The Vital Role of File Collaboration in Salesforce [Infographic]
File collaboration is one of the most important aspects when it comes to businesses. With a bigger team and each team having mutual files to work on, file collaboration is very important. Let us see how to file collaboration will help us further. AMARLAL
Top Strategies for Organizing And Managing Files in Salesforce
As a Salesforce user, you’re well aware of the challenges that come with managing files in a business environment. The constant influx of files on a daily basis can quickly become overwhelming. But fear not! This information serves as your trusted file management guru, providing invaluable insights and solutions to help you effortlessly navigate through this challenge and tame your file management experience within the #1 CRM platform. For this, let us introduce you to XfilesPro, the most recommended and trusted file management app for Salesforce. With the decade-old app, you can automatically move the growing volume of Salesforce files to your external storage such as SharePoint, Google Drive, OneDrive, AWS S3, or an On-premises platform (SFTP, Network Drive, SMB) to keep your storage space optimized and deliver an enhanced file management experience. Now, let’s see how the next-gen expertise of XfilesPro can help you better organize files within Salesforce. Below are some of the most relevant tips that will help in giving you a clear-cut roadmap on the tips and tricks on following the best practices to have your files systematized. Formulating a Robust Naming Strategy When in the middle of a huge volume of files, always keep in mind to come up with a good naming convention. If you have your files named appropriately as per the contents in them, it’s a win-win. Searchability and transparency top the bar if your naming strategy is sorted. Insider Tip:If you’ve chosen SharePoint as the repository for your migrated files, your job is easy. XfilesPro supports the Tagging functionality of SharePoint, helps you tag content against specific columns so the uses can access it easily. Effective File Storage Framework If your files are not in place, you are in big trouble! There will be files coming from different departments of your organization and placing them in the right folder is something of paramount importance. Hence having a good folder structure plays a big role in the picture. Insider Tip: As Salesforce poses limitations in arranging files in users’ preferred folder format, XfilesPro unleashes its unique Folder Structure functionality, helping users to arrange files in folders in a way that makes sense to their business. Leverage Cloud-based External Storage One of the best ways to have your file storage in Salesforce optimized is by integrating your CRM platform with an external cloud storage. Because this helps you push the growing volume of files from the former to the latter, keeping your file storage space optimized. Insider Tip: XfilesPro integrates Salesforce with your preferred external storage such as SharePoint, Google Drive, OneDrive, Amazon S3, on premises platforms without even the need for an additional integration tool. This helps you to move the files externally and free up the storage space in Salesforce. Optimize Your Third-Party App-generated Files Since you are working on the Salesforce CRM for your business workflow, your Salesforce will be integrated into a lot of third-party applications for varied purposes such as eSign and auto document generation that create a huge volume of files. One of the best ways to optimize your Salesforce storage is by having them migrated to an external storage location. Insider Tip: As already mentioned, no matter if the files are generated manually or through 3rd-party apps, XfilesPro can migrate them to your preferred external storage platform. Learn how to manage Salesforce files generated from 3rd-party apps here.Streamlining and effectively managing files in Salesforce can be challenging, but working smart is always better than working hard. This blog aims to provide you with the closure you were seeking, along with a valuable bonus – an innovative application called XfilesPro that helps you reimagine your Salesforce file management game, you can bid farewell to the cumbersome task of organizing and managing files in Salesforce, allowing you to work efficiently and smartly, and focus on what truly matters – driving success in your Salesforce implementation. To gain a thorough understanding of this powerful application, schedule a complimentary demo by clicking here. Discover how XfilesPro can revolutionize your file management process and help you achieve greater efficiency and productivity in your Salesforce. Meet the Most Downloaded Document Management App on Salesforce Remove Hurdles From the Ever-complicated Document Management Operations with XfilesPro Download the App Deeshna CDeeshna is a five-year experienced writer in the field of B2B, writing a wide range of content types that drive the success of SaaS products. All Posts www.xfilespro.com
Auto Move Salesforce Files from Notes and Attachments to External Storage
