How To Implement Best Practices For Document Management In Salesforce?
Documents are at the heart of any business process. These are the records that define the future and progress. Therefore, efficient document management in Salesforce is critical to ensure smooth operation and improve your business continuity.
Why Folder Structure is Important for Documents in Salesforce?
Did you ever feel that your Salesforce is like a messy cabinet with documents scattered all over? Fret no more, you can think about the possibilities of creating folder structures for your Salesforce documents. Having a well-organized folder structure can reduce clutter caused by unorganized documents within Salesforce. And, most importantly, folder structures are an essential aspect of efficient document management so, you need to explore its potential. Let’s look into some of the benefits of creating folder structures to organize documents within the CRM. What is XfilesPro? Ease of Navigation: A folder structure provides a hierarchical document organization that facilitates easy navigation. Users can quickly locate and access the documents under relevant folders. Document Security: If you have sensitive or confidential documents that are meant to be accessed only by some authorized team members but are mixed in all documents, the confidential data will be exposed to unauthorized users. Zero Document Loss Risk: Creating folder structures eliminates the risk of accidentally deleting documents or overlooking important files out of a large volume. Document Collaboration: A well-organized folder structure supports collaboration by unleashing a shared space where team members can access and edit documents, ensuring everyone is contributing to the same set of documents at the same time. Scalability: A scalable folder structure accommodates the growth of your document volume inside Salesforce. As the number of documents mounts up, a well-formulated folder structure ensures that the system remains organized. Workflow Efficiency: A folder structure can align with your workflow, ensuring that documents are leveraged seamlessly through different stages of the process. Version Control: By maintaining clear folders for different versions or stages of a document, users can easily track and work on the most recent version. With all the advantages being said, it’s unfortunate to learn that Salesforce doesn’t offer the functionality to create folder structures within the CRM. So, the question here is how will you create one? XfilesPro: Your Pathway to Organize Salesforce Documents in Folders Let us suggest the most recommended solution to create folder structures in Salesforce — XfilesPro. Before diving into how XfilesPro creates folder structure in Salesforce, let’s take a brief look at its functionality. The most popular document management application for Salesforce, XfilesPro integrates Salesforce with any of your preferred external cloud storage such as SharePoint, AWS S3, Google Drive, and OneDrive. Post integration, the application automatically moves your documents from Salesforce to your external repository so that your storage space will remain optimized. Now let’s come back to the folder structure part. XfilesPro understands that creating a folder structure for Salesforce files and attachments is essential for operational efficiency. Therefore, the app provides functionalities to arrange documents under organized folders inside Salesforce and reflect the same structure in the external storage. How Does This Magic Happen? XfilesPro helps you create a new folder in Salesforce every time a user creates a new record. This folder provides you the free hand to create sub-folders relevant to the specific account, within which you can arrange documents in your preferred folder hierarchy. Having a folder structure in Salesforce, you can allocate specific folders for your individual users/departments/teams in your organization, which helps them access relevant documents quickly and seamlessly. Let us give you more clarity with an example. Imagine, you have onboarded five new customers, which are from five different industries and geographical locations. You can categorize the folders for each of them with the names of their specific industries and geographies and store relevant documents inside them — all while mirroring the same hierarchy in the external storage. That’s how easily the magic works! How Can You Customize the Folder Path? By offering the ability to form folder structures in Salesforce, XfilesPro ultimately aims to empower users to store their documents in their desired format. For that, XfilesPro offers two folder structure options. The first one is Custom Folder Structure. XfilesPro’s Custom Folder Structure allows you to redefine the default folder structure (comes with XfilesPro adoption) Object/Object Name/Record ID to any format that deals with your demand. The next option is Template Folder Structure. Let’s think about your everyday business needs. It’s common that you will encounter requirements where you need to create the same set of folders for every record creation. For example, you may want to create Invoice and Closing Statement folders upon every record creation under the Object Details of Closed Deals. However, it requires repeated manual efforts to build these folders whenever a new record is created under the object. Template Folder Structure eliminates this continuous manual work, by helping you pre-define the folder structure. So, you can have the folders Invoice and Closing Statement automatically created with every record creation under the Details of Closed Deals object. That means you are finally free from that task! We know it’s enough to be happy! You took a quick tour of the enormous possibilities that XfilesPro delivers to accomplish your folder structure requirement in Salesforce. And, you learned that folder structure can help your teammates to access documents easily, which is a green flag for increased productivity. Now what? You would like to see how it works for you! We’re happy to help! Please connect with our experts to see how the folder structure for Salesforce files and attachments can create a wave in your workflow! Transform Folder Structure Creation for Salesforce Documents to an Easy Feat Discover how an Insurance Company Built a Customized Folder Structure to Arrange Salesforce Files in S3 with XfilesPro Read the Case Study Sambitwww.xfilespro.com
