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
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
A Decade of XfilesPro: Pioneering Document Management in Salesforce for 10 Remarkable Years!
Phew…Just like that, our first baby turns ten! Who knew that time could fly this fast? It seems like just yesterday we introduced our most intelligent and adorable kid to the Salesforce world. Today, he has grown to be the one-stop solution for Salesforce users around the globe for their document management needs. If you’re wondering who we are talking about – it’s our Gen Z kid XfilesPro. From the launch in 2012 as EXTFM to a big brand name XfilesPro provides solutions for document management challenges in Salesforce, the journey of our flagship application has been incredible and upwards. Today, it’s delivering two on-demand solutions for Salesforce users — file management and document generation apps with advancements that no one else provides. We will tell you more about XfilesPro’s journey. A decade ago, XfilesPro stepped into the booming Salesforce ecosystem as an app supporting AWS S3. Later, we advanced the solution by extending its wings to SharePoint, Google Drive, OneDrive, and On-premises platforms. So, XfilesPro can now help #AwesomeAdmins get rid of their ever-complicated task – document management in Salesforce. The admins can move their growing volume of files from Salesforce to their preferred external storage in order to free up storage space and achieve peace of mind. This is the magic that XfilesPro’s file management application does. The best part is that it’s not only the external integration or file migration functionality that the next-gen application provides. There are a lot of other capabilities that make XfilesPro a complete document management system and a cut above the rest. Enhanced File Collaboration: XfilesPro’s Bi-sync functionality plays a big role here. It syncs Salesforce records with respective files in the external storage so that the modifications on files can be reflected in both platforms. This streamlines the file collaboration as internal employees can work on files within Salesforce while external users modify the files in the external storage and can have the real-time changes reflected. A Centralized File Management Process: XfilesPro nurtures a centralized file management system where different external systems can be integrated with Salesforce through a single-point file management system. Be it a 3rd party or an AppExchange app you’re integrating with Salesforce, your external storage will be the centralized file location where the user can access and edit files. Customized Folder Structure Creation: Since Salesforce poses limitations in creating folder formats, XfilesPro empowers them to build their preferred structure in the external storage so that the files can be arranged in a way that makes sense to their business. Here, XfilesPro provides two options, template folder structure and custom folder structure. The former is an easy-to-understand folder format that comes by default with XfilesPro, where users can easily access files. And, the latter helps the users to customize their folder structure as per the business requirements. Massive File Migration in One-Go: If the customer has already accumulated certain volumes of files in their Salesforce file storage, XfilesPro can easily push them to the external repository in one shot by maintaining the hierarchy between files. Enhanced File Security: XfilesPro understands the users’ concerns regarding the security aspect of storing Salesforce files in an external storage location. Here’s where XfilesPro’s Access Control functionality comes into play, ensuring that authorized users gain the ultimate control to decide who can view and access their documents. Significant Cost Savings: The cost of additional storage purchases from Salesforce may not sound cost-effective for your business. Since XfilesPro optimizes the storage space and eliminates the need for storage upgrades, customers can save exorbitant money. Also, Read: XfilesPro 9-Years Of Journey – Top Highlights Now, let’s talk about the recent and biggest addition we have made to the XfilesPro family — XfilesPro DocuPrime. It’s the modern auto document generation app for Salesforce that automates the generation of documents of any type, size, and volume 100% natively within the CRM platforms. So, the users can eliminate the manual efforts of creating a document as the application automatically fetches data from multiple Salesforce objects and fills out the respective spaces to generate documents. With added functionalities like support for popular 3rd party eSigns, customized template creation, and template import, XfilesPro DocuPrime reinvents the never-ending, tedious document generation process of Salesforce users. With two superior applications, XfilesPro provides a holistic platform for Salesforce users to generate and manage documents within the CRM with zero human involvement and in a way like never before. Through this elevated document management experience, the users can drive their attention back to strategic business goals without being worried about the growing volume of documents. This is what makes XfilesPro a fully-fledged document management system for Salesforce. So, where does XfilesPro stand today? With the ground-breaking addition of DocuPrime to the family, we started experiencing the tremendous growth of XfilesPro in the world of Salesforce. With a strong background of 500+ customers from around the world with 500k+ user licenses that have been granted to be renowned as the most trusted and recommended document management suite for Salesforce, XfilesPro has come a long way in a span of 10 years. And, with the announcement of Captain FiDo in 2022 as the official mascot, the brand value of XfilesPro scaled to the next level in a way like never before. In addition, it takes immense pride to bask in the glory of five stars in AppExchange for the app. Altogether, we should say, that it’s been a decade of unstoppable progress in XfilesPro’s history. But, XfilesPro’s innovation doesn’t stop here. The application will go above and beyond every year to accomplish the growing and evolving requirements of the customers by continuing to push the envelope. Because XfilesPro is 10 years stronger and prouder now! Meanwhile, look into the Top 3 Moments During XfilesPro’s 9th Anniversary Event Finally, big cheers to XfilesPro’s customers, leadership team, employees, and partners for their continued striving and efforts to meet excellence. This note would never be complete without acknowledging their significant contributions. So, repeat after us, a decade of
What Salesforce Admins Are Scared the Most During Halloween?