Salesforce is great for managing customers, but not so great for handling a ton of files. It gives you options like Salesforce Files and Notes & Attachments, but if your storage is filling up fast or things feel disorganized, you’re not alone. You might be wondering: How to send files from Salesforce to an external storage system? What’s the difference between Salesforce Files vs. Notes & Attachments? How do I manage files without hitting storage limits or losing track of everything? Don’t worry — we’ll break it all down and show you how to make Salesforce work smarter when it comes to documents. Salesforce Notes and Attachments: The Legacy Feature Notes and Attachments is one of Salesforce’s older file-related features. It allows users to add supporting content, like simple text notes or uploaded files, directly to a record. Files uploaded here are ultimately stored in Salesforce’s file storage. Key features Tied to Individual Records: Each note or attachment is associated with a specific record (like Accounts, Contacts, or Opportunities). Basic File Uploads: Users can attach documents, images, or other files (up to 25 MB per file). Simple Note-Taking: Users can write plain-text notes, but rich-text formatting is limited or unavailable in classic mode. Salesforce Files: The Modern Solution Salesforce Files is a modern file management solution designed for storing and managing documents within records. Files are stored as ContentDocuments in Salesforce’s Content Management System (CMS) and can be linked to one or more records using ContentDocumentLink. Key features Larger File Size Support: Supports uploads up to 2 GB per file, depending on license and configuration. Content Management System (CMS): Files are stored as ContentDocuments, enabling enhanced tracking and versioning. Salesforce Storage Limits Even with Salesforce Files, you’ll eventually run into a few roadblocks that can slow down productivity: No Folder Structure: Organizing files gets messy—there’s no native folder hierarchy. Limited Automation: Automating file uploads or linking needs custom code or third-party tools. High Storage Costs: Running out of file storage? Upgrading in Salesforce can get expensive. Limited or No Preview: No preview is available for files stored in Notes & Attachments as classic attachments, and limited for uncommon or proprietary file formats. Now that we’ve covered the difference between Salesforce Files and Notes & Attachments, along with their limitations, let’s move on to the bigger question: How do I manage files without hitting storage limits or losing track of everything? The most effective solution we’ve seen is using a third-party application that automates file management directly within Salesforce. And when it comes to reliability and performance, XfilesPro has consistently proven to be the best choice. The benefits are not just impressive, they’ve been tried, tested, and trusted by organizations for years. If you’re curious to see what makes XfilesPro stand out, especially when it comes to file automation and external storage integration, keep reading the next section. Send Files from Salesforce to External Storage Using XfilesPro To address your Salesforce file storage management challenges, XfilesPro automatically moves files from the Notes and Attachments section of Salesforce to your preferred external storage, such as SharePoint, Google Drive, OneDrive, and AWS S3. This ensures your CRM platform remains unburdened by a massive volume of files. To maximize your ROI, you can leverage the advanced, next-gen capabilities of XfilesPro. Preferred Folder Structure Formation This is one of the most prominent benefits XfilesPro provides to make your life easier. Since Salesforce does not offer a folder structure option for users, XfilesPro helps you arrange files in your preferred folder format. This allows you to access files easily and without any hassle in your external storage platform. Want to Know More About Organized File Management? Download the Datasheet Utmost File Security With security features such as access control, secure sharing, and robust encryption, XfilesPro ensures that your files remain protected from unauthorized access in external environments. Its powerful Access Control capability lets you define who can view, edit, or download the migrated files, giving you complete peace of mind when it comes to file security. Real-time File Collaboration We understand how time-consuming it can be when files are passed from one user to another for contributions. That lag affects overall productivity. However, with XfilesPro, both your internal teams and external users can collaborate on files in real-time, by keeping everything in sync across both platforms. Real Results, Real CustomersDiscover the success story in our case study Conclusion Salesforce may be powerful, but when it comes to file storage, it has its limits. Native options like Notes & Attachments and Salesforce Files only go so far, especially when your file volume grows and organization becomes a challenge. That’s exactly why so many businesses are turning to XfilesPro. It’s more than just a fix — it’s a smarter way to handle Salesforce files. From external storage integration to secure sharing, XfilesPro is built to scale with your business and simplify how you manage documents. Want to Send Files from Salesforce to an External Storage System? Try XfilesPro Today Poornima GConnecting businesses with top SaaS and CRM solutions through engaging content All Posts
Salesforce File Management in the Easiest Way: Why XfilesPro?