How to Choose a Document Management System for Salesforce? 5 Factors CTOs Need to Consider
A well-versed Chief Technology Officer (CTO) is knowledgeable in road mapping development and overseeing the current technology to align it with their business. No surprise, CTOs who leverage cloud platforms like Salesforce prioritize investing in an advanced document management system (DMS) for their sales or any other internal teams to enhance operational efficiencies, and save time and cost. Being a CTO, if you find manually handling documents is a nail-biting task for your team, it clearly indicates that your team lacks the support of a powerful document management system for Salesforce. Having a DMS helps you not only improve document organization, accessibility, and scalability but also enhance employee productivity, collaboration, and cost savings. However, the investment in a DMS is not a walk in the park. There are certain factors that you need to take into account when adopting a document management system for your operations. How to choose a Salesforce Document Management System? When conceiving the decision to embrace a document management system for Salesforce, it’s important to evaluate your requirements and align them with the solution you’re investing in. Here are some key factors to check off as you start your assessment of a document management system. #1. Centralized Document Storage A DMS must foster a centralized location to store, manage, and access documents for users. Centralized document storage refers to the practice of storing all documents, files, and digital assets in a single, unified, and easily accessible location. Regardless of how big or small your company is, nurturing an efficient method to organize your documents in a centralized repository is crucial to ensure strong document security, simplified access, faster operations, and improved collaboration. The more readily accessible documents are for employees, the smoother and more efficient the process becomes. #2. Real-time Collaboration & Versioning Whether your team shares office space or works remotely, they need to access the same document and co-author it simultaneously. This real-time document collaborative capability of a document management system helps your team to improve business efficiency and reduce the chance of misunderstandings and delays. In addition, a smart DMS prevents headaches by tracking, editing, and providing multiple versions of the document, which ensures that your team members can see all the modifications and always access the latest version. #3. Compliance and Risk Management Every industry puts forward different compliance requirements and obligations. But it’s not easy to adhere to them always. Industries like finance, healthcare, and legal services are bound to ensure the retention of the documents for a longer period of time. If your business falls under this category, it’s mandatory to ensure that the document management system you want to invest in for Salesforce meets those standards and helps you retain your documents. Keep in mind that non-compliance actions not only set you up for legal issues and hefty fines, it can also break the brand reputation and customer trust, which will ultimately take a toll on your bottom line. #4. Document Security A superior Salesforce document management system provides you with the option to move your documents from the CRM and store it in an external cloud as part of storage space clear up. You can set the permission to ensure individual teams/users can only access information and documents that they need. As an example, a member of your marketing team won’t be given access to Sales or HR information — he/she will only be able to view certain marketing documents. Here, authorized admins gain complete control over the documents, where he/she can control who can view and access them. This capability keeps your data and documents secure and compliant while providing a clear picture for the admins of what is happening within the system. #5. Cost and ROI When investing in a document management system, you need to drive significant cost-saving and ROI. As the DMS eliminates the requirement for paper usage, storage space, and manual efforts, you can save on operational expenditures. Moreover, the heightened efficiency and productivity achieved through the implementation of a DMS has the potential to catalyze increased revenues, which delivers a substantial return on investment. Bottom Line What are your thoughts, dear CTO? Do you think investing in a document management system would be a great feat for your business? If your answer is ‘yes,’ try XfilesPro, the popular document management application for Salesforce that checks off the above criteria. XfilesPro takes complete care of your Salesforce documents, from their generation stage within the CRM and stores them in external cloud storage (such as SharePoint, AWS S3, Google Drive, and OneDrive) to enable collaboration for users. If you wish to discover how XfilesPro can change the dynamics of your organization’s document management strategy, connect with us for a personalized demo! We empowered many CTOs like you to do better for their business! AMARLAL
How to Maximize Sales Revenue with Digital Document Management?