Raise your hand if you never expected to receive a ghostly greeting from your Salesforce CRM. If you are urged to raise, consider the monstrous volumes of files you manage within the application every day. Did those volumes never send a chill down your spine? Don’t the file ghouls make fun of your document management processes within Salesforce? We know your answer is a spooky ‘YES.’ While witches ride the broomstick, and dreadful dreams haunt your nights, let’s discuss the top five nightmares of Salesforce admins when it comes to document management. The fang-tastic part is that we have the perfect solutions to address each of your nail-biting concerns. So, let’s begin! File Storage Space – The Tombstone Here’s the eerie sign! As you generate a horrifying volume of files due to many means such as email attachments, 3rd-party apps, or user uploads, the limited file storage space of Salesforce seems to be a scaredy cat, cautioning you with the red alert. If you hit the storage cap or are almost on the way there, it will be terribly difficult to manage big-sized files and you’ll also suffer from the slow-loading Salesforce application. In a nutshell, your life will be gruesome afterward! The Tricky Tip: Try out XfilesPro, the killer and most recommended document management app ever built for Salesforce. With XfilesPro implemented in the Org, you can finally sit and relax as document management is no longer a frightening experience. Addressing your storage overload concern, XfilesPro migrates your files from Salesforce to any of your preferred external storage such as SharePoint, Amazon S3, Google Drive, OneDrive, and on-premise platforms. This storage optimization happens through the bootiful integration that XfilesPro enables between Salesforce and your external storage. Dreadful Cost on Extra Storage Purchase Can you keep calm and carry a wand when the Salesforce file storage crosses its deadly limit? NO! You’ll wander for solutions. Obviously, the first solution that strikes your mind would be the purchase of extra storage space from the biggest CRM provider. But do you know that the purchase decision would cost you an arm and a leg? No superstition, it’s real that you need to pay exorbitant money for some extra storage space. Is that something your dreamy, growing business demands? The Tricky Tip: With XfilesPro, you can bury the nightmare of buying additional file storage space from Salesforce. Through effective external storage integration, XfilesPro clears up your storage space and lets your CRM breathe freely. So, you don’t have to break your head over this wicked plan of storage upgrade. The Vampire Attack on Files No. You can’t rest assured that there’s no ghost trying to get into your Salesforce files. There are evil hands always around your files. No matter how reliable and powerful your external storage is, once you decide to move your Salesforce files into it, you need to be cautious about its security. Because there are high chance that your files could land in the hands of unauthorized users. Considering this frightful possibility, how would you achieve peace of mind that your files are safe from evil attacks? The Tricky Tip: Everything’s better with a little magic. The magic here is XfilesPro. XfilesPro safeguards your migrated files in the external storage with its Access Control capability. With this weapon, XfilesPro empowers you to control who can view and access your migrated files in the external storage. Access Control is a great step to ensure that the files are absolutely safe from unauthorized access even if it’s a full moon tonight. The Creepy Way of File Arrangement It’s dreadful that within Salesforce, admins have limitations in arranging files in specific folders as per their business process. So, it’s going to pose a deadly impact on the overall file management experience for you. When the files are scattered, their availability, search, and access will be in question and you will undergo a terrific experience handling the huge file volumes. Tell us, do you wish to create a customized folder structure to arrange your Salesforce files? The Tricky Tip: XfilesPro understands the Awesome Admins’ requirement for a customized folder structure in the external storage. So, the application helps them to build their preferred folder format in the external location in a way that makes sense to their processes. So, there’s no more frightening experience with file search or accessibility. You can easily eat, drink, and access files without being scared of the uneasy experience. Learn more about XfilesPro’s smart Folder Structure functionality here. Unsynced Files – The Witchy Part Now you know how to move all your Salesforce files to the external environment so easily like witch driving a broom. But what if you need to access those files in Salesforce post-migration? If the Salesforce records are not matched with the respective files in the external repository, how will you conduct seamless and effective operations? Even the thought of processing workflow with unsynced files could make your blood run cold. The Tricky Tip: Here’s where XfilesPro again brings the lantern of hope to admins like you. With its ‘Folder Sync’ functionality, XfilesPro efficiently syncs Salesforce records with respective files (migrated) in the external storage. So, you’ll never have to worry about a scenario where you need to access files within Salesforce. Even after their migration to the external storage, the Folder Sync retains them in Salesforce and you won’t feel any change in the user experience. Brrr…It seems your Halloween is pretty calm this time. Enjoy your holidays without being worried about the file management hurdles in Salesforce. XfilesPro is here to save your life! Bugs and hisses to you! AMARLAL