Did you know that Salesforce’s default file storage space is just 10GB per org? Is that really enough for you to satisfy your storage needs? We don’t think so, and it’s definitely not enough as your business scales. So, the next predicted step is obviously burning your money on purchasing additional storage space from the biggest CRM platform providers. But let us stop you right there. Are you aware of the expenses associated with purchasing additional storage capacity from Salesforce? If you aren’t, we can give you a hint that it will be unaffordable for you. Now, what’s the solution? Do you think that the deletion of some files would help to free up the storage? Not quite, as your compliance will throw a spanner on this action. So, what’s next? Our answer is XfilesPro! The #1 file management app for Salesforce will help you better manage your file storage space as your file volume continues to expand. Let’s see how XfilesPro does this wonder for you. Learn more about Salesforce file storage limitations here. Move Your Salesforce Files Externally XfilesPro is the most recommended application that can establish a seamless integration with your Salesforce to an external file storage platform of your choice in order to migrate files. It connects both platforms without the need for an integration tool and moves the files automatically from the file storage space of Salesforce to your preferred platform including AWS S3, SharePoint, OneDrive, and Google Drive. This setup helps you optimize Salesforce storage space while significantly reducing storage costs, giving you both flexibility and savings in one smooth solution. Migrate Your Pre-existing Massive Volume of Files at Once Over time, as you use Salesforce, you’ll inevitably accumulate a massive volume of files in its storage. But when it comes to moving such a large number of files to an external storage platform, it’s not as simple as hitting send. You need the support of an advanced solution to get this job done. XfilesPro is one such solution that automatically migrates your already existing files in Salesforce to the external environment in one shot by maintaining its hierarchy. This is a calling card of XfilesPro that makes the migration possible with the help of Initial Offloading capability. So, it’s no longer that the migration of existing files would be a challenge — it’s NOT! Learn more about why you need to choose XfilesPro for Salesforce file management here. Move Community User Files to the External Storage The number of files that are generated through your Salesforce Community Users is enormous. These files contribute to hitting the storage limit faster than you’d expect. Understanding this concern, XfilesPro helps you to push the files uploaded by Community Users to your external storage platform automatically and instantaneously. That means you don’t have to worry about hitting the storage limit in the future just because of the great number of files from your Community Users. Manage Files from 3rd party Apps To achieve a streamlined workflow within Salesforce, you seek support from 3rd party apps. However, some of these apps generate a massive amount of files and documents, taking up Salesforce’s primary file storage space. A prime example is XfilesPro DocuPrime, the most trusted auto-document generation app for Salesforce. Undoubtedly, as the files grow in numbers, your storage space will likely be overburdened. To tackle this challenge, XfilesPro migrates the files that get generated through any 3rd-party app to your external storage location by leveraging its Export Utility Trigger so that you can stay tension-free. Charge Zero Maintenance Cost By now, you have learned enough about the capabilities that XfilesPro provides to better manage your Salesforce file storage space. Now, imagine enjoying all these powerful features with zero maintenance costs. Sounds too good to be true, right? The great relief is no longer an imagination but a reality with the #1 document management app for Salesforce. Unlike other solution providers today, upkeep here is zero for all the potential benefits that XfilesPro offers. solution providers today, upkeep here is zero for all the potential benefits that XfilesPro offers. So, why need to wait for more? Schedule a demo! Deeshna CDeeshna is a five-year experienced writer in the field of B2B, writing a wide range of content types that drive the success of SaaS products. All Posts www.xfilespro.com
The Role of Salesforce File Management in Streamlining Your Workflow
Managing a big volume of files and information is common in every business process. However, when you juggle multiple processes on different IT systems, it means that your files can be generated hugely and stored in a number of different locations. When it comes to the uninterrupted flow of your business, you need to have access to your critical files at any time seamlessly. Just because of the reason that the files are in different locations, you can’t let any trouble happen with your business. For this, you need to make sure that you are processing a very streamlined file management experience in Salesforce. Because an efficient file management system is key to advancing your workflow. In this article, let’s discuss the importance of a smart file management approach in Salesforce. To Overcome the Fear of Storage Limitations Salesforce always gives only 10GB of file storage per Org. But with the amount of file accumulation, it is difficult to carry on the day-to-day work requirements relying on this small amount of storage. As the files mount up within the Org, you will experience a dip in the performance of your Salesforce application. At first glance, there appear to be two potential solutions for the storage limit challenge. The initial option involves deleting old files, but this may not be advisable since these files could hold valuable business opportunities in the future. On the other hand, the second solution entails purchasing additional storage space from Salesforce, but this can be costly. Our Recommendation: XfilesPro, the #1 file management app for Salesforce helps you move your growing volume of Salesforce files to your preferred external storage platform such as AWS S3, SharePoint, Google Drive, OneDrive, and on-premises system in order to free up storage space, which is a great way to overcome the