In an era where AI is becoming ubiquitous, talking about the significance of digital document management might sound bizarre to you. But let us hold you there! There are many business owners who still feel their business is too small to manage documents digitally or that having a document management system is not applicable to their operations. But the rest are those who have leveraged the advantages of a document management system — especially, sales personnel. In this article, let’s talk about them! Digital Document Management: A No Longer ‘Nice to Have’ for Your Sales Team Documents are an essential part of your sales reps’ daily lives. So, you need to know that if your business undergoes digital document transformation, you can save your sales reps’ 50% of the time wasted on manually creating and sharing documents. This makes more sense if your sales team leverages modern CRM like Salesforce to manage customer data. The adoption of a document management app for Salesforce unleashes advanced capabilities to easily create, store, and manage documents within the CRM. Now, as we have already mentioned the advantages of a document management application for Salesforce, let’s discuss how it can increase the sales revenue of your business. Enhanced Customer Experience As per reports, digital document creation helps sales reps increase customer satisfaction by 50%. A digital document management system empowers your sales team to easily and quickly find information or a specific document that the customers need so that you can enhance the experience and spend more time serving them. Reducing customer wait time not only improves their satisfaction and trust but also forges your company’s reputation among them. Real-time Employee Collaboration Sales is often a team effort, demanding strong and frequent collaboration between different reps. Digital document management ensures that your team members can simultaneously access, work on the same documents, and share them online across different departments. This means that the team members can collaborate on proposals, quotes, contracts, and other sales documents in real time, leading to faster decision-making and increased efficiency. Strong Document Security The goal of improving the sales process through digital document transformation comes with accountability for document security. A document management app for Salesforce should provide you with better control over sensitive data and documents, where you can determine which team member or division can access specific documents. Trust us, ensuring document security provides you peace of mind like never before! Reduced Operational Cost Like any other department, the executives in a sales team are also searching for ways to cut down overhead expenses. One of the prominent benefits of a document management app for Salesforce is that it helps you properly organize documents within the CRM without demanding much manual effort. This helps you trim down the operational expenditures that come with manual work and you can invest that money in some other essential aspect. Improved Productivity Unlike paper document management, a digital document management application for Salesforce helps your sales team avoid downtime when their proposals, quotes, and contracts are properly arranged and accessed digitally. Since this leaves employees with more time to spend on the human aspect of their job, you will experience a significant boost in productivity, which will ultimately result in more deal closures. Find Out How Digital Document Management Can be Your Next Big Thing The list of advantages of a document management application is perpetual for your sales team’s win. To drive more sales revenue, you need to implement such an application that can accelerate your sales operations. A modern document management app like XfilesPro is popular for efficiently managing documents within Salesforce, which many sales reps consider a lifesaver to tap high revenue. Connect with one of our experts to learn more about how XfilesPro enhances your sales team’s productivity with the help of digital document management AMARLAL
Why Document Management in Salesforce is Important? 5 Reasons
Data and documents are at the center of every business process in Salesforce. However, the profuseness of documents always creates challenges for users as an effective Salesforce Document Management System is not everyone’s forte. Having said that, your challenges in managing Salesforce documents shouldn’t impede the growth of your business. As a Nitro study reports, 50% of employees spend productive time creating and managing documents, which shows the minimal time they have left to focus on their high-value work. The only solution for this challenge is embracing a robust document management solution for Salesforce! Before learning how can such a solution help you, let’s take a look at document management in Salesforce. What is Salesforce Document Management System? Document management in Salesforce refers to how a company handles its day-to-day documents within the CRM platform. This includes creating, organizing, storing, accessing, and managing files such as PDFs, Word documents, JPGs, and PPTs. Documents come through many means, such as email attachments, manual uploads, or 3rd-party apps. Whether the business falls in the range of a small, medium, or large scale, users are required to manage a plethora of documents. Document Management Features in Salesforce Salesforce is now more than just a CRM, it’s a full-blown ecosystem that powers businesses with automation, AI, and analytics. Let’s explore Salesforce document management capabilities: XfilesPro The One-Stop Solution for Advanced Salesforce Document Management Download the Free Datasheet! Attachments Attachments provide a basic way to add files directly to Salesforce records. Users can upload supporting documents such as receipts, invoices, or contracts. Key Features: Quick and easy way to attach files to records Allows users to reference documents within customer or project records Limitations: There is no version