Top 7 Reasons Why You Should Store Salesforce Files in SharePoint
Most Salesforce Admins are skeptical when we say that managing documents in Salesforce can be easy and automated. We get it, Salesforce can be tricky when it comes to file management. With limited file storage space, an overload of documents can quickly slow down operations and affect admin efficiency. That’s why migrating files from Salesforce to an external storage system has become the go-to solution. If you’re already using SharePoint, a powerful and widely adopted platform, you don’t need to look any further. With its advanced capabilities, SharePoint is the ideal platform to store Salesforce files. In this blog, we’ll explain why storing your documents in SharePoint, outside of Salesforce, is the smarter move. Before discussing those factors, let’s take a brief look at SharePoint. Understanding SharePoint as a Storage System 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 200 million users worldwide. SharePoint has been making it easy for customers to set up a centralized, password-protected space for safe and secure document management. Now, the discussion focuses on integrating SharePoint with Salesforce. But why should you move your documents from Salesforce to SharePoint? Let’s explore. Salesforce vs SharePoint: What’s Better for File Storage? While Salesforce is great for CRM data, it falls short when it comes to handling large volumes of files. SharePoint, on the other hand, is designed for scalable document management, real-time collaboration, and secure external storage, making it the preferred storage companion for Salesforce. Feature Salesforce SharePoint File Storage Limited and expensive Scalable and cost-efficient Collaboration Basic Real-time multi-user editing File Organization Standard Advanced tagging, metadata, and folders External Access Restricted Easily managed via permissions Automation Limited Advanced workflows with Integrations SharePoint offers far more flexibility than Salesforce when it comes to document management. The next step is integration, and as you already know, that means partnering with the right solution provider. That’s where XfilesPro comes in, the #1 file management app for Salesforce that makes your life a whole lot easier. Download XfilesPro from AppEx! Store Salesforce Files in SharePoint Using XfilesPro XfilesPro integrates Salesforce with SharePoint without the need for an additional connector. After integration, the application automatically migrates your files from Salesforce to SharePoint at predefined intervals while maintaining the original file hierarchy. Additionally, XfilesPro supports various other file storage platforms, including AWS S3, OneDrive, and Google Drive. 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. A Slim Wallet Solution Purchasing additional storage space from Salesforce can break the bank! By offloading files to SharePoint, you can save significantly on the extra costs associated with Salesforce storage. Plus, with XfilesPro eliminating the need for an additional connector to integrate both platforms, you get yet another opportunity to cut down on expenses. A Huge Storage Suite The SharePoint-Salesforce integration satisfies your need for external file storage with the massive capacity provided by SharePoint. It addresses the growing demand for storage optimization and ensures your Salesforce org stays lightweight and efficient. End-to-End Process Automation With the power of XfilesPro, you can fully automate the file migration process, removing the manual burden of managing documents in SharePoint. XfilesPro gives you the flexibility to manage files manually as well, at your own pace and convenience. Salesforce + SharePoint Integration Made Simple Download the Datasheet Leveraging SharePoint Tagging When you’re dealing with a vast directory of files, even proper naming conventions might not be enough. That’s where SharePoint tagging becomes invaluable. XfilesPro enables you to apply metadata tags to documents and content, helping you categorize and organize files based on attributes like keywords, topics, or themes, making them easier to find and manage. Multi-Site Support Whether your teams are spread across different states, countries, or business branches, XfilesPro supports SharePoint’s multi-site architecture and integrates smoothly with it. This allows you to centralize all documents from various locations into one unified system, ensuring consistent access, better collaboration, and full visibility across the organization. Future-Proof Security of Files SharePoint comes with strong built-in security, but XfilesPro adds another layer of protection. With advanced access controls and encryption at rest and transit, you can rest easy knowing that your documents are secure and protected from unauthorized access, today and in the future. Real-Time File Collaboration File collaboration in Salesforce hasn’t been ideal. But with XfilesPro, you unlock real-time collaboration capabilities in SharePoint. Multiple users can edit and work on the same document simultaneously, eliminating time-consuming back-and-forth and improving overall productivity. Conclusion That seems like a lot of reasons to choose SharePoint as a repository of migrated Salesforce files. 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. Want to know more about why admins are choosing SharePoint for File Management? Read More. Achieve No-code Integration Between Your Salesforce and SharePoint Book a Demo Poornima GConnecting businesses with top SaaS and CRM solutions through engaging content All Posts
