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

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

Salesforce Storage Limits

Even with Salesforce Files, you’ll eventually run into a few roadblocks that can slow down productivity:

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?

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.

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?