified the file or folder causing the inflated backup size, add it to the profile's global exclusion list. You can configure the global exclude list only through profiles. You cannot do this at an individual user level.
To add an exclusion:
On the Endpoints dashboard, click Profiles.
Select the profile associated with the affected users.
Click Edit > Endpoints. The Edit Profile window appears.
Click the Global Exclusions tab.
In the Exclude Paths field, enter the file path or folder path you want to exclude (for example: Library/Containers/com.docker.docker/Data/vms).
For macOS paths, use a forward slash / as the separator.
Select Mac from the platform dropdown.
Click Add, then click Save.
Note: For macOS, file extensions and paths are case-sensitive. Ensure you use the correct casing when entering exclusion paths. When you specify a particular file in the global exclude list, that file is excluded from backup irrespective of its location or the number of copies on the device. Configure the global exclude list
Troubleshooting
Symptom | Possible cause | Resolution |
User's backup size far exceeds the profile quota | User quota is set to 0 (Unlimited), overriding the profile quota | Update the user-level Endpoint Quota via the user's Summary tab |
All AD/LDAP-provisioned users have unlimited storage | AD/LDAP or Azure AD mapping was configured with Default Quota set to 0 | Edit the mapping to set an appropriate default quota for future imports |
Backup size is abnormally large for a single device | A large virtual disk image file is included in the backup. Reference. | Add the file or folder path to the profile's Global Exclusions list |
Updating the profile quota has no effect on existing users | Profile quota updates only apply to users whose user quota matches the old profile quota | Manually update individual user quotas or use a bulk update approach |
User receives a "Storage quota reached" error | User's backup data equals or exceeds their allocated user quota | Increase the user quota or exclude unnecessary data from backup |
Best practices for quota management
Use profile quotas as templates. Set a meaningful default quota on each profile so that newly assigned users receive an appropriate limit immediately.
Audit AD/LDAP and Azure AD mappings. Review the Default Quota field in all provisioning mappings to ensure it is not set to 0 unless unlimited storage is intentional for that group.
Review user quotas periodically. Use the inSync Management Console to audit users with unlimited quotas and confirm whether this is intentional.
Exclude large application files proactively. For profiles that include macOS devices running developer tools or virtual machines, configure global exclusions to prevent large virtual disk files from entering the backup set.
Educate users about quota. Proactively inform users about their quotas, how they can check their usage, and who to contact if they need an increase or have questions.