All You Want to Know About XfilesPro’s Tagging Feature for SharePoint & the Potential Benefits it Unfolds
Are you using SharePoint to solve your business pain points? If yes, have you ever considered whether you’re leveraging the cloud platform to its fullest and getting the most value from it? ‘No’ if SharePoint Tagging sounds like a hill of beans to you! For many years now, an untold number of businesses have been soberly looking at the benefits of tagging SharePoint documents with metadata that demands relatively little time and effort to act. Taking the business possibilities of Tagging into account, at CEPTES, we decided to introduce the popular SharePoint feature in XfilesPro to level up our next-gen application for our customers. Just with a vision that Tagging could unveil magical business benefits to them! Before digging deeper into how Tagging unfolds the best to XfilesPro and its users, let’s take a quick tour of this popular feature that SharePoint brought to the table years back. The Tagging Feature: SharePoint’s Promising Calling Card Tags are keywords that you can assign to content. It can also be described as the assignment of categories or descriptive words to content, using labels that make some sense to the person who is tagging. When users add tags to a certain category in SharePoint, they’re essentially providing metadata to tell of what the content contains, what it does, or what it’s about. Once the metadata has been defined, SharePoint unleashes several capabilities that let you take advantage of Tagging to dramatically improve the findability and usability of the content. This includes the ability to use metadata as the subject of search to refine, filter, and view content. How XfilesPro Changed the Game with Tagging? In the latest version of the XfilesPro, we surprised our customers by taking up the Tagging feature that brought about a drastic change in their workflow. Let’s see how Tagging works in XfilesPro: When Salesforce users take support from XfilesPro to migrate their files from Salesforce’s primary storage to SharePoint, our application functions as a conciliator that allows them to Tag the content against specific columns. Through Tagging, we actually make some smart arrangements for the users to learn about the content contained in a specific file without opening it. Our strategy is simple and powerful! Going in-depth, if the user adds Tags in Salesforce, they can view the same in SharePoint with XfilesPro’s support and vice versa without any change or disturbance to the template. This is possible because of our advanced Bi-Directional Sync option, which is unique and most beneficial to Salesforce users. With Bi-Sync, XfilesPro wears the hat of a mirror, as the app reflects the same tags in both Salesforce and SharePoint every time a tag gets added to any of the storage systems. Being a Catalyst that Triggers Great Business Benefits By adopting SharePoint Tagging in XflesPro, we mean nothing but providing some meaningful business values to your files. When we say value, we mean how foolproof your files are made for searching in SharePoint. Tagging improves the findability of your files by allowing a direct search of the content on a particular metadata column and enhancing search by placing refiners or filters. Furthermore, Tagging also helps you to use the column for the creation of views, search results, performance, sorting, and the appearance of the column in the search results display template. Lastly and most importantly, filter-based search unlocks the right strategy to generate powerful reports in a flash. Over to You… Now that you have understood the business use cases and benefits of Tagging, the intelligent feature we introduced to XfilesPro. So, ponder over how your business can leverage its advantages and forge ahead in the Salesforce ecosystem. Reach out to us for any queries at [email protected] AMARLAL
Why you should consider using SharePoint as your Salesforce Secondary File Storage
In today’s world of digitalization, businesses often find different strategic methods to improve their customer relationships & data management process. In the pursuit to achieve these goals, companies adopt multiple technology platforms. Salesforce is one such innovative platform that enterprises use to manage their sales, service, and marketing processes in order to optimize marketing campaigns, maximize lead acquisitions, minimize sales cycles, deliver top-grade customer service, and maintain long-term customer relationships. With a growing business, every enterprise encounters faster data growth, and managing a large volume of data efficiently is becoming a key differentiator. When you have a big team operating from multiple locations, managing critical business information with easy access and seamless collaboration often becomes cumbersome. Salesforce as a platform can significantly accelerate sales & boost customer service workflows. However, when it comes to document management, there are certain limitations as this is not a part of Salesforce’s core capabilities. In order to optimize their document management process & get the best results, enterprises usually look for alternative platforms that can help them accomplish this. And what can be better than SharePoint? Understanding SharePoint