challenges associated with storage limitations. Learn more about Salesforce file storage limitations here To Better Organize Files The concept of better file management in Salesforce starts with excellent organization. Having your files organized in a way that makes sense to your business will help you look for them faster. Keep in mind, not having a proper folder structure to store your files will drive unimaginable troubles, including productivity disruption. Our Recommendation: XfilesPro has the capability to create a customized folder structure as per your requirement so that you can arrange your files in your preferred format or hierarchical order. To Experience Exceptional File Collaboration You are not only the one who will work on a file. There are a lot of employees who are supposed to modify a file. Since there are limitations to collaborating on files in real-time for many users, the process demands a lot of time. The file has to pass from user to user or department to department for modification, which will take an indefinite period of time for completion. Our Recommendation: XfilesPro empowers you to collaborate on files in real time. This is a great capability that will allow your internal teams and external users to contribute to a file live that will boost file management experience and overall productivity. Learn more about how to collaborate effectively on files in real time here. To Enhance Productivity If your Salesforce Org is unaffected by the growing number of files and you are able to conduct seamless access to files, you will experience a bump up in the productivity of employees. Because when you are well aware of your files and where each and every file is located and named per se, there is no disruption in the workflow, facilitating increased productivity. Moreover, since you can leverage the power of automation to move the files out of Salesforce and optimize the storage space, the employees can focus on their core operations and contribute more to your business. Our Recommendation: Get your file management in Salesforce to do the work for you. Simply integrate it with your desired external storage and get your hands on other important works. Promised Security Every business is a file-sensitive business. There is no file that can be exposed outside of file management because it is less important. So, you need to make sure that unauthorized users do not access your files. Our Recommendation: With XfilesPro’s Access Control capability, you can control who can view and access your files. In other words, you will be the ultimate owner of your files and you can rest assured about its absolute security. Wrapping it Up With all the recommendations that we have provided, you must be wondering how XfilesPro can streamline your file management experience in Salesforce. We recommend you that try the #1 file management app and experience the advancement that it provides to elevate your game. Let’s start this by scheduling a demo. AMARLAL
What’s the Impact of Limited Storage Space in Salesforce File Management?
Here’s the nightmare that will never end in the life of a #Salesforce admin — file storage limit. As Salesforce comes with very limited storage space, the admins are always afraid about hitting the storage cap. Not only the storage space overloading, the worst part is that there are a lot of other challenges with the limited file storage space. To run your business efficiently, you need to be aware of those challenges and the impact that can have on your operations. To get a better hang of it, let’s dive into it in this blog. Unable to Manage Large Files or Large Volumes of Files Your Salesforce files can come in any size and quantity. You will generate small-sized files and files that come in bigger sizes such as presentations, and video and audio files. And, it’s obvious that with the surge in the number of big-sized files, the file volume within the CRM platform will also increase. This will be an uphill battle as the management of files in large sizes and volumes will cause troubles in the management of files including uploading, accessing, editing, and deleting. That means, your entire file management experience will be completely disrupted. To know about the limitation in Salesforce storage spaces, check here. Drastic Reduction in Collaboration and Productivity Teams interact with each other through the process of collaboration. It is a game-changer contributing to any organization’s success. When the files are more and the storage space is limited in Salesforce, this process cannot take place seamlessly. Due to improper file and storage management in Salesforce, the users will fail to collaborate effectively, which will impact the overall productivity of the employees. Increased Costs for File Storage If you are thinking that purchasing additional storage space from Salesforce is a solution for the limited storage space, we want you to know that it will break your bank. No matter if your company is a small scale or an enterprise, the cost associated with extra storage purchase may not sound cost-effective for your business considering its high charge. So, think before acting, is that something your growing business wants? Challenges with File Visibility and Accessibility Just like the troubles in Salesforce file collaboration, the limited Salesforce file storage can drive uneasiness in the visibility and accessibility of files within the org. If the Salesforce application loads very slowly, you can’t easily access and edit the files during emergencies. And, this will lead to a lot of escalations and result in catastrophe among the teams. Inability to Manage Massive Files of Community Users Being a Salesforce Admin, one task that you need to take is the management of the Community User files. The more Community Users you have, the more files will be generated in the file storage space of your Salesforce. That means that the storage space will get filled quickly, which is a difficult undertaking. The growth in files will only result in storage overloading and unproductivity among employees. Explore how to manage Community Portal Files here. Challenges in Integrating Salesforce with 3rd-party Apps You may want to integrate Salesforce with multiple 3rd-party apps for different purposes. Be the integration for document generation, file archiving, or data