control, making it difficult to track file updates Limited metadata support, reducing searchability Documents Tab The Documents Tab allows businesses to store and organize files within individual Salesforce records, such as accounts, opportunities, and cases. This feature is particularly useful for attaching contracts, proposals, or invoices to specific business transactions. Key Features: Simple document storage within Salesforce records Supports basic file uploads and downloads Useful for record-specific file management Limitations: Cannot be used for global file sharing across the organization Lacks advanced document lifecycle management tools Salesforce Knowledge For businesses managing articles, FAQs, and documentation in a structured format, Salesforce Knowledge could be the best solution. It serves as a self-service knowledge base where employees and customers can easily find solutions without repetitive inquiries. Articles can be linked to cases and records, making it highly beneficial for customer support teams. Key Features: A centralized knowledge base for quick access to information Supports article categorization and search functionality Can be linked to customer support cases for improved service efficiency Limitations: Primarily designed for knowledge management, not general file storage Limited customization for broader document workflows Files Home Files Home serves as a centralized hub where users can store, manage, and collaborate on documents within Salesforce. It provides a unified view of all files associated with records, making organization and retrieval seamless. Users can upload various file types, including documents, spreadsheets, presentations, and images. Key Features: Centralized file storage with easy access to related records Supports multiple file formats Integration with Chatter and Communities for enhanced collaboration Limitations: Limited metadata support for files Lacks advanced document management capabilities Salesforce CRM Content Salesforce CRM Content is a dedicated content management system designed for organizing, sharing, and tracking documents across an organization. It includes version control, document categorization, and advanced search functionality, ensuring you can efficiently manage files. Additionally, it enables access permissions and workflow automation for document approvals. Key Features: Advanced file organization with version control Granular access permissions for document security Approval workflows for compliance and document governance Limitations: Requires a separate license and additional configuration Not cost efficient Not the best choice for teams needing lightweight file management Why You Need A Salesforce Document Management Solution It’s widely held that businesses managing millions of documents can benefit from document management solutions. This belief is true considering the advantages that the implementation of a document management system (DMS) in Salesforce can drive for your business. XfilesPro Choosing The Right Document Management Application For Salesforce Get the Free Datasheet! While Salesforce offers several capabilities for document management, many organizations seek the support of a 3rd party document management solution that covers their end-to-end requirements. Five reasons why a Salesforce document management system is important: Overcoming Salesforce Storage Limit Salesforce’s limited file storage makes it challenging to manage a high volume of documents within the CRM. However, a smart document management system can help by automatically offloading large volumes of documents from your Org, freeing up space. This not only optimizes storage but also enhances platform performance, and reduces load time enabling efficient document management in Salesforce. Huge Cost Saving Once you exceed the Salesforce file storage limit, you need to upgrade the storage space for a certain cost. What if that space also gets exhausted? You will upgrade it again. But how long can this strategy last as a sustainable approach, considering the money loss associated with it? With an efficient Salesforce document management solution, you can address this concern by eliminating the need for storage upgrades. Documents are moved out of Salesforce, and the file storage space is always freed up. Enhanced Business Efficiency Adopting a Salesforce document management system boosts your productivity by reducing the time and effort needed to build, manage, and store documents. For instance, bulk contract creation, approval, and storage on a different platform can be automated in Salesforce. The more you minimize document management time, the more time workers have to focus on strategic tasks, speeding up decision-making and boosting overall efficiency. Seamless Scaling As your business grows, so does the number of documents you need to manage. With a Salesforce document management system, whether you’re scaling in terms of geographic regions, departments, or product lines, the system grows with you. It gives you the capacity to manage an increasing amount of content
10 Ways XfilesPro Empowers Salesforce Users to Better Manage Documents within the CRM
10 years…And it just went in the blink of an eye. From being launched in 2012 as a free app supporting AWS S3 to being the most trusted, installed, and fully-fledged document management system for Salesforce today, XfilesPro made strides like nobody ever. Harish Kumar, CEO and Co-founder of CEPTES adds, “Beyond a file management system, XfilesPro has evolved to be the one-stop solution for Salesforce users’ document management needs. We’re proud to see the application empowers our customers to process a very easy workflow by playing with the mountain of files they generate every day.” It’s XfilesPro’s firm focus on the pain points of Salesforce customers that led to the incredible milestone of a ‘decade.’ Shining in the glory of 10 years, here are amazing insights about the 10 ways XfilesPro helps Salesforce users to smartly manage their documents within the CRM platform. A Journey From Document Creation to Storage and Collaboration No matter what task you’re carrying out, where you are on it, or who you perform it for, you will be in need of relevant documents. Being an efficient document management system for Salesforce, XfilesPro understands this requirement, playing a major role in boosting your operations with documents inside Salesforce. From the generation stage of documents to storage of themin a secure repository, XfilesPro aids you every step of the way. It’s XfilesPro’s document generation appfor Salesforce that automates the creation of documents 100% natively within the CRM platform. Named XfilesPro DocuPrime, the application automatically fetches data from multiple objects and builds your documents in any type, size, and quantity within Salesforce. And, once the document volumes mount up and threaten the storage cap, XfilesPro further assists you in moving them to your trusted external storage system so that your Salesforce file storage will remain free up, improving collaboration. Diving deeper into the blog, you will learn more about how XfilesPro executes this functionality. Zero Code Integration Between Salesforce and the External Storage From above, you have already learned that XfilesPro connects the CRM with your external storage system to readily accomplish your document management needs in Salesforce. Which are those external storage platforms that XfilesPro supports? Let’s see those. XfilesPro can integrate Salesforce with any of your preferred external cloud storage such as SharePoint, AWS S3, Google Drive, and OneDrive so that you can migrate your growing volume of Salesforce files to it. This leads to the optimization of the storage space, helping you regain the performance of the application. And, the bright side is that the integration pans out seamlessly as it demands no-code expertise from you. You can build the bridge between both platforms as easily as you plug the USB pen drives into the PCs or laptops. Strategic Approach to File Volume Management Now that you learned it’s a cakewalk to integrate your Salesforce and external storage, let us tell you how you can leverage this powerful connection for your document management requirements. As you generate a large number of files every day within Salesforce, it would collectively become massive in size, potentially causing a slowdown in your CRM system. To tackle this, XfilesPro moves your huge volume of existing files from Salesforce’s file storage space to the external repository in one go by preserving the file hierarchy. This dynamic action optimizes your overloaded storage space and helps preserve the functionality of your application. Meanwhile, discover how XfilesPro helped a global leading manufacturer move 40 TB of files from Salesforce to SharePoint In another case, if your business is required to automatically push the newly created files from the app, XfilesPro has a solution to address that requirement as well. It can automate the migrate of your Salesforce files in your preferred time interval – be it days, weeks, or months, and keep them in the external storage system. A Game Changer for Real-time Collaboration on Documents If workers can’t collaborate on documents, the chances of misunderstandings and delays will be higher. Being a modern Salesforce document management system, XfilesPro ensures that your Salesforce records are synced with respective folders in the external storage, and the modifications made on the former are reflected on the latter, and vice versa. Put differently, if you make changes to the Salesforce records, it will be mirrored in the folders of your external storage and the other way around. It’s XfilesPro’s Bi-sync functionality that comes into play here. If you’re wondering how folder syncing relates to enhanced collaboration, here’s some more light. As files are bi-directionally synced, users within your teams can collaborate on Salesforce documents while non-Salesforce users or external teams can work on the documents in the external storage, and can have the changes updated on both platforms. This in turn provides a real-time file collaboration experience, which is crucial in operations. Learn how real-time collaboration on Salesforce files boosts your employees’ productivity. Tailored Folder Format for Easy File Access XfilesPro understands Salesforce customers’ challenges in managing documents, particularly the limitations posed by the absence of an option to create a folder structure. Because, in Salesforce, individual documents are commonly accessed and saved by various users. Where a specific document is needed for multiple datasets, it can result in the creation of duplicates. This not only increases storage demands unnecessarily but can also cause confusion and miscommunication. Knowing this, XfilesPro empowers you to customize your folder structure in an external location, which helps you arrange files in a specific format that deals with the workflow. Since a pre-defined folder structure can’t be easily changed by employees, every user will know where to find relevant documents without any confusion, facilitating operations. Obtaining the Ultimate Ownership Over Documents Even though the migration of files from Salesforce to external storage becomes easier post integration, you might be skeptical about its security in a 3rd-party application. There are high chance that unauthorized users access your documents from the external environment, which will expose the confidential information they contain. To prevent the security breach here, you can leverage XfilesPro’s Access Control functionality, which empowers you to control who can
Webinar Synopsis: Store, Manage, and Access Documents in Salesforce with XfilesPro
