7 Reasons Why You Should Store Your Salesforce Files In SharePoint, From An #AwesomeAdmin’s Perspective.
Most Salesforce Admins do not believe when we say that managing documents in Salesforce can be easy and automated. We got them completely as we understand that Salesforce is a bit tricky when it comes to file management. Because the CRM platform comes with limited file storage space, the overgrowth of the files would fail the admins to operate the application effectively. Migrating files from Salesforce to an external storage is its only solution. If you’re already using SharePoint, the popular storage system, don’t look further than it as SharePoint provides a lot of advancements to store your Salesforce files externally. Before discussing those factors, let’s take a brief look at SharePoint. A Little Light on SharePoint SharePoint is a proprietary, web-based collaborative platform that integrates natively with Microsoft 365. It’s one of the most popular document management and storage platforms today with over 100 million users worldwide. SharePoint has been making it easy for customers to set up a centralized, password-protected space for safe and secure document sharing, downloading, editing, and uploading. Now, the point of discussion is on the integration of SharePoint and your Salesforce. As you already know, you need to partner with a solution provider for this. To make your life easier, we’d recommend you use XfilesPro, the #1 file management app for Salesforce.XfilesPro integrates Salesforce with your SharePoint without even the need for an additional connector. And post-integration, the application automatically migrates your files from Salesforce to SharePoint in pre-defined intervals and by following the hierarchy of the files. The best part is that apart from SharePoint, XfilesPro also supports other file storage platforms such as AWS S3, OneDrive, Google Drive, and on-premise platforms. With that note on the functionality of XfilesPro, let’s discuss the seven factors why you need to store your Salesforce files in SharePoint by leveraging the power of XfilesPro. Learn why XfilesPro is the most preferred app to connect Salesforce and SharePoint for file storage here. A Slim Wallet Solution Trust us, purchasing additional storage space from Salesforce might break your bank! When sharing files to SharePoint externally, you are saving a huge amount of money associated with the purchase of extra storage space from Salesforce. In addition, as XfilesPro eliminates the need for an additional connector to integrate both platforms, you’re once again receiving an opportunity to save pennies. A Huge Storage Suite With the SharePoint-Salesforce Integration, the need for your file storage out of the Salesforce environment is satisfied with the huge storage capacity provided by SharePoint. The biggest urge for file storage optimization is met. End-to-end Process Automation With the power of XfilesPro, you can automate your file migration process and eliminate manual efforts behind managing files in SharePoint. At the same time, if you want to opt for the manual workflow, XfilesPro also provides the ability to carry out file management in your preferred way at your convenience. Leveraging SharePoint Tagging In search of the right file, sometimes naming conventions will also not be a best practice in a huge directory of files. But with the feature of SharePoint tagging, XfilesPro allows you to apply metadata labels or tags to documents, list items, and other types of content in SharePoint. These tags can be used to categorize and organize content based on different attributes, such as keywords, topics, or themes. Discover how a two-decade-old IT firm automated the migration of Salesforce Files to SharePoint with XfilesPro. Future-proof Security of Files Firstly, there are certain security measures that SharePoint offers to safeguard your files within its platform. On top of that, XfilesPro delivers security expertise including Access Control and Encryption at Rest that helps you to rest assured that no unauthorized users are accessing your files. Real-time File Collaboration Since your Awesome Admin role has never experienced anything like file collaboration in Salesforce, XfilesPro gives you that golden opportunity to collaborate on files in real-time in SharePoint. This is a great chance to eliminate the endless time required for file modification by several users. Enterprise-level File Management Experience By managing Salesforce files in SharePoint with XfilesPro, you’re stepping into the modern document management world, where automation rules the game and everything is controlled by you. Explore how Salesforce-SharePoint integration helps you transform your Salesforce file storage needs here. Huh… That seems like a lot of reasons to choose SharePoint as a repository of migrated Salesforce files. But the only necessity is XfilesPro! If you wish to learn more about how to use your SharePoint platform to keep your migrated Salesforce files, schedule a demo with one of our product experts. Achieve No-code Integration Between Your Salesforce and SharePoint Discover the easiest way to connect your Salesforce with SharePoint for a Seamless Document Management Experience Download Datasheet Sambitwww.xfilespro.com