SharePoint is one of the leading document management & storage platforms. Powered by Microsoft, SharePoint offers organizations an advanced, highly configurable, and relatively cost-effective document storage & collaboration platform. Through its cloud-based application SharePoint Online, & the in-house application SharePoint On-premise, SharePoint has a user base of over 100 million worldwide. Top 5 Benefits of SharePoint for Document Management Managing documents using SharePoint is a smart choice considering the powerful capabilities of the tool. SharePoint can easily make your entire document management process automated, organized, and efficient. Let’s have a look at the top 5 benefits of using SharePoint for document management. Collaboration A large number of users can collaborate on single or multiple documents at the same time with ease. This is one of the most popular SharePoint features. Collaboration helps faster turnarounds & increased productivity. Flexibility SharePoint offers one of the most flexible & configurable platforms. The tool can be easily integrated with any external system & businesses can also customize it as per their business requirements. Security Microsoft has properly taken care of the security aspect of this tool. Documents can be stored safely with access controls, view restrictions, and robust servers. Version Control SharePoint’s file versioning capability allows the admin or owner to maintain a proper version history in an easily accessible location. This is very much required when a large number of users collaborate on files as every change is captured & saved separately with an audit trail. This makes SharePoint secure also. Better Accessibility & Easy Retrievals SharePoint offers seamless accessibility to the files through an easy-to-use UI along with a modern search feature. Users can find files easily with a faster retrieval process. Also Read: Document Management in Salesforce: A Brief Introduction to its Best Practices SharePoint for Salesforce Document Management As we already mentioned in this blog, Salesforce is not built for document management as it is not coming under its core purpose, just like SharePoint can not manage customer relationships. Both platforms are built for different business objectives & integrating both will do wonders for a business. Joint customers of Salesforce & SharePoint can leverage both these platforms to transform two of their most critical business processes i.e. running business processes such as sales, marketing, and service on Salesforce by managing all the business information on SharePoint. This integration makes more sense as Salesforce offers minimum storage to keep files, while SharePoint can manage massive volumes of files with ease & also in a highly cost-effective way. Benefits of using SharePoint to Store Salesforce Files Integrating Salesforce & SharePoint offers a plethora of benefits for the joint customers. Customers can have a powerful integrated CRM & Document Management System, which allows them to manage their sales, and service processes better while keeping all the files in a centralized location. Let’s have a look at some of the key benefits of connecting Salesforce with SharePoint. Cost Savings As you might know, Salesforce allows a limited volume of files (10 GB) to be stored in its system & every time customers go for storage upgrades, this results in high additional costs. Storing Salesforce files in SharePoint will definitely reduce massive storage costs & sales/service agents can work more efficiently without facing storage or performance issues. SharePoint offers 1TB of storage space excluding 10GB storage per license purchased. Managing Large Size Files SharePoint can manage large-size files with ease (50 MB) which is a big challenge in Salesforce. So, Salesforce users can upload files of larger sizes & experience hassle-free document management. Better File Collaboration SharePoint is favorably popular for its robust document collaboration capabilities. Moving Salesforce files to SharePoint will allow users to collaborate on files without any crises. Organized File System As Salesforce doesn’t offer any kind of folder structure to keep files, moving documents to SharePoint allows customers to organize files under specific folders as folders can be created in SharePoint. This will improve user experience as well as file accessibility. Better Document Management As Salesforce is not a document management system, when integrated with SharePoint, all the SharePoint document management features can be applicable to Salesforce files as well. This includes versioning, access control, unified search, document approvals, sharing, etc. This definitely allows Salesforce users to leverage a world-class document management system. How to Integrate Salesforce with SharePoint for Document Management? There are multiple ways to integrate both Salesforce & SharePoint for document management. However, most of the organizations adopt one method among the below three. Files Connect Custom Application AppExchange Application Salesforce Files Connect can be used to set up an integration between both platforms. However, this has certain limitations in terms of features & functionalities. Building a custom app in-house can do the job, however, this can be expensive and time-consuming. Custom applications will never give you capabilities beyond basic requirements. The third option is finding a ready-to-use application from AppExchange. Salesforce offers thousands