Wohoo… We couldn’t get enough of the overwhelming response you have shown to our live webinar. We’re glad to learn that our session turned out to be a great help to enhance your file management experience in Salesforce. If you couldn’t attend the live webinar on 15th June 2023 and now FOMO gets the best of you, don’t fret, we got you covered! Here’s a quick rundown of the major highlights from our exciting session on Store, Manage, and Access Documents in Salesforce with XfilesPro. Before delving deeper into the webinar highlights, let’s take a moment to appreciate our speakers Sambit Samant (Principal Consultant, Product) and Shreshth Tiwari (Lead Consultant, Product) for hosting an outstanding live session and for being enthusiastic speakers as always! Now, let’s start with the major highlights of the webinar. The Major Challenges of Managing Salesforce Files After throwing light on the business functionalities of CEPTES, Shreshth commenced his session by explaining the most common challenges of Salesforce file management. He briefed some of those including; Limited File Storage: As you generate a large volume of files through third-party party apps, a big chunk of your Salesforce file storage gets filled and you will be required to optimize the storage space. Although buying additional storage space from Salesforce and deleting unwanted files from the org seems to be different options to optimize the storage space, the former comes with a hefty prize and the latter might violate your compliance guidelines. Seamless File Collaboration: Since your files reside within the CRM platform, your external users such as partners, customers, and vendors are restrained from collaborating on files. Similarly, it’s impossible to collaborate in real-time for your varied internal teams such as sales, marketing, and finance when the files reside within Salesforce. Easy File Accessibility & Visibility: Imagine the difficulty to find a single file from a massive volume of files within your CRM platform. It will be daunting. It isn’t easy to go to specific records each time you want to access a file. This has been a constant challenge for users in managing their Salesforce files. No Folder Structure: When managing a massive volume of files within Salesforce, it’s difficult to organize your files in folders and subfolders as per your business demand. This has been a challenge for Admins who deal with a lot of files on a daily basis as Salesforce doesn’t provide an option to arrange files in a structured manner. After having expounded on the challenges of Salesforce file management, Shreshth handed over the session to Sambit. The Best Practices for Managing Salesforce Files Sambit began his part by recounting the best practices for managing a large volume of files within Salesforce. He elucidated five major factors that ensure a successful file management experience in Salesforce, which include; Integrate External Storage: Integrating Salesforce with any of your preferred external storage platforms is an intelligent approach to moving the files out of the Salesforce environment and keeping them externally. Syncing Files: To enhance your file management experience in Salesforce, it’s recommended to sync your Salesforce records with respective files in your external storage system. Tagging Files: If you prefer to keep your Salesforce files externally in SharePoint, Tagging is a great feature you’d love to have. If you follow a consistent method of tagging your files with relevant information, you can process seamless search and filter operations. Enhance Salesforce File Management Experience with XfilesPro After walking the audience through more insights such as the three keys of document management success, which are efficient storage management, seamless file management, and easy file access, Sambit introduced our flagship product XfilesPro to the audience. A #1 file management application for Salesforce, XfilesPro enhances your file management experience in Salesforce with its next-gen capabilities. He explained the factors that make XfilesPro advanced and stand out from the pack, which blew out the audience. Let’s see which are those. #1. Seamless Integration with Your External Storage Bring your preferred external storage platforms, XfilesPro integrates it with Salesforce in a breeze. You can connect your Salesforce with any of your preferred external clouds such as SharePoint, AWS S3, Google Drive, and OneDrive, or an on-premise platform to better manage your files. Now, let’s see what are the benefits of a Salesforce-external storage integration with XfilesPro. Real-time File Movement and Syncing: Whenever a Salesforce user uploads files to the CRM platform or files get generated through 3rd-party apps, XfilesPro automatically pushes those files to your external storage platform to keep your file storage space freed up. Experience Cloud File Migration: Experience Cloud has been widely used by most major industries like finance, healthcare, and education that has a lot of community users. To help companies in such industries, whenever community users upload files in bulk, XfilesPro automatically moves them to their external storage. Initial File Migration: As time goes on, you will accumulate a heap of files in your Salesforce file storage that impacts the performance of your application. With XfilesPro, you can migrate all your existing, massive file volumes from Salesforce to your external storage in one go. #2. Enhanced File Management Sambit explained some advanced capabilities of XfilesPro that can help admins to transform their file management experience in Salesforce. Folder Structure: With XfilesPro, you can arrange your Salesforce files in folders and sub-folders that make sense to your business in your external storage. Centralized File Management: Integrating Salesforce with your external system, XfilesPro helps you have all your files in one place so that you can leverage the benefits of a centralized file management system. Easy Syncing of Files: You can easily and automatically sync your Salesforce records with respective folders in the external storage to avoid hassles. File Search: Considering the massive volume of files that cause trouble in searching, XfilesPro helps you with the easy search of files through its Global Feature functionality. File Tagging: If you’re a SharePoint user, you can tag your files with relevant data or names so that you can
How to Enable Real-time Document Collaboration in Salesforce & its Benefits