Why XfilesPro for Salesforce File Management?
When facing any challenges related to file management in Salesforce, AppExchange is the first place you will reach out to. You will search for the best ‘file management’ solution in the biggest enterprise cloud marketplace. We can tell beyond a shadow of a doubt that XfilesPro will be the first result that comes in the search. Similarly, if you conduct Google research for the same, you will the name XfilesPro appears on the first page. That means, XfilesPro is a solution that comes at the top for your Salesforce file management needs anywhere and everywhere. Seeing the popularity of XfilesPro in the Salesforce ecosystem, if you have ever wondered why XfilesPro reigns supreme, we’re here to help. Reading through this blog, you will learn why Salesforce users have preferred XfilesPro for more than a decade over any other application to streamline their file management experience in Salesforce. #1. Support Multiple External Storage XfilesPro understands your compliance guidelines just as you. XfilesPro understands that your regulatory demands won’t let you migrate files to every platform other than a few. So, XfilesPro offers support for multiple external file storage platforms to deal with your policies. The application establishes a seamless integration between Salesforce and your preferred external cloud file storage platforms including Amazon S3, SharePoint, Google Drive, and OneDrive. The best part is that XfilesPro also supports your on-premises platforms to store the migrated files. #2. Advanced Features for SharePoint Users If you already have SharePoint as a file storage platform or if you have been pondering owning the same, XfilesPro is the #1 file management app you can invest in. XfilesPro supports advanced SharePoint capabilities to help users to get the most out of their SharePoint platform. Here’re a few; Tagging: Leveraging the Tagging capability of SharePoint, XfilesPro helps you tag your content against specific columns in the external environment. This will help the users to learn about the content that a file carries without opening it. Version History: Your files will be accessed and edited by different users. It’s so obvious. However, the chances are high that you will get confused after the collaboration of multiple users on the same file. Because you want to know who made what changes. With version history, you can track the changes for easy processes and understanding. Template Creation: This is another advanced capability to eliminate manual work. With XfilesPro, you can automatically create sub-folders upon every template creation in SharePoint (if you wish to). This will help eliminate employees’ effort to create sub-folders manually. File Syncing: XfilesPro helps you mirror the changes that you make on the files in SharePoint in respective Salesforce files and vice versa. This is possible through XfilesPro’s advanced Bi-sync Component that helps you reflect the changes on files in both platforms. Also, Read: Why XfilesPro Is The Most Preferred App To Connect Salesforce & SharePoint For File Storage #3. Trusted by 500+ Customers Globally Be it legal, healthcare, manufacturing, education, or real estate, organizations across a wide range of industries from different geographical locations are today using XfilesPro to better manage their Salesforce files. With next-gen capabilities that can streamline their process within the CRM platform and elevate the file management experience, XfilesPro has crossed the milestone of catering to the needs of 500+ customers today. Here’s some of the feedback from our esteemed customers from different industries. Also, Read: One Of The Largest Global Manufacturers Leveraged XfilesPro To Move 40TB Of Salesforce Files To SharePoint #4. Excellent Support XfilesPro’s support team works day in and day out to fulfill the needs of customers. They work around the clock to ensure that the customers are processing very easy and efficient operations with our application. Below are some of the five-star rated reviews XfilesPro has received on the AppExchange that mentions the unwavering support offers by of our teams. #5. Capabilities Beyond File Management XfilesPro is not all about efficient file management in Salesforce. It’s even beyond that. There are a lot of capabilities that make XfilesPro a cut above the rest of the competition in the market. Let’s see the features other than Bi-sync Component, Template Versioning, and Template Creation that XfilesPro provides to users. Storage Space Optimization: XfilesPro is the top application every Salesforce Admin