WEBINAR DIGEST: Integrating Salesforce & SharePoint using XfilesPro
Our much-awaited webinar session has finally happened and right off the bat we would like to thank everyone for the phenomenal response we received. The session was housefull and the response is incredible. But even the people who missed attending the live session can reap the rewards. For their benefit, we bring this article which will quickly walk them through everything that went down in the event. The webinar was aimed at discussing the intricacies of executing Salesforce-SharePoint integration with the intelligent use of the XfilesPro application. The action-packed 30 mins long discussion began with our Sales Head, Rakesh N Rao shedding some light on the various key advantages of using external storage systems as means of replacing the primary Salesforce file storage. Not only does the use of external storage systems help in overcoming the limitations of native Salesforce file storage but it also has other benefits like file storage optimization & storage costs reduction. Followed by this, he moved on to discussing why the XfilesPro application is the most optimal solution when it comes to integrating different external storage systems with the native Salesforce application. He also mentioned some of the premium cloud-based storage solutions as well as the on-premise storage options that can be integrated using XfilesPro. Followed by this, he moved on to explaining why SharePoint storage is the #1 option when it comes to document management and actualizing an efficient file management strategy in Salesforce. Subsequently, our Product Consultant, Vedant Srivastava took over and gave everyone a quick demo of XfilesPro & how it can be set-up in the Org. If you wish to see the slideshare presentation of the webinar, please visit: During the course of the webinar, he also showcased three customer use cases belonging to the industry leaders from the logistics, educational & media industry & highlighted their specific Salesforce file management challenges. He also explained how each one of them addressed those challenges through efficient SharePoint integration using XfilesPro & what benefits they achieved. Towards the end of the insightful session, our Salesforce file management experts quickly summarized the advantages of using XfilesPro & how it can help Salesforce enterprises harness the untapped power of SharePoint. Following this, they answered a few of the questions posed by the webinar attendees after which the session was successfully concluded. Here is the full recap of the webinar session: There is a lot more in stock for our Salesforce customers as new and exciting webinars are planned for the coming months. Please follow us on our social media handles for latest updates about the upcoming webinars. AMARLAL
WEBINAR: Carrying out SharePoint & Salesforce Integration using XfilesPro
With new technical advancements cropping up each day, it becomes imperative for organizations to keep on updating themselves to maintain an edge over their competitors. For companies, their voluminous amount of files and attachments pose a great threat in achieving a streamlined file management experience. With Salesforce CRM being introduced in the market, companies now receive additional assistance in managing their business operations. But even while using this platform, the challenges with managing the files remain tedious and never-ending. If your Salesforce organization is also looking for a solution to your file management woes, then may we suggest having a crack at using SharePoint storage. Steadily emerging as one of the most popular document management and storage platforms today, SharePoint is already being used by a huge chunk of Fortune 500 companies. Using SharePoint’s exceptional storage, retrieval, searching, archiving, tracking, and file management features, your company can easily overcome the issues related with limited Salesforce file storage and high additional storage costs. By opting for a collaboration between these two platforms, your company can generate more leads, make better-informed decisions, and drive home success and growth. In this direction, we are hosting a live webinar in the upcoming month which will focus on the several intricacies of carrying out the Salesforce-SharePoint integration with the intelligent use of the XfilesPro application. Our webinar ‘Integrate SharePoint & Salesforce using XfilesPro- An Advanced File Management & Collaboration Solution for Salesforce’ is happening on 4th March, Thursday at 11 AM EST. In this webinar, we’ll discuss the key advantages of using external storage systems, like SharePoint, as means for actualizing an efficient file management strategy in Salesforce in order to better manage the file storage. We will also shed some light on the crucial role played by XfilesPro in carrying out this integration in a completely seamless and hassle-free manner as well as some of the important use case scenarios of the past. So don’t miss out on this exciting opportunity to take your Salesforce file storage to greater heights and entirely revamp your file management experience. Register for our upcoming webinar here and reserve your spot today. Date: 4th March, Thursday Time: 11 AM EST 9:30 PM IST AMARLAL
Salesforce-SharePoint Integration – How to Transform your Salesforce File Storage Needs