Years ago, the collaboration on a Salesforce document gave us the sense of a long and intricate process. A document had to be shared from one person to another for contribution, and, it took ages to get the document back to the originator. But now is the age where things happen in real-time. The document collaboration in Salesforce is no different from it. Understanding the evolving demand for streamlined actions on Salesforce documents, XfilesPro offers real-time document collaboration functionality, where both internal and external teams/users can work together on documents. In this article, we will discuss how XfilesPro enables the real-time document collaboration experience in Salesforce and how it helps you drive business more efficiently. Before that, let’s take a glance at XfilesPro. The Most Installed Document Management System for Salesforce XfilesPro understands your pain of upgrading the file storage space consecutively for a certain cost. As you can’t help with the growth of documents inside Salesforce or the storage overloading consequence follows, XfilesPro offers a free hand by freeing up your Salesforce file storage space by migrating documents to external storage. Be it SharePoint, Google Drive, OneDrive, or AWS S3, XfilesPro can move Salesforce documents to your preferred external cloud, helping you optimize the storage space and achieve peace of mind. Now, let’s get back to the document collaboration aspect. How does XfilesPro make this magic work within Salesforce? XfilesPro’s Bi-Sync Functionality: The Magician It’s XfilesPro’s Bi-sync functionality that brings about the magic. With Bi-sync, you can sync your Salesforce records with respective files/folders in the external storage post-migration process. This helps you have the modifications made on the Salesforce records to be reflected in the corresponding documents in the external system, and vice versa, instantaneously. We will make this more clear to you. Imagine the scenario. One of your internal team members is working on a document inside the CRM while an external user also modifies the respective document in the external storage. With Bi-sync, you can have the changes made by both of them to be mirrored in Salesforce documenst and the same on external storage right away, ensuring an effective real-time document collaboration experience. Now that you discovered how real-time document collaboration happens in the CRM, it’s time to look into the benefits that this powerful capability unleashes. Streamlined Workflow Trust us, you will witness a dramatic improvement over how people have managed and modified a document in the past. When the traditional way of document collaboration demands laborious manual tasks and time, a real-time document collaboration experience in Salesforce streamlines the entire process by fastening it up. Here, authorized users can contribute to a document simultaneously, no matter if they are internal or external team members. Learn more about the role of Salesforce document management in streamlining your workflow. 2. Enhanced Productivity The good news is that with real-time document collaboration, your productivity will score the highest. Because you’re eliminating the long hours or even days that are needed for document updation by multiple users. In other words, you’re saying goodbye to the excessive amount of time spent on emailing the documents back and forth, downloading or uploading them, creating multiple versions of those to be shared with others, and so on. So, you can concentrate on your core mission, which boosts productivity. 3. External User Access It’s a big feat to ease the process for external users in order to help them work on your Salesforce document. As we saw above, XfilesPro’s Document Collaboration functionality provides the permission for external users to work on your Salesforce documents along with your internal team members. So, the process becomes streamlined and faster. This is indeed a great step toward ensuring an efficient document collaboration strategy. Discover more about the potential of document collaboration in Salesforce. That’s it. By now, you must have learned why you can’t underestimate the power of real-time document collaboration in Salesforce that XfilesPro built for you. If you think this advancement can level up your document management operations in Salesforce, please connect with us to learn more. Sambitwww.xfilespro.com
The new Christmas Duo is here – Santa and Captain Fido. Plan Your Wish List Now.
Season’s Greetings y’all !! No one should be alone on Christmas – The Grinch. Even your exceeding Salesforce file storage should not be left unmanaged this Christmas. Watch your step wherever you go, because you may step on a mistletoe. Have you ever gone through such a situation wherein you hit the Salesforce file storage and had nowhere to export your files? All are aware of how pricey the extra Salesforce file storage is. Just as the Christmas saying goes “May your merry be large and your bills be small”, we completely agree with you. Hence to save you from this humbug, XfilesPro Santa is here to save your tinsel from the twist. The real Santa is here. This Santa is special. You will get to know about it in the later part of the blog. Before getting to it, let’s discuss some real-time sorrows. File management in Salesforce is a critical issue that runs around the clock every year considering the limited storage. The Salesforce files uploading to an external platform is really a huge problem to resolve. Christmas is always the time to do something extra. So this year why not treat yourself with the XfilesPro Santa? XfilesPro Santa mainly focuses on Salesforce file storage optimization. Whenever your Salesforce file storage is exceeded, you now know whom to rely upon. If you are still not getting an idea of how effectively the magic of XfilesPro works on your Salesforce files, keep reading through. Suppose with a growing number of users or steady growth of files, your Salesforce file storage exceeded. Now one thing you can do is brainstorm some ideas