deserves to have in their hectic work schedule. To prevent the storage space overload in Salesforce that happens due to unmanaged file growth, XfilesPro migrates your files to any of your preferred external storage (Amazon S3, SharePoint, OneDrive, Google Drive, and On-premise as discussed at the beginning of the article) automatically so that you can keep the storage space freed up. Also, Read: US Logistics Services Company Took Precautionary Measures To Never Run Out Of Salesforce File Storage Limit With XfilesPro Customized Folder Structure: As Salesforce comes with challenges to create a preferred folder structure, XfilesPro tackles this challenge by allowing you to create a custom folder structure in the external storage that makes sense to your business. Community User Support: Just like the support for Standard Users, XfilesPro provides support for Salesforce Community users and manages the files uploaded by them very efficiently within the CRM application. #6. High Return on Investment As XfilesPro eliminates the need for buying additional storage space from Salesforce as well as an extra integration tool to connect between Salesforce and external storage platforms, customers can save a lot of pennies. Moreover, with the power of automation that pushes files out of the production org, the application empowers the users to focus on their strategic goals, which can enhance productivity. And, there are a lot of other capabilities that will prompt you to choose XfilesPro to manage your Salesforce files in a modern way. If you wish to learn more, schedule a demo with one of XfilesPro’s product experts. AMARLAL
How to Manage Your Big-sized Files within Salesforce
If you have been using Salesforce for a long time to boost your sales process and customer experience or to streamline your internal workflow, you must have Googled at least once ‘How to efficiently manage big-sized files within Salesforce.’ With the extensive usage of the most powerful CRM platform on a daily basis, it’s obvious that you will generate a huge volume of files that comes with a big size. Video files, audio files, images, and certain documents (such as PDFs or presentations with a lot of images and media content that will become quite large) are some examples of big-sized files that businesses of all types create. But, it’s not a cakewalk to manage such large-sized files within the CRM application. There are varied challenges that need to be addressed when you have files that come in big sizes. The Red Alert for Storage Space Overloading You need to be ready for this future trouble! When you generate a large number of files that carry a high size, you are going to hit the file storage limit in no time. And, the most terrifying part is that once you run out of storage space, you also will run out of options to address that challenge. Because the only options you have here are either to buy additional storage space from Salesforce or to delete irrelevant files manually. However, both these are not a wise strategy for your growing business. Buying additional storage comes with a hefty price, which would break your bank. Deleting unnecessary files is also not recommended as you can’t predict the future possibilities that a file carries. Additionally, your compliance guidelines will not allow you to delete any files. A Slow Performing Salesforce Application A slow-loading Salesforce app comes as a result of the abundance of big-sized files. Just like the bottleneck on the road, the large-sized files will suffocate your file storage space within the storage platform. You won’t be able to process the application easily or at the normal speed. This will pose an impact on your file search, file uploading or downloading, or any operation that you will conduct within the Salesforce platform. Movement of Files Become a Tough Nut to Crack Once you start experiencing storage overload, it’s better you move them to an external environment. However, the movement of big-sized files comes with a lot of uneasiness and inconveniences. It will not only create trouble to move files but also impact the productivity of the employees who are working around this task. There’s a Solution for All Challenges If you are thinking about how to manage big-sized files in Salesforce that come with the above challenges, here’s the solution you can rely on. XfilesPro is the #1 file management application for Salesforce that will help you manage your files that are of big size. The application helps you to migrate your big-sized files in one go to your preferred external storage system be it Amazon S3, SharePoint, Google Drive, OneDrive, or even your on-premises platform with the power of automation. Through the optimization of the storage space in this way, you can rest assured that you will never run out of file storage in Salesforce. You are neither required to buy additional file storage space from Salesforce for an expensive charge nor delete files by violating the compliance guidelines. Also, Read: One Of The Largest Global Manufacturers Leveraged XfilesPro To Move 40TB Of Salesforce Files To SharePoint And, the best part is as you make your storage space freed up by migrating big-sized files to the external environment, you can regain the performance of your Salesforce app. In addition, the seamless workflow within the app will help you enhance employee performance as well. Also, Read: European Manufacturing Company Solved File Storage Management Challenges In Salesforce With XfilesPro So, consider the possibilities of XfilesPro to better manage your large-sized files within the CRM platform. If you wish to learn more, check here to schedule a demo AMARLAL