How To Auto Move Files from Salesforce’s Notes & Attachments to Your External Storage
Are you worried about exceeding the file storage limit in Salesforce? And, figured out that moving files hitting Salesforce’s Notes and Attachments to an external storage could be its solution? Yes! But you don’t know how to move files. If you’re biting your nails about the manual migration of files from the CRM platform, rest assured that it’s smooth sailing from here onwards. In this how-to blog, we are providing you with a clear-cut picture of how you can auto-move files from your Salesforce Notes and Attachments to any of your preferred external storage. Before that, let’s have a look at the Notes and Attachments in Salesforce. Notes and Attachments in Salesforce – The Unpopular Gem Salesforce files are all filled in under one single file repository in its file storage. Be it how many records you create, they all are stored under one location. Notes and attachments in Salesforce display all the files of a particular record. Also, this comes in handy with a lot of hindrances such as limited file storage space, minimal file collaboration, zero folder structure, and many more which is not an ideal solution. Big businesses always have their files incoming continuously and henceforth the above drawbacks will be some pain points that they have to come across daily. Most of the time, files get accumulated in Notes and Attachments are through; Email Attachments Third-party applications Manual upload On that brief about the Notes and Attachments feature of Salesforce, let’s look into the most recommended way of transferring files from there to your preferred external environment. How to Make the Auto Migration Possible? The best solution that has worked when it comes to moving the files from Salesforce is introducing a third-party application that helps in file automation within your Salesforce. And we have never had a better option than XfilesPro for this problem. Trust us, the perks are promising and have been proven effective over the years. If you are curious enough to know about XfilesPro, keep reading especially the below segment. XfilesPro: The Most Trusted File Management App for Salesforce 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, AWS S3, or On-premises platform (SFTP, Network Drive, SMB) so that your CRM platform will remain unburdened of a massive volume of files. And, what about the story post-migration? You are going to maximize the ROI by leveraging the advancements through the next-gen capabilities of XfilesPro. Preferred Folder Structure Formation This is one of the prominent benefits that XfilesPro provides to make your life easier. Since Salesforce does not offer a folder structure option for the users, XfilesPro helps you arrange files in your preferred format in folders. So, you can easily access files without any hassle in the external storage platform. Learn more about XfilesPro’s Smart Folder Structure capability here. Utmost File Security To ensure the files are untouched by unauthorized users in the external environment, XfilesPro delivers an Access Control capability. Through this, you can control who can view, edit, and download the migrated files so that you no longer need to be worried about the security of your files. Real-time File Collaboration XfilesPro understands that it takes forever to get a file modified by many people. When the files pass from user to user for their contributions, the time period that it takes is enormous and it will affect the productivity of people. However, with XfilesPro, both your internal teams and external users can collaborate on files in real time as we provide a centralized file management experience. Discover how to revolutionize your Salesforce file collaboration with XfilesPro here. Increased Cost-effectiveness You don’t need to purchase additional storage space from Salesforce anymore (which comes with hefty charge). Since XfilesPro eliminates the huge spend on the purchase, you can save your pennies. That’s for now! Still, there are a lot of benefits that are unsaid about moving files from Notes and Attachments to the external storage. If you’d love to learn about how our application can help your business, get in touch with us today. AMARLAL
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
WEBINAR DIGEST: Reimagine Salesforce File Management with XfilesPro
