Salesforce File Management for Standard Users & Community Users: A Collaborative Strategy to Optimize Storage
Are you using a Salesforce app? Do you have a community portal as well? We understand the challenges you must be facing as a Salesforce admin in managing all your files generated by the standard users as well as community users within limited allocated storage. For any business dealing with such a massive volume of files is always troublesome. All the Salesforce editions (Unlimited, Performance, Enterprise, Professional) comes with 10 GB of file storage. Except for Professional, all other editions also offer 2GB of additional file storage space to every user, while the Professional edition offers an additional 612 MB (100 MB per user license + 512 MB per license for the Salesforce Content feature license) to every user. Keeping the huge volume of files within these limits is not only a challenge but also highly expensive after a certain period of time with recurring storage costs. What could be the strategy to keep all the files within your Salesforce system without hitting the storage usage? Integrating External Storage Systems with Salesforce Integrating any external Cloud such as SharePoint, AWS S3, Google Drive, OneDrive, Dropbox, or any On-premise system including Network Drive, SMB, SFTP will allow you to store Salesforce files in an external environment without making the native storage pilling up. This integration will offer all the options to choose a better content management system for your entire organization & collaborate with the Salesforce system in order to optimize file storage & reduce high storage costs. How to store Salesforce Standard & Community user-generated files in external systems? XfilesPro which is an advanced file management & collaboration solution for Salesforce, allows Salesforce users to store all the files (standard users+community users) in any external environment with seamless collaboration. Organizations who are having standard users & community portals can use the application to implement a 360-degree file collaboration strategy with a centralized content management system. Once installed & configured, the solution will automatically store the files in the external storage without any manual intervention. If you want specific files to be stored under some specific folder in the external storage, the solution has the capability to do that as well. The solution also allows you to share files with external users so that they can view & download the files. You can also sync/link files in your external storage with respective records in Salesforce with seamless collaboration. XfilesPro File Management Capabilities Supports Salesforce Sales Cloud, Service Cloud, Community Cloud, Platform Choose your own external storage – Cloud (SharePoint, AWS S3, Google Drive, OneDrive, Dropbox) or On-premise (Network Drive, SMB, SFTP) Reduce file storage costs by over 60%. Work collaboratively with Salesforce internal, external & community users by ensuring files are managed centrally but available for everyone to share, view, download, & edit. Highly customizable file & folder management allows the various businesses the process to be embedded in the way files & folders need to save into the external storage. XfilesPro is extremely customizable which helps customers to blend it as per their unique business specifications. This makes the solution very unique and blended giving the customer amazing ROI from it. To start managing your Salesforce internal user & community user files without running out of storage limits, please get in touch with our file management experts AMARLAL
How to Efficiently Manage Community Portal Files in Salesforce with XfilesPro
As a comprehensive platform that enables businesses to streamline any of their critical processes, Salesforce has been exceptional in the last two decades. With over 150,000+ customers from multiple industries and sizes, today Salesforce is offering a full suite of solutions spanning across sales, service, marketing, commerce, analytics, Customer 360 platform, etc. In order to maintain top-notch org performance and business productivity, the CRM giant has limited some of its capacities. Storage is one of those. A Salesforce org comes with a limited amount of data & file storage, and anything additional to these comes with a hefty price. To ensure you never run out of your storage and operate the business in a highly optimized org, enterprises adopt various long-term data & file management strategies. For example, in order to optimize the data storage, leading enterprises implement an intelligent archival plan, while to deal with a growing number of files of large sizes, they look for external storage integration. However, things become a little more obscure, when the volume of files is million in number & you need a robust system in place to manage those files cost-effectively. Companies use Salesforce Community Cloud to connect with their customers in a better way. Enterprises having a community portal (Salesforce Community Cloud License) with a lot of community users who consistently generate a lot of files, often find them in the middle of a crisis where they left with no option other than purchasing additional storage with a very high price, or delete old files or build a solution that can help them store the files somewhere else. So what are the challenges that Salesforce customers face when it comes to managing a huge pile of files coming from multiple community users? Here are the top three basic challenges; Limited native file storage – Unable to optimize High recurring (additional) file storage costs – More investment External file storage & collaboration – Need of a solution to enable this External file storage & collaboration comes with its own set of challenges. Choosing the right external storage system to integrate with Salesforce Collaborating files seamlessly with the external system Automating the entire process without any manual intervention Migrating large volume of files (Initial process) Defining the folder structure – Where to store the community user files in the remote storage Centralized content management system – Managing files from one place Customizing the solution to any extend – Meet evolving business needs ALSO READ: Salesforce-SharePoint Integration – How to Transform your Salesforce File Storage Needs How to Implement a Strategic Approach with XfilesPro? In order to manage the huge volume of files generated by the community users, enterprises need to implement a future-proof file management strategy where they can rise above the limited native storage & make their file storage unlimited with external storage collaboration using advanced file storage & collaboration solutions for Salesforce like XfilesPro. Choose your External Storage Choose from a range of options to integrate from various external Cloud (SharePoint, OneDrive, Amazon S3, Google Drive, Dropbox) or On-premise (SMB, SFTP, Network Drive). The integration allows a better content management system for your entire community users & collaborate the files with the external storage. Storage Optimization & Cost Savings The integration will automatically store all the incoming community user-generated files in the chosen external storage & enable you to never run out of the primary file storage. This means no need for additional storage & high storage investment. Centralized Content Management System Drive high-degree of file collaboration with your internal as well as community users by ensuring files are managed centrally but available for all to share, view, download & edit. Better Community Collaboration Salesforce community portal integration delivers more capabilities to community portal users and thus extending the capacities deeper into the Salesforce ecosystem. Store Files in the Right Folder – Sorted & Synchronized File Management A highly customizable file & folder management allows the business process to be embedded in the way files and folders need to save into your external storage. You can save specific community portal user-generated files in pre-defined specific folders automatically with zero human intervention. Highly Customizable – Use the way you want The solution is highly flexible & can be customized to any level based on specific Salesforce community file management needs. Collaborate External Files into the Salesforce System Files staying in the external storage with a particular folder structure can be synced/linked with the respective records in the Salesforce system using the XfilesPro Bi-directional sync components. Manage all the files under one roof Link the files scattered in different storage systems such as On-cloud, On-premise, Community portal, and Salesforce system and manage them all from one place (external storage) by linking them with the Salesforce record. Large Volume File Migration Migrate a large volume of community portal files from your Salesforce system to any external system seamlessly without impacting any of your on-going business processes. To know more about XfilesPro & it’s capabilities in managing Salesforce community portal files, please get in touch with our Salesforce file management experts today. AMARLAL