Top 5 Benefits of Integrating Salesforce with Your External Storage for File Management
If you have been using Salesforce for a while to boost sales processes and customer experience, you must have heard about the need for ‘external storage integration.’ The high chances are that you have probably ignored learning about that ‘integration’ since it was not relevant to you at that point. But now? Do you think that Salesforce-external storage integration is still beside the point? Please don’t answer ‘yes,’ until you learn about the benefits of this intricate yet potential combination. In the context of Salesforce file management, external storage integration is a key that will drive unimaginable business results beyond file management. Let’s discuss a few benefits in this article. Optimize The File Storage Space Your business grows by the day so your Salesforce files. The large volume of files within the CRM platform will create nothing less than an overloaded storage space that causes the poor performance of the Salesforce application. What is the solution you think here to overcome this challenge? Deleting unwanted files? A big ‘No’ as your compliance demands the retainment of files. So, what’s the other option? Here’s where the integration between Salesforce and the external system comes into play. Having your CRM app integrated with an external storage platform, you can migrate your files from the former to the latter, which will help you maintain a freed-up file storage space. Learn how to optimize Salesforce file storage while using a 3rd-party app here. Reduce A Large Amount Of Cost This is a follow-up to the above strategy. When integrating Salesforce with your external storage to optimize the file storage space, you are opening a big door to a highly cost-effective approach. Let us explain how; If your files grow uncontrollably within Salesforce and you don’t prefer to move them out of the production Org, it’s certain that you will hit the file storage limit either today or tomorrow. In such a situation, it’s imperative to purchase additional storage space from Salesforce but is a cost-demanding approach. Instead, if you leverage the Salesforce – external storage integration and migrate files to your preferred external storage, you can save a huge amount of money. The second instance is because of the additional integration tool. If you invest in a file management solution that doesn’t require an extra connector to integrate between Salesforce and the external storage, you can again cut back on expenses. Enhance The File Collaboration Most of your Salesforce files need inputs from many people including internal teams and external users. However, this always comes as a very long task as people share inputs one after another because there’s no way you can collaborate on files in real time. But with a modern file management solution with advanced capabilities for real-time file collaboration, you can empower authorized users (internal and external) to contribute to files in real time. Through this approach, you can save a lot of time and experience a very streamlined workflow that results in improved productivity. Adherence To Compliance It’s your compliance that demands you to retain files under any circumstances. And, it’s the same compliance that asks you to own complete authority over your files. So, you can accomplish both these major regulatory demands through an effective integration between Salesforce and your external storage system. Let’s see how. As already discussed, keeping your Salesforce files externally in your storage system will help you retain your files for the future, so that you can use the information that a file carries whenever required. Next, if you choose a powerful solution for external integration, that will empower you with the ownership of your files, (which your compliance mandates) you will be controlling who can view and access those in the external storage, helping you rest assured about its absolute security. Strong Security To Files Not only through access control, effective integration between Salesforce and your external storage system also ensures that your files are highly secured in the external environment. There are next-gen applications that deliver a wide variety of capabilities to bolster the security of your files. Encryption at Rest is one of those examples of a security standard. Get All In One With XfilesPro With all that discussed, do you think connecting Salesforce with external storage is to the point for your business? If ‘yes,’ try out XfilesPro to make the connection seamless. The application helps you automatically migrate Salesforce files to your preferred external storage platforms such as SharePoint,Amazon S3, Google Drive, OneDrive, and On-premise systems. With XfilesPro, you will not only be able to process an easy integration, but it will also help you accomplish each of the above strategies including storage space optimization, low cost, file collaboration, compliance, and security. If you wish to learn more about XfilesPro, schedule a demo with one of our product experts. AMARLAL