management, the ultimate objective is to automate and streamline the workflow. However, when integrating certain apps with Salesforce (such as an auto document generator), you are going to generate a large volume of documents that will eat up your limited file storage space. Since the storage limit is not sufficient to accommodate the growing volume of files, you will not be able to establish an effective integration between both platforms. It’s the Wrap By now, you must have learned about the consequences that limited file storage space in Salesforce can have on your workflow within the CRM platform. To smartly address this challenge, we recommend you XfilesPro, the #1 file management app for Salesforce. You can intelligently tackle the limited storage issue with XfilesPro as the application optimizes your file storage space. Let us make this more clear. With XfilesPro, you can automatically move your Salesforce files to your preferred external cloud platform such as Amazon S3, SharePoint, Google Drive, and OneDrive as well as on-premise system. This will be a great way to free up the limited storage space, which will help you achieve a very streamlined file management experience within the Salesforce application. The XfilesPro benefits are; The management of large-sized files and large volumes of files becomes easy as the file storage space is constantly optimized. Facilitate seamless file collaboration among your employees with trouble-free file access. Eliminate the need for costly additional storage purchases, saving your expenses. Simplify the management of numerous files uploaded by Community Users without worrying about overloaded storage space. Similarly, the integration of Salesforce with any third-party app is a tension-free job considering the freed-up storage space. To learn more about how XfilesPro can help your business with a modern and tension-free file management experience for Salesforce, schedule a demo now. AMARLAL
6 Salesforce File Management Best Practices To Implement in 2023
We are gearing up to bid adieu to 2022, and setting up our 2023 goals. Maximizing the Salesforce platform’s capabilities & minimizing operational costs are two of the most desired pursuits for every Salesforce customer. Efficiently managing files within Salesforce can double up the joy & make 2023 the best year for your business. Managing a large number of files or huge-sized files in Salesforce CRM often brings challenges & an #awesomeadmin must have the right file management strategy to be a superhero for his/her organization. Below are some of the uber-popular methods that are being adopted by some of the smartest Salesforce customers. You are minutes away from getting to be one such file management champion. Know your Salesforce file system One of the most important things for any Salesforce admin is to have a detailed knowledge of their Salesforce file system. This includes understanding what type & size of files are getting uploaded, what are the major sources of file generation, who are the users that generate more files, what is the file storage usage, who has access to files, and how files are getting shared. A smart Salesforce admin always keeps an eye on these factors in order to maintain a smooth file management process and predict upcoming challenges. Have a long-term Salesforce file storage management strategy If you are a Salesforce user, you must be aware of the fact that all Salesforce editions come with a limited file storage space. If file consumption is more in your business, you must run out of your storage faster. Having a long-term file storage management strategy for Salesforce is one of the most critical things to consider in order to avoid last-minute hassles. This might include regular storage upgrades (Please note this is highly expensive), periodically deleting obsolete files, adding extended storage systems, etc. Leverage external platforms for enhanced file collaboration Leveraging external platforms such as SharePoint, Amazon S3, OneDrive, Google Drive, etc. not only helps you address challenges occurring due to Salesforce file storage limits but also extends file collaboration capabilities. With unlimited Salesforce file storage powered by external systems, your team can seamlessly collaborate on different files & accelerate business growth. Build a centralized content management system In today’s digital world, businesses use multiple systems to run business. If you are also using different applications to power your business, integrating all of them will do wonders. When you’re integrating all your processes & applications to have a single business view, building a centralized content management system is just what you need. For Salesforce users, if you are using different Salesforce apps, AppExchange solutions, and custom-build applications; bringing files from all of them together to one centralized storage repository is highly recommended. The centralized storage can be SharePoint, S3, OneDrive, Google Drive, or an On-premise file system as well. Take care of file security & accessibility factors Securing files in the best possible way & keeping seamless access to all authorized users are two of the most important factors in driving file management efficiency. Best security practices must be adopted including access control, visibility settings, encryption, and sharing options to run a highly secure Salesforce system. With evolving technologies, security often comes under the scanner & you need to get it checked in 2023. Access to files must be always hassle-free as this directly impacts productivity. Some of the best recommendations are syncing files across systems, a proper naming structure, a tagging feature, and a folder structure for files. Backup your files regularly Still not backing up your files? If not, get this done in 2023. Having a backup of all your files will help you run a business with confidence without any fear of file loss. Get a file backup strategy in place with the best available Salesforce backup application. Get XfilesPro for Advanced Salesforce File Management Still thinking about how to implement all the above best file management practices for your Salesforce app? Don’t look beyond XfilesPro. Our one application can help you achieve all the above goals & make your business run on Salesforce to the best of its potential. XfilesPro, which is primarily an external file storage integrator for Salesforce, offers support to multiple storage systems including SharePoint, Amazon S3, Google Drive, OneDrive, and On-prem. Along with this, our future-ready application can easily take care of folder structures, file syncing, community portal file management, large-volume file offloading, and much more. Explore all XfilesPro features & capabilities to transform your file management experience in Salesforce. With 500+ global customers & 550K+ licensed users, XfilesPro can be a game-changer for your business in 2023. To learn more about the application, please get in touch with us now. AMARLAL