The first of many webinars planned this year is finally done & dusted. As always, it was a phenomenal turnout as many attendees joined the live session. So, before going any further, we would like to thank each and everyone who joined us for the live webinar session. But not everyone was free with their time as many people who had registered were unable to attend because of various restraints. This is why for their perusal, here is a written account of everything that went down in the webinar. The live webinar began with our Senior Customer Success Engineer, Sutirtha Roy greeting & welcoming everyone for the session about strategies to reimagine & revamp the file management systems in Salesforce using the most comprehensive file management solution in the market, XfilesPro. The basic agenda of the webinar, optimally managing the Salesforce files so as to extract maximum ROI, was introduced to everyone. He briefly explained to the attendees why XfilesPro is hailed as the #1 Salesforce file management enabled by over 400+ customers worldwide. From supporting several external cloud (SharePoint, Google Drive, AWS S3, OneDrive) & on-premise (SMB, SFTP, Network Drive) storages to being compatible with a horde of Salesforce apps, AppExchange solutions, custom solutions, & even Salesforce1, XfilesPro has it all. And owing to its advanced features & capabilities, the app guarantees 80%-90% file storage costs savings & faster ROI. Want to have a quick look at the webinar presentation? We got you covered! Just see this Slideshare. Taking over, our Associate Vice President of the Product (Sales) branch, Rakesh Nagendra talks volumes about the impressive numbers backing up XfilesPro before moving on to discuss the various file management challenges Salesforce users face on a daily basis. These can be as basic as file storage optimization to more advanced challenges like large volume file migration, file/folder syncing, & file visibility and accessibility. He also explained how XfilesPro played its part in helping users overcome each of those challenges. Talking about rising above the advanced challenges to efficient Salesforce file management, he explained how some of XfilesPro’s advanced capabilities like initial file offloading (for large volume file migration), intelligent folder management (for organized folder structure), & folder syncing (for advanced file collaboration) were of tremendous help. Moving on, Sutirtha Roy again took over to talk about some of the success stories where customers who struggled with different file management challenges used XfilesPro in various ways to overcome those challenges. After all of the insightful discussion, a quick demo of the application was already given. Here our experts showed how easy it was to upload files to & from the external storage using the bi-directional sync functionality of XfilesPro, what the files export function looked like in reality, & how seamlessly files & folders could be synced with the help of XfilesPro. After the demo, there was a small Q&A session where the experts answered some questions & queries put up by the attendees, following which the webinar session was adjourned. For a more in-depth understanding of the events of the webinar, please have a look at this recording of the session. We hope this short description was of some help to the users that weren’t able to attend the webinar in person. But don’t be disheartened, there are a lot more exciting events & webinars in store for Salesforce users this year. Looking forward to hosting you again in the future! So, stay tuned till the next time. 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
Why Top Transportation & Logistics Service Providers Trust XfilesPro for Efficient File Management in Salesforce
For decades, the transportation & logistics industry has grappled with issues like outdated infrastructure, siloed & inaccurate data, disconnected customer experiences, and dissatisfied customers. To add fuel to the fire, the current COVID-19 health crisis has increased customer expectations & changed the regulations, thereby forcing the industry to evolve. Because of this, digitization & globalization have become imperative for the smooth functioning of the industry. Salesforce CRM for Transportation & Logistics Industry To be able to compete & thrive in this new environment, companies in the transportation & logistics industry need to keep up with the noteworthy transformations in the technology sector. One such technological advancement that the logistics industry experts greatly emphasize is the use of Salesforce CRM. Salesforce gives enterprises from the T&L industry the ability to track their customer’s experience from the initial quote to the delivery fulfillment. By connecting all the business processes, like sales, service, marketing, & customer experience, in a single platform, Salesforce helps such enterprises perform all logistics-related operations seamlessly. Building out business processes in Salesforce allows logistics companies to communicate with their customers better, improve the digital infrastructure, and track loads more effectively. Here are some of the top benefits of using Salesforce for the transportation & logistics segment: Automation of Complex Business Processes Improved Sales & Marketing Operations Easier & Seamless Team Collaboration Insightful Reporting Elevated Customer Services & Improved Customer Satisfaction In addition to using Salesforce, most third-party logistics companies also leverage different AppExchange applications to better manage their end-to-end business processes. These include popular cloud computing