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 Transform Your Life as an Awesome Admin Through Simplified File Management Experience in Salesforce
A Salesforce Awesome Admin is the conductor of automation, orchestrating a symphony of efficient processes, eliminating manual tasks, and enhancing productivity across the board. Nothing can beat how Ohana glorifies Awesome Admins. But do you really think the life of an Awesome Admin is as awesome as it seems? A big NO from our end! We know the struggles of juggling multiple balls to accomplish complicated tasks. Indeed, efficient file management within the Org is one of them. We learned firsthand that managing the growing volume of Salesforce files is one of the most difficult tasks that admins perform on a daily basis, which poses an impact on their productivity. So, we want to help them! In this article, let’s discuss some of the most effective ways that will simplify how Awesome Admins manage Salesforce files. Sort Files into Proper Folders You can’t expect to achieve a streamlined workflow if your files are scattered within the Org. Unorganized files cause challenges including uneasy file access and a very confused workflow. Also, keep in mind that your files are going to grow per day, which you can’t help with. So, it’s imperative to categorize files in folders that make sense to your business. Since Salesforce doesn’t provide an option to have a proper folder structure, you can choose an external file management solution that is proven for its customized folder structure capabilities. Give Concise File Names As we discussed, you can’t manage the volume of files that is going to grow by the day. Imagine the troubles that a single file search would create considering the large volume of files in the org. It will be nail-biting. The scenario is even scarier when it’s an emergency. That’s why naming files with relevant data is critical. So, following a consistent method of file naming is recommended for better search, sort, and filter processes. SharePoint Tagging is an example of how naming or tagging files can ensure smart and streamlined operations with easy access to files. Bolster Security Measures No one needs to teach a Salesforce Admin how critical their Salesforce files are. Files are like their lifeblood just like data. Because files hold valuable information that can’t be exposed to potential risks. So, ensuring file security through advanced functionalities such as access control and encryption can be a great stride that will give you peace of mind. Not only security, but such capabilities can also maintain the confidentiality, integrity, and accessibility of your files. Emphasize File Collaboration And Versioning When talking about modern file management in Salesforce, we can’t leave unsaid the fact that efficient file collaboration stands as the bedrock of Awesome Admins’ success. Salesforce offers various collaborative options including Chatter and file sharing, empowering teams to work together and communicate in real-time seamlessly. Leveraging any of these options, admins can perform very fast and transparent operations. When it comes to file versioning, you can either make use of Salesforce’s version control capabilities or that of a third-party file management solution that diligently monitors file modifications, track revisions, and uphold a transparent audit trail. With these measures in place, you can foster a culture of collaboration while ensuring the reliability and security of your files. Move Files Out Of Salesforce It is certain that you will hit your Salesforce file storage space either today or tomorrow. Since the files increase in number per day, you are required to move them out of the production org in order to keep the space freed up. You can either leverage any of your existing file storage platforms or adopt a new one that your compliance permits. However, file migration from Salesforce is not easy as there are a lot of complexities involved in integrating Salesforce with the external system. From finding a solution that enables seamless integration between both platforms to address complex configurations, the challenges are a lot. Let’s see how to address those challenges through a superior file management app for Salesforce. We’d like to introduce you to XfilesPro, the most trusted and recommended file management app that can automatically migrate your Salesforce files to your preferred external storage such as S3, SharePoint, Google Drive, OneDrive, and On-premise platform. The good news is that the app comes to the rescue not only for file migration from Salesforce but also to address all the life-saving strategies for Salesforce Admins that we have discussed so far. Learn how to store Salesforce files in external systems here. Let’s see how XfilesPro accomplishes the above strategies; XfilesPro’s Folder Structure feature will help the admins create a customized folder structure in the external storage to keep files organized. XfilesPro supports SharePoint Tagging functionality, allowing users to tag their Salesforce files with relevant data externally in SharePoint. With XfilesPro’s security measures such as ‘Access Control’ and ‘Encryption at Rest,’ they can rest assured about the strong security of files. The #1 file management app also allows real-time collaboration on files for internal teams and external users. XfilesPro also provides multiple versions of the files for easy operations. That’s it. If you have reached this far, there is a high chance that you’re looking for aperfect file management solution for Salesforce. So, why can’t give it a try to XfilesPro? To learn more about how XfilesPro can make awesome admins’ life easier, schedule a demo here. AMARLAL