Increased File Management Workload in Salesforce? XfilesPro’s Bi-sync Feature to the Rescue
Scene opens. Johnny, the CEO of an up & coming legal service provider, can be seen sitting in his cabin. He stares at his screen, then looks at the reports in his hand, & then looks back at the screen. Irritated, he picks up his intercom & dials for Jacob, calling him to his cabin. A few moments later, Jacob meekly walks into the cabin. Jacob is the Salesforce admin the firm had recently hired to manage their operations on the Salesforce cloud platform more efficiently. He sits in front of Johhny after he signals him to take a seat. Looking at Johhny’s expression, Jacob is sure that something’s not right. Johnny: Jacob, didn’t you suggest last quarter that there’s a way in which we could manage our files & attachments in Salesforce better? I am forgetting…what was it…remind me, please. Jacob: Ah Sir, it was using our Google Shared Drive storage for storing the files. I mean moving all the files from Salesforce’s file storage to Shared Drive storage. Johnny: Yes yes, right! Using Google Drive to store files. Now I remember. So, what had you said it will do? Jacob: That it would simplify file management in Salesforce, Sir. The file storage will be freed so the management of files would become easier & we won’t even run into the file storage limit like we did last quarter. It would improve our productivity as well, Sir… Also Read: Top 4 Salesforce File Management Challenges & How To Get Rid Of Those Johnny (cutting Jacob in between): Yes, improve our productivity. That’s what you said integrating Salesforce with Google Drive would do. So, will you please take a look at these numbers and tell me where you see improvement? Go ahead! Jacob (awkwardly shifting in his seat): But Sir, how can I? I mean, the numbers…there will surely be improvements Sir. We just need to be patient. Johnny: This is not a marathon Jacob, where everyone gets a medal for participation so they can run slowly & still be getting something. This is a race! Where only the winner gets the prize! And winners don’t do things patiently. Now you tell me, why is this integration not delivering the desired results? Jacob: Actually Sir, there is some issue with the way we integrated both the systems. You see, even though the systems are connected right now & there is proper migration of files to Shared Drive, there are still some challenges we’re facing. Johnny: Well, go on! What more challenges are you guys facing now? Jacob: Sir, there is the issue of the extra workload. When files are migrated to the external storage, people are forced to switch to the external storage every time a change needs to be made in the files. And then, they have to make the same change again in the file that is visible on the Salesforce console. So, this means extra effort & time to do all this. And only a few employees handle such a vast volume of files, so productivity is bound to be hampered. Johnny: So then what do you suggest we do? We can’t keep on paying for two systems & managing them as well, only to have them deteriorate our business productivity. What’s the solution, Mr. Admin? Jacob: Actually Sir, there is one solution indeed. As many employees were complaining about this issue to me, I went on the AppExchange to look for a solution. And I came across this application called XfilesPro. This is like the #1 application when it comes to file management in Salesforce. And they can help us set up a proper collaboration between Salesforce & Shared Drive. Also Read: Why Is XfilesPro The Most Comprehensive File Management Solution For Salesforce? Johnny: That’s good. But does this application solve our current problem of increased workload? Jacob: Yes yes, Sir, it does! They have this functionality called bi-sync with which our problem can be solved. Because of this, our users will first of all be able to upload those files from any system. Meaning, from Salesforce as well as Shared Drive. And then, those files can easily be viewed also, and right from the Salesforce UI without having to switch systems. And lastly, using this bi-sync feature, users can make changes in the file in one system & the change automatically gets reflected in the file in the other system. So, it cuts back the manual effort we are making right now to edit files in both systems manually. Johnny: Hmm…seems like a good thing. But is there only this bi-sync feature in this XfilesPro app? Nothing else? Additionally, you can have a look at this product datasheet here. Jacob: No Sir. There’s a lot more they offer. There’s something called centralized file management where they let users bring files from different sources & manage them from a single location. Imagine how good it would be for our system! Also, this app is capable of migrating large volumes of files to the external storage, that too without any manual effort from our end. And in case we shift to using any other external storage in the future, XfilesPro supports Salesforce’s integration with different cloud storage like SharePoint, AWS S3, & OneDrive & some on-premise systems as well. Johnny: Sounds nice then. If you feel this application will give me the result I am looking for with the firm, then go ahead with it. Set up a meeting with their team & we’ll discuss the things. So, Johnny is a smart CEO who understood the value of efficient file management in Salesforce brings in the overall business productivity of his legal firm. We hope you’re also a smart Salesforce user who will understand the benefits XfilesPro brings along with it in terms of efficient file management & collaboration in Salesforce. To learn more about the application, please get in touch with our experts. AMARLAL