solutions such as Revenova, Lanetix, Resilinc, CloudSense, NeuroRed, & many more. These applications built exclusively on the Salesforce platform, help deliver unprecedented business results, grow revenues and profits, & improve operational efficiency. Check out: CL Services, a top US-based 3PL service provider optimized their Salesforce file storage with XfilesPro Major Roadblocks to Superior Business Efficiency With the introduction of technological advancements, like Salesforce, and the prevalent use of 3rd-party custom applications, built on the Force.com platform, it would seem like enterprises in the T&L industry have everything they need. But that’s not the case. Even when using Salesforce, there are several challenges that these enterprises encounter daily. The 3rd-party logistics service providers usually have numerous business verticals such as supply chain, tracking & tracing shipments, warehousing, partner management, document management, customer support, & many more. To perform all these functions, they often deal with plenty of processes, people, products, & documents. But managing such a massive volume of files & documents within Salesforce is a great hassle in itself. Different Salesforce documents and files such as invoices, packing lists, export licenses, purchase orders, bill of lading, airway bill, delivery order, letter of credit dock, warehouse receipts, insurance papers, load order, & certificate of origin have to be dealt with daily. This can become a huge challenge if the enterprise doesn’t have a proper file management strategy in place. Coincidentally, the more users, partners, customers, vendors, & other different systems the 3PL company has, the more documents it generates in Salesforce. And the more documents it generates, the more it needs to focus on managing those documents efficiently. Therefore, it is always a problem of plenty that makes the need for a file management strategy even starker. In other words, though Salesforce & the 3rd-party custom applications have been exceptional in helping 3PL companies manage their operations better, managing the large number of files has never been easy due to the limited nature of the allocated file storage. And when dealing with so many documents, enterprises are bound to eventually run out of the allocated storage. XfilesPro: The Comprehensive File Management Strategy for T&L Companies When looking to overcome the limitations of the file storage in Salesforce, a lot of 3PL companies initially think of purchasing additional storage space from Salesforce because it seems like an easier approach. But once they realize that it’s a pretty hefty & recurrent expense, they quickly look for other solutions to their problems which is when they truly realize the importance of adopting comprehensive file management strategies in their Salesforce Org. XfilesPro is one such comprehensive file management & external collaboration strategy that is trusted by various transportation & logistics service providers across the world. The solution, designed especially for Salesforce, works well with solutions like Sales Cloud, Service Cloud, Experience Cloud, & other custom Salesforce solutions. Using the app, companies can seamlessly migrate their important files to different external systems including cloud storages like SharePoint, AWS S3, Google Drive, OneDrive, & Dropbox, and on-premise systems like SFTP, SMB, & Network Drive. Gain more insight into the application by downloading this product datasheet. By using XfilesPro, users can not only optimally manage their Salesforce files & optimize the native file storage but can also cut back on their file storage costs significantly & enhance the business growth, without compromising on their user experience. Now let’s discuss how XfilesPro’s unmatched capabilities can be of tremendous help to companies from the transportation & logistics vertical in meeting their file management goals in Salesforce. Large Volume Initial File Offloading Sometimes 3PL companies have a large volume of already-existing Salesforce files (closed shipment details, old freight records, old customer documents, closed customer support tickets, etc) within their Org that though are not in active use but do take up storage space, leading to different challenges. XfilesPro has an amazing ‘initial file offloading’ feature, utilizing which such files can be easily migrated to the external storage automatically, without any manual intervention. Centralized Content Management Experience Since 3PL companies deal with a multitude of files & documents, it’s very common for these files to be scattered across multiple systems like Salesforce, cloud storage, on-premise storage, community portal, etc. XfilesPro intelligently links all such files and documents to specific Salesforce records in the Org, allowing them to be managed from a single location in the external storage. This lets the T&L companies enjoy a seamless & centralized content management experience. Also read: Why is
Why is XfilesPro’s File Archiving Capability the NEXT BIG THING in Salesforce File Management?