With the advent of new companies in the technology landscape, the competition in one’s industry has increased exponentially. When various other companies also provide similar kinds of solutions & services to customers, enterprises must maintain an edge over their competitors by continuing to offer the best quality services to their end-users. For this purpose, enterprises turn towards automated solutions that can efficiently handle their business procedures. One such automation solution is the world’s #1 cloud CRM platform, Salesforce. Its valuable services across different departments like marketing, sales, customer service, finance, etc make it the most trusted platform among enterprises. When enterprises can generate more leads, make better-informed decisions & drive forth success, what more will they need, right? But that’s not the case over here! One major issue with Salesforce is the limited nature of its primary file storage space which is fine until the voluminous files generated in the process of managing the customers’ information are not brought into the picture. And then there is also the high additional file storage cost, which is a challenge in itself. Thankfully, being a customer-friendly platform, Salesforce can be easily integrated with different external storage to handle this issue with file storage limitations. SharePoint: A Reliable Salesforce File Storage Option One such viable secondary storage option is SharePoint. SharePoint is one of the most popular document management and storage platforms today with over 200 million monthly users worldwide. Being used by a huge chunk of Fortune 500 companies, SharePoint offers storage, retrieval, searching, archiving, tracking, management, and reporting of electronic documents and records regarding any customer. Owing to such features, Salesforce can be easily integrated with SharePoint which enhances its collaboration & document management capabilities. Some of the primary reasons to choose the Salesforce-SharePoint collaboration for your business growth are: Cost Efficiency– In contrast to opting for more Salesforce licenses to increase document management capabilities (which is a costly option), an enterprise can simply choose SharePoint-based collaboration where full-fledged collaboration among large cross-departmental teams will cost less. Cross-departmental collaboration– Even though Salesforce was intended for multiple departments like sales & marketing, several colleagues collaborating on a single project proves to be extremely challenging. Using the SharePoint employees company-wide can connect, promoting & letting them engage in cross-departmental collaboration. Document Versioning– SharePoint also allows real-time co-authoring and offline work with documents with greater data storage limits. It automatically tracks changes and maintains a history of document versions, enabling users to revert to previous versions if needed. This makes sure everyone is working on the updated version of the document. Centralized Document Management– SharePoint serves as a single hub for all your documents. Instead of juggling multiple locations and handling version conflicts, all your Salesforce files are stored in one well-organized place. This makes it easier to find and manage your documents without the hassle of scattered folders. Setting Up Salesforce-SharePoint Collaboration When you have decided to set up a seamless collaboration between your Salesforce system & SharePoint storage, there’s just the question of how to do that. For this purpose, there are several means through which the Salesforce-SharePoint integration can be established. These range from ready-made tools to the ones built from scratch. A standard list of possible integration tools includes: Salesforce Files Connect– Offered by Salesforce itself, the Salesforce Files Connect framework allows users to access, search, and share Salesforce files stored in external sources in real time & allows Salesforce admins to set up the integration themselves with simple point-and-click tools. It can also be configured to take into account SharePoint’s custom properties like custom columns, custom content type, & metadata from Office 365 documents during Search, SOQL, and SOSL Queries which allows simultaneous search results for a particular file in both Salesforce & SharePoint. The only downside is that this solution is rather pricey. Custom-built integration applications– This is a very flexible option since such applications can be designed in line with specific requirements and can address a need for multiple integrations, without exceeding the costs. However, it is important to mention that the internal Salesforce administrator might not be able to build the custom integration app himself so it becomes imperative to seek external help, which adds to the cost. Salesforce AppExchange integration applications– There are several options available on the AppExchange that can be installed by the Salesforce admin. In case further features are required, such apps can nearly always be modified by the Salesforce developer. WEBINAR ALERT: Integrate SharePoint & Salesforce using XfilesPro – An Advanced File Management & Collaboration Solution for Salesforce XfilesPro: Your Salesforce File Management Partner One such AppExchange application that can help enterprises seamlessly store and collaborate files with SharePoint is XfilesPro. XfilesPro is a highly customizable, admin-friendly