Salesforce File Management Challenges And Their Solutions
Managing and retaining files is crucial to any business, big or small. Most of these organizations rely on Salesforce to handle and distribute data, and problems, such as visibility, version tracking, and collaboration are common. When small businesses experience growth, they also encounter Salesforce file management challenges that large companies are facing. Presently, there is no dynamic solution within Salesforce to resolve these issues. Hence, with the limited Salesforce storage concern, file management has become quite a task for several customers. Before making any decisions regarding your file management query, go through these challenges and their resolutions that we are sure you will face while managing your files on Salesforce. Read More: Why is XfilesPro the Most Comprehensive File Management Solution for Salesforce? Most Salesforce customers, using multi-cloud deployments, often find themselves struggling with proper management of files, especially when there’s a large volume of files in the Org. While it might not sound like a big issue in small-scale deployments (where fewer cloud solutions are involved), enterprises may have to look for robust collaboration solutions that offer visibility & control over their Salesforce files in big-scale deployments. Inadequate File Visibility & Accessibility One inherent challenge faced by Salesforce users having a large volume of files & documents in the primary file storage is the lack of complete control over those files. This becomes an even greater issue if they are using a multi-cloud strategy because then synchronization between storage systems in different cloud platforms becomes difficult. In large-scale environments, multi-cloud setups can lead to scattered file storage and data silos. Without a unified system, users have trouble finding, accessing, and sharing files in Salesforce. This lack of centralized control diminishes file visibility and forces organizations to invest extra resources in maintaining synchronization. Problems with File Collaboration For most enterprises using the Salesforce cloud platform to run their business, the primary goal is to utilize its collaboration feature to enable their users (both internal & community users) to share, edit, & view files & documents in real-time. Even though Salesforce was designed as a collaborative platform, the collaboration services it offers are limited. Version control can become a significant challenge when collaboration within teams is lacking. Without proper communication, people might end up working on different versions of the same file, leading to confusion and mistakes. Someone might miss important changes, or worse, two, people could unknowingly make edits to outdated versions. Reduced Document Processing Speed In this era of rapid digital transformation, enterprises deal with various documents on a daily basis, be it invoice quotes, contracts, healthcare records, purchase orders, legal documents, PDF files, invoices, & much more. Typically these documents go through the activity of document processing (scanning documents, extracting data, validating it, making corrections, & manually updating the relevant fields) before being loaded into Salesforce as attachments & being integrated into day-to-day business operations. But when the organization deals with a large volume of files & documents, the speed of document processing is reduced drastically as it requires a lot of human resources & is a time-consuming task. How XfilesPro can help XfilesPro has been a top choice for enterprises struggling with the seamless management of files & documents in their Salesforce system. This file management & external collaboration application is designed especially for Salesforce & aims to help users resolve any & all challenges they may have. Leveraging the app, users can easily migrate their important files from Salesforce to their preferred external cloud storage (SharePoint, AWS S3, Google Drive, OneDrive, Dropbox, etc). Even when the files no longer reside in the Salesforce file storage, file accessibility & visibility are not the least bit affected. Users can easily view, access, download, & edit the files anytime they require. The application supports seamless collaboration between the storage systems & performs well in a multi-cloud environment also as it brings together files stored in different platforms to store them in the chosen external storage. Check out the product datasheet for more details. XfilesPro’s latest update to DocuPrime is set to streamline the entire document lifecycle management process. From template creation and automated data filling to review & approval, and e-signatures, everything can now be handled within a single platform. With XfilesPro, you can effortlessly create, store, collaborate, and share documents on one platform. The app optimizes file storage, simplifies document generation, and increases ROI by 3X. Plus, our passionate tech team is always here for you, ready to turn your questions into solutions and ensure every interaction feels seamless and supportive. To understand how XfilesPro can help you overcome the challenges we explained above or any other particular challenge you may have, please get in touch with our experts. You can also schedule a quick demo with us to see the app in action. FAQs What is the alternative to Salesforce file storage? An alternative to Salesforce file storage is XfilesPro. It integrates seamlessly with external cloud storage solutions like SharePoint, Google Drive, or Amazon S3, allowing businesses to offload large files. You can reduce Salesforce storage costs, manage files efficiently, and enjoy better collaboration. What is the cost of Salesforce file storage? Salesforce file storage can be expensive, with additional storage costing approximately $5 per GB per month. Why are Salesforce file storage costs so high? Salesforce offers limited file storage with its plans, and purchasing extra storage space can become costly. This pricing model is designed for businesses with smaller storage needs, but it can pose challenges for growing organizations. AMARLAL
Top 7 Factors That Differentiate XfilesPro From Other File Management Solutions for Salesforce