Over the years, we have come across thousands of Salesforce users who were struggling with the efficient management of the files & attachments in their Salesforce system. Generating multiple different types of files; including documents, spreadsheets, images, proposals, reports, agreements, & more; they were in dire need of a solution that would get them out of the pickle. That’s where we got the idea for our solution, XfilesPro. XfilesPro: A Brief Introduction To define XfilesPro, it is an advanced file management & external storage collaboration solution for Salesforce that is designed keeping in mind the current as well as the future Salesforce roadmap. The application helps users migrate their Salesforce files/attachments to any external cloud or on-premise storage of their preference. Salesforce files can be seamlessly stored in popular cloud platforms like SharePoint, AWS S3, Google Drive, OneDrive & SharePoint. Using XfilesPro, users can optimally manage a large volume of files in Salesforce, cut back on their file storage costs & enhance file visibility & accessibility, without compromising on their user experience. What’s more is that the app also helps in adhering to various regulatory compliance policies & offers a more seamless file management experience. It is because of these reasons that XfilesPro has steadily emerged as the most preferred solution among top-notch enterprises for resolving the challenges associated with Salesforce file management. What’s New with the Application The file management application comes loaded with several awesome features like 360-degree file collaboration, community file management, seamless file/folder syncing, & centralized file management. Because of this, the application delivers more than just the regular external file storage services. But we have always upheld the reputation of being one of the most innovative solutions on the AppExchange, that is constantly rolling out new in-app capabilities. Recommended Reading: Why is XfilesPro the Most Comprehensive File Management Solution for Salesforce? Therefore, to keep up with our commitment of making life easier for Salesforce admins while maintaining the efficiency of the solution & making it even more user-friendly, we keep on enhancing the already existing features as well as add new features in each of the new releases. In this respect, let’s have a look at the latest feature that was added in the application’s last release. Large Volume File Migration (File Archiving) In the simplest of terms, XfilesPro’s large volume file migration or Salesforce file archiving utility refers to the app’s capability to identify Salesforce files & attachments that are no longer in active use (but still need to be retained due to various internal & compliance reasons) and move them out of the primary Salesforce file storage into a secure long-term cloud or on-premise storage system. Note: Archived files are not copies of the original files, rather the rarely-used files themselves that need to be retained for long periods of time. Using a special trigger-based utility, XfilesPro lets users auto-schedule the file archiving procedure to happen automatically. This means that with very little manual, repetitive intervention, the application facilitates seamless archival of legacy Salesforce files from the primary file storage to one’s preferred cloud (SharePoint, AWS S3, Google Drive, OneDrive, Dropbox) storage. What’s best is that this file archival process has virtually no impact on the ongoing business processes. WEBINAR ALERT: File Archiving: The Future of Salesforce File Management Benefits of File Archiving with XfilesPro Using XfilesPro to seamlessly archive Salesforce files has three main benefits: the cost savings, the file storage space optimization & improved compliance. Since archived files are stored in external storages that are cheaper than Salesforce file storage & require less maintenance costs, file archiving turns out to be an extremely cost-effective process. Also as soon as the legacy files are moved out of the primary file storage, more storage space is created for newer files; thereby optimizing the existing file storage & again saving money. Lastly, Salesforce file archiving also aids in adhering to various internal retention policies & industry-wide compliance guidelines (HIPAA, SOX, GDPR, etc) as files can be stored in external storages for appropriate periods of time & can be retrieved at any point of time, if a need for them arises. XfilesPro’s file archiving utility also creates a future-proof Salesforce file management strategy where user experience takes center-stage instead of the storage system. If you still have some queries or questions about the Salesforce file archiving capability of XfilesPro, then please get in touch with us so our experts can resolve them for you. You can also schedule a free demo to see how file archiving works in real time. AMARLAL
Why is XfilesPro the Most Comprehensive File Management Solution for Salesforce?
