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
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