Last Updated: September 22, 2023 If you are a Salesforce customer, you might know that dealing with a large number of files within the app is always troublesome considering the platform limitations. Being the #1 CRM provider in the world, Salesforce powers organizations to boost their sales, marketing & customer service processes. However, it can’t be considered as an advanced document management system because the platform doesn’t include this in its core capabilities. The presence of multiple IT systems and, the trend of adopting different cloud platforms for running a business while using Salesforce as the centralized CRM means, files will be generated from different sources & ultimately get stored within the Salesforce app. Now with the limited file storage space that Salesforce offers, it becomes extremely challenging to maintain all the documents in one place with easy access, collaboration, and sharing. This is why the need for a powerful document management system becomes essential to drive higher business efficiency & harbor customer success. And XfilesPro masters the art of document management in Salesforce. What is XfilesPro? XfilesPro is an enterprise-grade file management application for Salesforce. Available on the AppExchange, this 5-star rated application offers seamless integration between Salesforce & other external file systems such as SharePoint, Amazon S3, OneDrive, Google Drive, and On-prem. XfilesPro customers easily move Salesforce files to their external storage without losing access to their Salesforce files. This ensures Salesforce org never runs out of its file storage limits while customers can save high storage costs. Along with this, XfilesPro also offers multiple additional features to improve the Salesforce CRM experience while managing documents efficiently. Salesforce compatibility is one of the best functionalities of XfilesPro as it can be used for all types of major Salesforce apps including Sales Cloud, Service Cloud, Industry Cloud, Platform Apps, AppExchange Applications, Salesforce1 mobile, etc. Objectives to use XfilesPro XfilesPro is being used by Salesforce customers to meet certain key file management objectives. Some of them are; Better Storage Optimization: With external storage integration, customers can optimize their Salesforce file storage. This will help them to always be within the allocated file storage limits and prevent paying additional storage upgrade costs. Enhanced File Collaboration: With XfilesPro, users can seamlessly collaborate on files with different internal & external users. This includes file sharing, view, access, edit, and much more. To maintain security standards, access control features are in place. Centralized Content Management System: Customers use XfilesPro to build a highly centralized content or document management system that can bring documents from multiple Salesforce apps, or connected external platforms & keep them in one place for better business results. 7 Reasons to Choose XfilesPro Over Similar Salesforce File Management Applications While most of the file management applications for Salesforce offer similar kinds of features, there are certain aspects where XfilesPro has a distinctive edge over its competitors. Let’s have a sneak peek of 7 top reasons why Salesforce customers choose XfilesPro; Easy Setup & Quick Configuration Integrations are always complex & time-consuming. While most of the file management applications are complicated to set up & use, XfilesPro comes with a super easy setup & configuration process. You can start moving your Salesforce files to external systems within minutes. Connect with us to set up the app & start a free trial. Highly Reliable XfilesPro is a 9+ years old product with a track record of delivering excellent customer service. With over 100+ reviews on the AppExchange, the application is rated as a 5-star. On the other hand, we are known as one of the most trusted Salesforce partners & currently serve 1000+ global customers. Read what customers say about XfilesPro. Aligned with the Salesforce Ecosystem As a product, XfilesPro is completely aligned with the Salesforce ecosystem & it’s future. As mentioned earlier in the blog, XfilesPro supports all major Salesforce apps, AppExchange apps, force.com apps, and Salesforce1 mobile. Large Volume File Migration One of the most unique capabilities of XfilesPro is that the application can migrate a large number of files from Salesforce & offload it to the external storage system. The process is easy, automated, and highly reliable. This will help customers optimize their file storage space immediately. A customer can use this feature as many times as they want. Bi-directional Syncing of Files Files moved from Salesforce to the external storage are synced from both sides. So a user having access to both applications can view, access, edit, and share files from either end. If a file is being edited from one side, the changes will automatically reflect in the other app as well. Another benefit of this feature is that non-Salesforce users can upload files to the external system, and Salesforce users can view it within their app. Folder Structure & Syncing The beauty of XfilesPro is that it offers not one, but two folder design options. Users can keep migrated Salesforce files within specific folders in their external system. Folder structure either can follow a template offered by XfilesPro, or customers can build custom folders. For customers moving to Salesforce from a legacy system, their existing files/folders can be synced to their new Salesforce app using XfilesPro. Community User File Migration XfilesPro supports Experience Cloud. Files getting uploaded from community users can be moved automatically to the external storage without any manual intervention. So, there you have it! These conclude some of the most prominent differences between XfilesPro & other file management solutions in the market. We hope that this detailed comparison we provided helps you make a well-informed decision for your organization in terms of choosing an efficient & cost-effective file management solution. In case you still have any doubts about XfilesPro or want to know more about its integration & external collaboration capabilities, get in touch with our experts & get all your doubts cleared. You can also schedule a quick demo to understand the features of the application better. AMARLAL