Every day, Salesforce enterprises generate, modify, & delete a massive volume of files owing to their various processes. Files (like documents, spreadsheets, images, Google documents, proposals, reports, agreements, etc) possessing sensitive information & being extremely important for the enterprise, need to be precisely & carefully managed in the CRM system. This is the reason why most users expect the Salesforce CRM to be much more than a simple document repository. When thinking about Salesforce file management, users should take into consideration various aspects including creating, storing, modifying, transferring, copying & deleting necessary files in an efficient manner. With an efficient Salesforce file management system in place, users can enhance their presentation skills, boost the business productivity, & reduce their stress levels. One such popular file management solution for Salesforce users is the AppExchange solution, XfilesPro. XfilesPro: A Dependable Salesforce File Management & Collaboration Solution By definition, XfilesPro is an advanced file management & external collaboration solution, designed especially for the Salesforce system, that performs extremely well with solutions like Sales Cloud, Service Cloud, Salesforce Platform, Experience Cloud, & others. This application helps Salesforce users seamlessly store & collaborate their important files & attachments with different external systems. These include cloud storages like SharePoint, AWS S3, Google Drive, OneDrive & Dropbox as well as on-premise systems like SFTP, SMB & Network Drive. Also read: Document Management in Salesforce: A Brief Introduction to its Best Practices This highly customizable & admin-friendly application is loaded with various exceptional features like 360-degree file collaboration, large volume file migration, centralized content management, and top-notch file/folder management. What’s best is that by using XfilesPro, users can not only optimally & hassle-freely manage their Salesforce files but can also cut back on their file storage costs significantly & enhance the business growth, without compromising on their user experience. What makes XfilesPro a Complete File Management Solution for Salesforce? In the course of efficient file management, Salesforce users often encounter some common challenges like lack of proper folder structure, unmanaged file hierarchy, critically-rising file storage costs, difficulty in syncing files from multiple sources, & difficulty in adhering to internal guidelines & compliance directives. In this article, we are going to shed light on some unique aspects of XfilesPro that are useful in overcoming the above-mentioned challenges, making it a complete file management solution for the Salesforce system. Hassle-free Collaboration– With XfilesPro, Salesforce enterprises can easily set up seamless & secure collaboration among their internal teams & external users. This comes in handy when crucial information has to be shared among different users, all working on a single project. Such collaboration also ensures that though files are stored externally & managed from a central location, they are available to anyone who needs to view, edit, download or share them. Centralized Content Management– Another feature that makes XfilesPro a complete file management solution is its ability to provide a centralized content management platform for Salesforce files/attachments generated from different sources & scattered across various systems like Salesforce, cloud storage, on-premise storage, community portal, etc. Using XfilesPro, all these files can easily be linked to specific Salesforce records in the Org and be managed from a single location (the external storage). Community File Management– Another crucial feature of XfilesPro that makes it the ultimate file management solution is XfilesPro’s management capabilities for the Salesforce files generated by the enterprise’s community portal users. The community portal integration grants more capabilities to the community portal users and gives them better access to the overall Salesforce ecosystem, while managing their files efficiently. Well-defined File/Folder Structure– If there’s one thing Salesforce users always struggle with, it’s hassle-free management of files in proper folders. Even when there is no proper file/folder structure in the native Salesforce CRM, admins using XfilesPro can create intelligent, well-defined file/folder structures in the external storage, according to appropriate file hierarchies. This allows them to manage their files even more systematically. Coherent File/Folder Syncing– Another unique feature of XfilesPro is its ability to establish proper synchronization between the files stored in the primary Salesforce file storage and the files & folders held in the external storage system. Such kind of secure syncing promotes easy visibility & accessibility for the Salesforce files held in the external storage. File Preview Capabilities– Eliminating another hindrance to efficient Salesforce file management is XfilesPro’s file preview capability. Even when the files and attachments are securely held in the external storage, XfilesPro lets users preview the files right from the Salesforce console, without even leaving the Salesforce ecosystem. In-app Functionalities– Several of XfilesPro’s application functionalities also contribute towards making it a preferred Salesforce file management solution. These include drag & drop