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
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
How to Keep Your Salesforce File Storage Unaffected by 3rd-party Apps Generated Documents?
Imagine this scenario. Finally, your dream of starting your own business sees the daylight. Your company hits the market, so you’re keen on taking it forward. You ponder on all ways to start it in full zeal considering different aspects of a business. That is when you came across Salesforce, the #1 CRM in the world. You embraced the cloud software to find more prospects, close more deals, and deliver a higher level of customer service. And, to make operations more streamlined, you purchase 3rd-party apps for automatic eSigns and document generation. Now comes the hindrance. The 3rd-party apps create documents in huge volumes, heralding the exceeding of the Salesforce file storage limit. Obviously, the following consequence will be a drastic impact on the workflow. If you have envisioned the scenario, think about your possible approach toward this challenge. How will you manage the documents efficiently without letting your Salesforce file storage be overburdened by it? If you think buying additional storage space from the biggest CRM provider could be a solution, here’s the warning — it might break your bank. So, What’s Next? You need to push documents out of Salesforce! You read it right. To optimize the Salesforce file storage space, you need to move the Salesforce documents that have been generated through 3rd-party applications to external storage. So, the next question is how to do that. The wise strategy you can adopt here is to hire an external document management solution for Salesforce. And, we have no recommendation other than XfilesPro as it’s the most trusted and installed document management app for Salesforce today. A Little Light on XfilesPro The #1 document management app for Salesforce, XfilesPro leverages its rich industry knowledge of a decade to meet the document management challenges of CRM users. The application helps you to automatically move the Salesforce documents generated through 3rd-party apps to any of your preferred external cloud storage including SharePoint, Google Drive, OneDrive, and AWS S3 so that your Salesforce storage limit won’t be exceeded. What’s Beyond Document Migration? The magic of XfilesPro doesn’t end by moving your Salesforce documents out of the CRM platform. You can also explore many other advancements as mentioned below; Gives the Perfect Folder Structure You Always Asked For XfilesPro offers a standout advantage, simplifying your life in a significant way. As Salesforce doesn’t provide a built-in folder structure, XfilesPro empowers the users to create a folder format in the external storage to arrange files in a way that makes sense to their business. This helps the admins access files without any confusion. Meanwhile, discover more about XfilesPro’s Smart Folder Structure capability. Your Files are Secure Like Never Before Understanding your concerns regarding file security, XfilesPro leverages the Access Control functionality, helping you protect your files from unauthorized access in the external storage. With this, you have full control over who can view, edit, and download the transferred files, alleviating any concerns you may have about the security of your valuable data. File Collaboration is Finally Sorted XfilesPro recognizes the common frustration of waiting endlessly for multiple people to make modifications to a file. Because the extensive back-and-forth process can seriously hamper productivity. Understanding the gravity of this challenge, XfilesPro’s Bi-sync functionality enables the real-time reflection of the modification made in Salesforce records on respective files in the external storage and vice versa. That means the internal teams can work on Salesforce files while external users can work on files in the external storage and have the changes updated on both platforms simultaneously. This ensures a real-time file collaboration experience like never before. Learn how to revolutionize your Salesforce file collaboration with XfilesPro here. Saving High Storage Cost Repeating the warning we gave you at the beginning of this article — buying additional storage space from Salesforce is never a budget-friendly choice for your growing business. Thanks to XfilesPro, you are no longer required to upgrade your storage space for a huge cost as the application moves your Salesforce documents to external storage, helping you optimize the storage space effectively without spending pennies. The benefits of using XfilesPro to migrate the salesforce files generated through external apps don’t end here. If you wish to learn how XfilesPro can prevent your Salesforce from hitting the storage limit, connect with one of our experts 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