application that performs exceptionally well with several Salesforce solutions like Service Cloud, Community/Experience Cloud, Sales Cloud, & Salesforce Platform. With XfilesPro, Salesforce customers can not only significantly reduce their file storage costs but can also seamlessly enable 360-degree file collaboration, including integration with various external storages like SharePoint. XfilesPro has leveraged the capabilities of SharePoint to the fullest. The tagging feature of SharePoint helps users access files faster, while the multisite feature allows for seamless management of interconnected sites, making it easier to collaborate across different teams and departments. To get more details on why Salesforce admins prefer Sharepoint as their external cloud storage platform, read the blog. In addition to SharePoint, XfilesPro can also be used to collaborate the Salesforce system with various other external file storage systems. These include Cloud-based storage systems like OneDrive, Amazon S3, Google Drive, & Dropbox. As the world goes digital, document management is evolving too. Enter XfilesPro’s DocuPrime, a game-changer in the document management cycle. This app simplifies and streamlines the document generation process, from template creation and approval to obtaining e-signatures. By leveraging the capabilities of SharePoint and DocuPrime, you can eliminate paperwork hassles and elevate your document management. To know more about XfilesPro and how it can facilitate Salesforce-SharePoint integration and document generation all within a
XfilesPro now supports Bidirectional components for SharePoint
In our previous release, we introduced SharePoint as an external storage option for XfilesPro users. This means Salesforce customers can easily upload files to SharePoint using XfilesPro with seamless integration & collaboration. This will not only reduce significant file storage costs but also allow you to manage your Salesforce files stored in the remote storage without affecting the user experience. Since we introduced SharePoint as an external storage option, we have been working on adding more features for this integration. Recently we made XfilesPro’s bidirectional sync feature enabled for SharePoint in our latest release 5.2. Now Salesforce customers who are using XfilesPro to store and collaborate their files and attachments in SharePoint can use this newly launched feature to drive superior user experience. With the new bidirectional component support, users can manage all their files stored in SharePoint directly from their Salesforce UI. So, as an end-user, you don’t need to worry about the file location since you can see it right within your Salesforce UI. This feature will work for both Lightning & Classic users. For Lightning For Classic Widely recognized as the best external file storage solution for Salesforce, XfilesPro connects Salesforce CRM with a wide range of Cloud (AWS, Google Drive, Team Drive, SharePoint, OneDrive, Dropbox) & On-premise (SMB, FILE, Windows Share) storage systems for easy & cost-effective external file storage. The application has a customer base of 200+ from multiple industries including financial, healthcare & life science, manufacturing, insurance, law, sports, retail, marketing, high-tech, real-estate, etc. Get in touch with us to start an XfilesPro 15-Day FREE trial. AMARLAL
XfilesPro now supports SharePoint for Salesforce external file storage
XfilesPro has added SharePoint as an external Cloud storage option for Salesforce users. Now Salesforce users can upload files & attachments to SharePoint without impacting the user experience in order to reduce file storage costs with seamless integration & collaboration. As a leading external file storage & collaboration solution in the AppExchange for Salesforce, XfilesPro is being used by over 200 companies from varied industries. With the addition of SharePoint, the application now supports 5 Cloud storage systems including AWS, Google, Dropbox, OneDrive & SharePoint. Apart from this, XfilesPro also supports multiple On-premise storage systems such as SMB Windows Share, FTP & FILE. Limited file storage & high recurring storage costs have been a huge challenge for Salesforce customers. With XfilesPro, Salesforce files and email attachments of any size can be stored in external storage systems automatically without affecting the user experience. This results in storage cost savings and improved performance. SharePoint has a huge user base of over 100 million users worldwide, with an average of 20,000 new users added each day; it is used by over 78% of Fortune 500 companies. Looking at the demand, we have added SharePoint in our upcoming release. With its impeccable capabilities such as customized folder hierarchy, file import/export, templatize folder structure, file sharing, multi-file upload, and many more, XfilesPro has been the first choice document management solution for Salesforce. We have successfully implemented the application in 15+ industries including BFSI, Manufacturing, Healthcare, Hi-Tech, Non-Profits, Education, Law, Retail & Ecommerce. XfilesPro now also supports the Salesforce Professional Edition. Get in touch with us for more info. If you want to store your Salesforce files & attachments in SharePoint, please Request a DEMO now. ALSO READ: A Look at XfilesPro’s Top Features & Benefits – Your Solution for Limited Salesforce File Storage Challenges AMARLAL