feature for Salesforce files, the auto-export feature, its capability to perform various functions (share, delete, download) on multiple Salesforce files in a single click, and allowing Salesforce files to be shared among external users. Also read: Forget One-By-One! XfilesPro’s Mass Functionalities Are Here Faster ROI– Because of all the capabilities mentioned above, XfilesPro leads to an instant boost in the enterprise’s ROI, right after its implementation in the Org. Since XfilesPro can be set up quickly, is very easy to operate, & can easily be customized, using it enhances the overall user experience, optimizes the business productivity, & drastically reduces the file storage costs (nearly 80-90%); all leading to a faster return on investment. Owing to all the above-mentioned features & capabilities, XfilesPro has steadily emerged as the most trusted Salesforce file management solution. With over 8+ years of experience in the Salesforce ecosystem, XfilesPro is trusted by over 300+ customers worldwide & has over 400K+ licensed users globally. Using XfilesPro, admins can easily ace their Salesforce file management & realize the dream of an optimized Salesforce Org. To know more about the application, please give us a call or schedule a demo with us. AMARLAL
Salesforce File Storage Limit Exceeded? Some Use Cases & Tips to Prevent Hitting Storage Limits
In today’s world where businesses are becoming multifarious, customers are demanding personalized services. To consistently meet evolving customer demands & stay ahead of competitors, technology adoption at an early stage is elemental. Salesforce, being the #1 CRM in the world has been embraced by thousands of businesses around the globe to drive forth innovation & digital transformation. However since it is a multi-tenant environment, there are certain restrictions in place to maintain the speed & performance of the platform. Though maintaining separate files & accounts for each customer is beneficial for delivering personalized experiences, it results in a large volume of files accumulating within Salesforce, which takes up a lot of storage space. Most businesses experience Salesforce storage limits exceeding within the first two years. Managing large volumes of files in Salesforce is a daunting task that brings a lot of related challenges. We will highlight a few common industry use cases where businesses found it difficult to manage a sheer number of files in Salesforce. We will also discuss the strategies they implemented to optimize their Salesforce file storage to prevent hitting their storage limits. Before discussing the Salesforce file storage challenges & solutions, let’s have a look at how much file storage space you get in Salesforce. Also Read: Top 3 Ways To Prevent Hitting The Salesforce Storage Limit In Your Org What are Different Types of Storage in Salesforce? Salesforce classifies storage into three key categories: Data Storage, File Storage, and Big Objects – each playing a crucial role in managing business data efficiently. Data Storage: This is where Salesforce stores records from standard and custom objects like Accounts, Contacts, Leads, and Cases. As businesses scale, the increasing volume of records can quickly consume available storage. File Storage: This category is dedicated to attachments, Salesforce Files, Chatter files, and documents. While essential for document management, Salesforce’s storage limits can make handling large volumes of files a challenge. Big Objects: Designed for massive datasets, Big Objects enable businesses to store and manage billions of records without affecting CRM performance. They are ideal for archiving historical data, system logs, and large-scale records that need long-term retention. Handling data and file storage in Salesforce are completely different. In this blog let’s understand Salesforce file storage, what contributes to Salesforce file storage, and the key factors to consider when managing it. The Salesforce Files (Formerly Chatter Files) Before Salesforce Files there were the Chatter Files. Chatter is majorly focused on enabling users to collaborate seamlessly and enable easier cooperation through a social enterprise environment. Files are an intrinsic part of document collaboration, hence, Salesforce files integrate Chatter with Salesforce CRM Content and allow users to access and share the files stored there. Using the Salesforce files, individuals can upload files privately until they have decided upon sharing them. They can also subscribe to files and get notified when a file has been updated. The process of sharing can be done in the following ways: Sharing with an individual Sharing with the existing groups of people inside Salesforce Sharing with link By indirectly, attaching a Salesforce file to the Chatter feed of a record, as mentioned previously The Salesforce documentation is true that you also have control over the access permissions. Files in Chatter can be: Completely private – No access at all Shared with viewer permissions – Viewer permission to access Editable by collaborators – Collaborator Fully shared – With the owner Salesforce CRM Content This option is often used to store marketing materials or support-related documents. It allows you to store templates, standard marketing collaterals, and corporate files that sales or support teams can use when interacting with customers. Team members can easily customize these templates and use them per their requirements. Additionally, you