What’s the Impact of Limited Storage Space in Salesforce File Management?
Here’s the nightmare that will never end in the life of a #Salesforce admin — file storage limit. As Salesforce comes with very limited storage space, the admins are always afraid about hitting the storage cap. Not only the storage space overloading, the worst part is that there are a lot of other challenges with the limited file storage space. To run your business efficiently, you need to be aware of those challenges and the impact that can have on your operations. To get a better hang of it, let’s dive into it in this blog. Unable to Manage Large Files or Large Volumes of Files Your Salesforce files can come in any size and quantity. You will generate small-sized files and files that come in bigger sizes such as presentations, and video and audio files. And, it’s obvious that with the surge in the number of big-sized files, the file volume within the CRM platform will also increase. This will be an uphill battle as the management of files in large sizes and volumes will cause troubles in the management of files including uploading, accessing, editing, and deleting. That means, your entire file management experience will be completely disrupted. To know about the limitation in Salesforce storage spaces, check here. Drastic Reduction in Collaboration and Productivity Teams interact with each other through the process of collaboration. It is a game-changer contributing to any organization’s success. When the files are more and the storage space is limited in Salesforce, this process cannot take place seamlessly. Due to improper file and storage management in Salesforce, the users will fail to collaborate effectively, which will impact the overall productivity of the employees. Increased Costs for File Storage If you are thinking that purchasing additional storage space from Salesforce is a solution for the limited storage space, we want you to know that it will break your bank. No matter if your company is a small scale or an enterprise, the cost associated with extra storage purchase may not sound cost-effective for your business considering its high charge. So, think before acting, is that something your growing business wants? Challenges with File Visibility and Accessibility Just like the troubles in Salesforce file collaboration, the limited Salesforce file storage can drive uneasiness in the visibility and accessibility of files within the org. If the Salesforce application loads very slowly, you can’t easily access and edit the files during emergencies. And, this will lead to a lot of escalations and result in catastrophe among the teams. Inability to Manage Massive Files of Community Users Being a Salesforce Admin, one task that you need to take is the management of the Community User files. The more Community Users you have, the more files will be generated in the file storage space of your Salesforce. That means that the storage space will get filled quickly, which is a difficult undertaking. The growth in files will only result in storage overloading and unproductivity among employees. Explore how to manage Community Portal Files here. Challenges in Integrating Salesforce with 3rd-party Apps You may want to integrate Salesforce with multiple 3rd-party apps for different purposes. Be the integration for document generation, file archiving, or data management, the ultimate objective is to automate and streamline the workflow. However, when integrating certain apps with Salesforce (such as an auto document generator), you are going to generate a large volume of documents that will eat up your limited file storage space. Since the storage limit is not sufficient to accommodate the growing volume of files, you will not be able to establish an effective integration between both platforms. It’s the Wrap By now, you must have learned about the consequences that limited file storage space in Salesforce can have on your workflow within the CRM platform. To smartly address this challenge, we recommend you XfilesPro, the #1 file management app for Salesforce. You can intelligently tackle the limited storage issue with XfilesPro as the application optimizes your file storage space. Let us make this more clear. With XfilesPro, you can automatically move your Salesforce files to your preferred external cloud platform such as Amazon S3, SharePoint, Google Drive, and OneDrive as well as on-premise system. This will be a great way to free up the limited storage space, which will help you achieve a very streamlined file management experience within the Salesforce application. The XfilesPro benefits are; The management of large-sized files and large volumes of files becomes easy as the file storage space is constantly optimized. Facilitate seamless file collaboration among your employees with trouble-free file access. Eliminate the need for costly additional storage purchases, saving your expenses. Simplify the management of numerous files uploaded by Community Users without worrying about overloaded storage space. Similarly, the integration of Salesforce with any third-party app is a tension-free job considering the freed-up storage space. To learn more about how XfilesPro can help your business with a modern and tension-free file management experience for Salesforce, schedule a demo now. AMARLAL
A Complete Understanding of Salesforce File Storage with XfilesPro
If you have ever kept your clients waiting, then be pretty sure that you have at one point or the other let them down. Sales has indeed become an integral part of all the enterprises and the core of all businesses these days. Throughout the entire lifecycle of any client, there are huge number of contacts, reports, opportunities, accounts and large number of documents of different types and needs. Since the requirement is always different, they also have different kind of storage and management which would cater to the perfect purpose. When it comes to file storage then, Salesforce has a complete different kind of storage system, that would take utmost care to reduce the stress level over your memory. Hence, it will help you increase your space and let your venture grow in a better manner. It also has an agile approach towards storing the files. Salesforce over the years has dealt with various types of documents and files. In fact, they have been constantly improvising to cater to all the latest technologies and need. Initially, it was only restricted to few types of files, the system has been upgraded to accommodate every kind of file. However, one of the most critical factors is the cost of the solution, as it turns out, it can sometimes be misleading. Many customers later discover, that in addition to the actual known price, there are some forced payments, which you have to clear to utilize the Salesforce file storage software more diligently. The cost of this file storage has always interrupted with many organizations workflow, especially the SMB’s. To relief this pain point, XfilesPro has been with organizations and help them get store their files with their own storage system at a less cost coverage. Salesforce File Size Limitations: The file size that is usually seen, is the 2 Gigabyte upper limit. This is in fact the maximum size