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
Be Ready for These Challenges When Integrating Salesforce with Your External Storage
Your business is thriving. Your sales process and customer experience have been boosted. Now you want to further enhance your operations within Salesforce to take your business to the next level. You start being on the lookout for solutions that can streamline your processes. You invest massively in storage systems that you feel are the right fit. But, there will be something that will set up the roadblock — their integration with Salesforce. Most enterprises find it difficult to effectively integrate Salesforce with their external storage systems in order to manage their data and files better. What are those difficulties? Let’s take a look at it. #1. Complex Configuration Undoubtedly, integrating Salesforce with an external storage system is challenging. And, if your external storage comes with certain complexities, integrating it with your CRM platform will pose additional challenges. For example, integrating Salesforce with legacy systems, enterprise resource planning (ERP) systems, or custom-built applications often necessitates the use of specialized connectors, middleware, or APIs to facilitate the integration process. So, to achieve effective and robust integration, you need to navigate the intricacies of these systems. #2. Nonsupport For Salesforce Cloud Apps And 3rd-Party Apps If you use Salesforce, it’s no surprise that you have several associated apps to streamline your processes. You must have different Salesforce cloud apps such as Sales Cloud, Service Cloud, or Marketing Cloud for different purposes. In addition, you will have different external applications for varied business requirements such as XfilesPro DocuPrime for auto document generation. What if you can’t experience a streamlined process with your supporting apps post-integration? Your efforts and money will go in vain. So, when integrating Salesforce with your external storage, it’s crucial to ensure continued support for your cloud apps and 3rd-party apps. Learn how to manage files generated from 3rd-party apps here. #3. Unable To Achieve the Maximized ROI To integrate Salesforce with your external storage, you need to invest in a file management solution that should bank for your bucks. If the app asks you for annual maintenance costs or any other penny for unnecessary needs, it will break your bank and you can’t receive maximized ROI from it. So, your focus should be on leveraging the app to the fullest to receive an enhanced ROI from it. #4. Violation Against Compliance Guidelines Your compliance guidelines are stringent so that you can’t break them. So, you need to follow your regulatory demands even after the integration of Salesforce with your external storage system. But there’s a high chance that you might not meet the guidelines as most integration apps don’t support the external storage systems that your compliance demands. So, please be wise and ponder over the complications in your compliance before the integration takes place. #5. Choosing The Wrong Application For Integration All your efforts for a successful integration between Salesforce and your external storage would only succeed if you hire the right application for the integration. Investing in an inappropriate application is a common mistake businesses of all sizes make. So, make sure you choose an app that helps you fill the right gaps, setting your integration on the right path. You need to find an application that is scalable, cost-effective, does not demand maintenance charges, and meets your compliance requirements. But it doesn’t seem like a cakewalk to find one such application. On that note, let us recommend XfilesPro, the #1 file management app for Salesforce. We can confidently say that this is where you can achieve peace of mind by saying goodbye to all those file management challenges. XfilesPro is that pro application you need to seamlessly integrate your Salesforce with any of your external platforms without the need for an additional connector and by eliminating complex configuration challenges. This application helps you to meet your compliance guidelines by integrating Salesforce with your compliance-approved external cloud storage platforms such as SharePoint, AWS S3, Google Drive, and OneDrive as well as on-premise platforms. The added benefit is that once the successful integration is done, you can move the growing Salesforce files to your external storage so that your storage space will remain optimized. Since our app won’t cost you any maintenance charge, you can gain maximized ROI as well. Do you want to learn more about XfilesPro? Schedule a demo with one of our product experts. AMARLAL
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