can be part of multiple libraries and access them through the Libraries tab. This is not it, you can also see them under the Salesforce Files tab. Users can also attach a file stored in a Library, directly to the Chatter Feed of a record. One drawback that can be registered here, is that you cannot have nested folders. Each Library will be like a flat folder in which you are not allowed to have sub-folders. The Salesforce Attachments One more traditional way of storing Salesforce files is Salesforce Attachment which allows you to attach files and documents to individual records. This works well when short sales cycles are generated, with a small number of files per record. The file size is also limited to 25 MB per file. Posting a file in the Chatter feed will automatically show it in the notes and attachment section of that specific record. The Documents This is where you can store web resources like logos, HTML banners, and also Visualforce materials. These are generally such resources, which you plan on using for email campaigns and also for any images that are to be used in a template. How Did Your Salesforce File Storage Limit Exceed? Let’s have a look at how companies generate files and what consequences they face once they accumulate a large volume of files in their Salesforce org. With a huge volume of old or unused files If you have been using Salesforce for a long time, you must find a large chunk of obsolete files. These files might be related to old customers, closed cases, lost accounts, old email attachments, etc. Though your sales or service team does not require these files, they reside within the app and occupy storage. This results in storage shortages over time. File generation from multiple sources If you have a huge Salesforce standard user base (sales & service) and they upload a large number of files daily, you might run out of allocated file storage space faster than usual. This might happen to specific industry customers such as healthcare, financial, logistics, legal, and insurance who deal with more documents. All these industries also deal with files that are larger in size. Files getting uploaded from community users Enterprises with community users and
XfilesPro V6.0: Assess & evaluate all that’s brand new
The bygone year brought unprecedented changes in the business realm and proved to be a serious game-changer. But for our product, XfilesPro, it proved to be an amazing year where it emerged as the most preferred & trusted external file management & collaboration solution among Salesforce users. In 2020, we also made the most number of product releases where we constantly added new features & enhanced the existing ones. Maintaining that trend even in this year, we have just released the latest version of the XfilesPro application and made it live on the AppExchange to help Salesforce customers transform their file storage needs with seamless external file collaboration. XfilesPro V6.0 is equipped with some new features and functionalities while the existing features have been significantly enhanced. Let’s have a sneak peek into some of the exciting latest features that we added in the last release. Handling Special Characters for all Storage Providers – In the latest version, when a Salesforce folder or file name has the below-mentioned special characters in it, that are not supported by the cloud providers, XfilesPro offers the option to replace them with the user-specified characters or with the default characters. Amazon S3 & | ‘ ” < > ~ [ `# } % ] { Google Drive | OneDrive filenames * < > ? : | “ OneDrive folder name * < > ? : | “ tested in drive SharePoint * < > ? : | “ Local providers : * ? ” < > | Note: $ is not supported as a replaceable character for any of the providers. Role & Hierarchy Based Setup (Bi-sync & List components)– In XfilesPro 6.0, now Salesforce admins can assign the action permissions to the users and profiles. If nothing is assigned to the user and profile, then by default the user will be able access the Org-level default app setup. Upload Download Delete Share Auto Export (File Archiving Utility) – With the latest version, Salesforce files and attachments can easily be exported using the Export Utility without any manual intervention. Following is the criterion for the files: Minimum file size- 200 bytes Maximum file size- upto 100 MB SharePoint and OneDrive can be scheduled to auto-export files of upto 8 MB with the help of an additional scheduler code. SharePoint – Additional Column Support from XfilesPro: The latest version of XfilesPro allows the custom columns present in the SharePoint storage to be shown in the Bi-Directional component, as per the customer’s need. About XfilesPro XfilesPro is an advanced file management & collaboration solution designed especially for Salesforce users. Using this application, Salesforce users (both standard & community) can choose among a wide range of external file storage systems to integrate with their native Salesforce application to store Salesforce files of any size externally. These include multiple Cloud platforms like SharePoint, AWS S3, Google Drive, OneDrive, & Dropbox as well as on-premise systems like SMB, SFTP, & Network Drive. With over 200+ customers across the globe, XfilesPro now has over 300K+ licensed users across 15+ industries that enjoy seamless collaboration & multiple other benefits. Try out all the new capabilities by installing the app from AppExchange today. Get started here. AMARLAL