regarding Salesforce file management best practices. The plausible option you can come across is by Salesforce file upload to an external platform by manual means or by deleting some files and having your Salesforce file storage optimized. Now if you look at the Salesforce file storage costs, you will be at a real disadvantage. With your raging growth, there are high chances even this storage can get depleted soon. But what if just like the magic of the first Christmas snow, there comes a savior to help you vanish all the Salesforce file storage optimization concerns? Acting as a pathway, XfilesPro Santa along with its Captain FiDo elf is going to help Salesforce file upload to an external platform. You can move your desired or all files to any of the external cloud storages such as SharePoint, Google Drive, OneDrive, and AWS S3 or On-Prem systems such as SFTP, Network Drive, and SMB. Just like how Santa has the right idea to meet people once a year, XfilesPro can be initiated once and with the initial file uploading, and then there will be an auto file export done as per the needs. Forget the past with the present of XfilesPro. This merry season, free yourself from pending duties and enjoy Christmas the right way. Let’s make this December worth remembering. Christmas is here. Let’s make peace on Salesforce file storage, goodwill to Salesforce Admins, and make them enhance the Salesforce file storage management game with XfilesPro. XfilesPro is the number one application on AppExchange for file management and external collaboration. With XfilesPro Santa coming to you, 2023 is going to be your most productive year. Schedule a meeting with us and get to know more about XfilePro Santa. Wishing you a Merry and Fruitful Christmas. If you are writing a Santa wish list, you know what product should be the first on it. AMARLAL
9 Ways Salesforce Customers Can Use XfilesPro
On this 9th anniversary of XfilesPro, it feels surreal to look back and realize that it has grown to help several Salesforce customers at crucial times. With its ingenuity and instructive solution qualities, XfilesPro tops the AppExchange for file management and storage optimization in Salesforce. This blog provides a summation piece on how customers can use XfilesPro in Salesforce. To store Salesforce files in SharePoint XfilesPro is a file storage management app, and SharePoint is one of the external cloud storage it supports. SharePoint has always been a reliable option for storage and several XfilesPro customers are preferring it for their Salesforce. By using SharePoint, one can have seamless folder management along with many other possibilities. Another thing to be noted is that it has exclusive features for SharePoint users. To store Salesforce files in S3 Amazon Simple Storage Service is a service that provides object storage via a web service interface. This has been serving as a dynamic storage service. This is the most preferred option when it comes to enhancing your Salesforce storage through external storage support. Since it has unlimited scalability, there is no particular limit for storage. To store Salesforce files in OneDrive Microsoft OneDrive is considered one of the perfect cloud solutions that help in connecting all your business files. It makes more sense for large enterprises to have all their files stored in one place. Its rapid sync and multiple accounts are features that make it more desirable. XfilesPro supports the usage of OneDrive as an external storage optimization. To store Salesforce files in Google Drive Google Drive is a common usage for all your files to be stored. With getting your Salesforce files saved online and accessing them from anywhere, Google Drive is pretty much used by all types of users. You can securely edit and collaborate with others making the process of file optimization easy. XfilesPro also provides an option of Google Drive for having your files getting stored externally apart from Salesforce storage. XfilesPro also supports Team Drive. To store Salesforce files in On-prem systems This is the most interesting feature of XfilesPro. Not only does it support cloud storage services, but also provides the support of On-prem storage systems to have your files stored. The on-premises storage that is supported by XfilesPro is SFTP, Network Drive, and SMB. It gives its customers of all kinds a 360-degree solution when it comes to external storage optimization. To manage Community User Files Having a large enterprise with several files and users to manage, it sometimes becomes difficult to keep an eye on all the operations. With the integration of XfilesPro into your Salesforce, all the files are managed along with the community member’s files too. It is highly a tedious task that XfilesPro is going to get you sorted. To keep files in a highly structured way using folders Being a huge enterprise, we know that you deal with a huge number of files from different Salesforce org or departments. Hence having it structured is a monotonous task to cope with. XfilesPro offers a customizable folder structure that the customers get their hands on. To migrate a large volume of files from Salesforce XfilesPro supports the migration of large files at once from your Salesforce storage to external storage. This helps in a faster and more secure way to optimize your Salesforce file storage. With our expertise of 9 years in the industry, this feature is regarded as the most useful. To implement a centralized file management system with Salesforce XfilesPro helps in implementing a centralized file management system in Salesforce. This helps in the better optimization of the storage in Salesforce. Internal and external teams can collaborate on the centralized files to improve the file management system and productivity. Now that you have come across our top 9 ways of using XfilesPro, why wait? We are the perfect solution for getting your Salesforce storage optimized. Our product experts will be more than pleased to answer all our queries. Schedule your call today and be lucky enough to avail yourself of our anniversary surprises. AMARLAL