allowed by the program. Since Salesforce has always been integrating with other applications, it should conform to all those limits where they are applied. For instance, if there is a 10 Megabyte limit to the file sizes in Google Docs. In a similar manner, the 5MB single file or the 10 MB file for attachment should not necessarily be a limit by the Salesforce, but one must adhere to it. Achieving the Competitive Edge with XfilesPro It’s Cost Effective: You can always and easily save your money with XfilesPro, in case anytime you have exceeded your storage limit from Salesforce. There is no Size Limitation: If you are thinking about attaching any file of any size and type, then its high time you should choose for XfilesPro. Most Compatible Network: XfilesPro will assist you in establishing the most compatible and authentic network for your file storage. It’s a Lightning Ready App: It is a Lightning Ready application with 3.8 version, to provide a better and efficient support. To know more about XfilesPro, get in touch with our team. Check the AppExchange page here. Also read:9 Ways Salesforce Customers Can Use XfilesPro AMARLAL
Understanding Salesforce File Storage Limitations
Over the last two decades, Salesforce has emerged as the #1 CRM provider in the world. Thousands of businesses from different verticals & sizes are relying on the massively popular Salesforce applications to boost their sales & service processes and also trusting its robust platform to build powerful business applications. Though Salesforce offers a multitude of benefits in order to ensure consistent & hassle-free performance every time, the CRM giant also limits some of its functionalities in order to maintain its high performance & consistency. One such notable limitation is storage. Please note that any Salesforce org has three default storage spaces including files, data, and big objects. In this blog, we are going to focus on Salesforce file storage & will discuss some of the Salesforce file storage limitations. Whenever a user uploads/generates/receives files (commonly notes & email attachments) of any type while using Salesforce, they get stored in a primary repository within the app. This applies to any standard user as well as a community user. How much file storage space do you have in your Salesforce org? When it comes to default file storage; Salesforce editions such as Contact Manager, Group, Professional, Enterprise, Performance & Unlimited get 10 GB space per org, while the Essentials edition gets only 1 GB. In addition to this, every Salesforce org offers some additional file storage space to standard users depending on the edition and the number of user licenses. Enterprise, Performance, & Unlimited editions get an additional 2 GB of file storage per user license, while Contact Manager, Group, & Professional editions get 612 MB per user license. What is the maximum size of file that you can upload in Salesforce? Salesforce doesn’t only have limited offered storage space, it also limits the file size when it comes to storing it within the app. Below are the file size limits; Salesforce Files (Files home, in libraries, in Chatter posts and comments, on a record’s Files related list): 2 GB Attachments (On a record’s related list in Lightning Experience. (In Lightning Experience, attachments are added as Salesforce files): 2 GB Documents, Salesforce Knowledge Attachments & Chat: 5 MB Each Please get more details here. Apart from the above limits of storage & size, there is also a limit on how many times a file can be shared. This stands at 2000 times including sharing with records, people, and groups. From the above information, you got to know that a maximum a Salesforce org will get 10 GB of file storage (excluding additional user-based storage), while most of the Salesforce file size limits have been set at an upper limit of 2GB, which is the maximum file size allocated by Salesforce. What are the consequences? Imagine a business that is either generating more files or files of large size in their Salesforce app on a daily basis. It is very much inevitable that they will run out of their allocated file storage faster. Once the storage starts taking an impact, it becomes tough for the users (basically sales reps & service agents) to run their day-to-day business processes smoothly, as a result, business operations start to slow down or even on the verge of breaking down. The challenge continues when you find additional storage space provided by Salesforce at a very high cost. How to get around the Salesforce file storage limitations? Once you find yourself in the above challenges, it becomes essential to look for possible solutions in order to prevent hitting your Salesforce storage limits. When you analyze all the options, you can summarize them into the three categories. Option 1: Purge some old files in order to optimize your storage Option 2: Upgrade storage by paying additional cost to Salesforce Option 3: Move files to a relatively low-cost & long-term secondary storage space without losing access to your files Also read: Salesforce File Storage Limit Exceeded? Some Use Cases & Tips to Prevent Hitting Storage Limits If you are considering the 1st option to delete some old files from the org, please check with your compliance team. Most of the internal policies as well as compliance rules don’t allow information deletion & ask businesses to store it for a lengthy period of time. Even if you are not restrained by any such guideline, deletion of files is never a sustainable option for you as with a growing business you will keep on generating more files. Then we come to option 2 of buying additional storage from Salesforce. Please note that Salesforce offers additional storage space at a very high cost & upgrading storage on a regular basis might crumble your IT budget. How to manage your Salesforce storage cost-effectively? If you want to control the file storage within Salesforce without either upgrading your storage or deleting files, option 3 looks like a perfect solution for you. Moving files to a secondary storage which is low at cost as well as gives you the option to keep them for a long period of time is always a good strategy considering it allows you seamless file access around the clock. There are multiple ways you can move files from your Salesforce app to another storage of your choice. Some of them are to use Salesforce Files Connect, build a custom solution in-house to integrate an external storage system & migrate files either periodically or in real-time, or use any 3rd-party ready-to-use application from AppExchange to do the job for you. While Salesforce Files Connect is expensive (has certain limitations) and building a custom app could be time-consuming & complex, going with a ready-made AppExchange application looks more feasible. XfilesPro is a leading AppExchange application that allows you to migrate files from Salesforce to any external storage such as SharePoint, Amazon S3, Google Drive, OneDrive, etc. in a hassle-free manner & in real-time. The application works seamlessly with all major Salesforce editions and supports all files irrespective of their size* & type. The highly popular app among Salesforce customers has a history of solving complex
