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
Top 3 Ways to Prevent Hitting the Salesforce Storage Limit in your Org
In order to keep up with the changing industry trends and evolving customer demands, businesses have to rapidly keep on upgrading & reinventing themselves. They need to offer top-notch services and deliver exceptional experiences to their customers so as to always maintain an edge over their competitors. One of the smartest ways to do this is by investing in tools & technologies that guarantee accelerated growth and higher profit, all the while keeping the expenses in check. Salesforce is one of the best technology platforms that offers a powerful CRM system to transform sales, marketing, and customer service departments across industries. This powers enterprises to drive innovation, customer success, and revenue. Being a multi-tenant platform, Salesforce always focuses on maintaining top-gear performances of its applications, and in order to achieve this, it has imposed certain limitations. One such limitation is ‘storage’. Know Your Salesforce Storage Being a leading CRM, Salesforce offers some storage space within its applications/org. Customer’s data & files that are being generated while using the Salesforce app get stored in the allocated Salesforce storage space. Salesforce offers three different categories of storage in every org. Let’s have a look at those. Data Storage: Salesforce data storage is the home for various data records such as accounts, cases, leads, campaigns, contacts, opportunities, email messages, events, orders, tasks, etc. stored in standard and custom objects. File Storage: Salesforce file storage keeps files from notes & attachments, files home, CRM content, Chatter (including user photos), documents, and site.com assets. Big Objects: Salesforce Big Objects is the big data-based storage option that is designed to easily hold voluminous amounts of business data. How Much Storage Space Do You Get in Salesforce? Data Storage Space: If you are using Unlimited, Performance, Enterprise, or Professional editions of Salesforce, you will get 10 GB of default data storage space in the org along with 20 MB of additional data storage for each user license. For example, a Professional edition org with 20 users, will receive 10 GB of data storage, plus 20 MB per user which is 400 MB for 20 users. This makes the total data storage 10.4 GB for the company. File Storage Space: Similarly all the above Salesforce editions receive 10 GB of file storage space and an additional 20 MB of storage per user license. Salesforce Essentials edition gets 1 GB of file storage space per org. Only the Professional edition has an additional 612 MB (100 MB per user license + 512 MB per license for the Salesforce Content feature license). Big Objects: When it comes to Big Objects storage, all the Salesforce editions have allocated storage for 1 million Big Object records per Salesforce Org. Is the Allocated Storage Sufficient in Salesforce? Though it largely depends on the usage, in today’s world of data-driven business where enterprises extensively leverage data, the sources of data or file generation have increased. Along with this, the speed of data/file generation has also grown. Considering this, 10 GB of storage is very little for any company. This becomes challenging for businesses that deal with a large number of files, large-size files, more email attachments, and data records. As per industry trends, companies often run out of their allocated Salesforce data and file storage within a span of 2-3 years even with moderate data/file generation. This could be even lower for businesses that generate more data. What Happens When Your Salesforce Storage Starts Filling Fast? When your Salesforce storage starts filling fast, there are several consequences. A few common challenges are: The CRM will become bulky. This will impact the app’s performance, user experience & efficiency. Meeting regulatory compliance & other data policies becomes tough as storing all the business data within limited storage gets complicated. File visibility and accessibility are significantly impacted when seamless collaboration among the users becomes nearly impossible. Storage upgrades in Salesforce are incredibly expensive. Both additional data and file storage space come at a higher cost which might impact the overall budget. How to Increase Your Salesforce Storage Space? After working with multiple Salesforce customers from diverse industries over a decade, we understood what type of methods most enterprises adopt to better manage their Salesforce storage spaces. Here we have made a consolidated list of the means through which the above-mentioned challenges can be combated and the Salesforce storages can be optimized to a greater potential. Option 1: Cleaning up Unused Data Manually or Automatically One of the easiest ways to prevent exceeding the Salesforce storage limits is by purging unnecessary files and data records, either manually or automatically. There are a lot of tools available for these purposes: Salesforce’s Mass Delete Wizard: Salesforce’s web-based native mass deletion wizard allows users to delete record types such as cases, solutions, accounts, contacts, leads, products, and activities. Currently, the complete Mass Delete is limited to around 250 records at once and is also limited to the above-named objects. Extract Transform Loading (ETL) Tools: Certain ETL tools are used for both data migration and data removal. Popular ETL tools like Salesforce Data Loader can be used to delete both data records and files from the system. Other popular ETL tools include Dataloader.io, Informatica, JitterBit, Integrate.io, etc. Most of these tools are paid for and will always require significant investment and evaluation to ensure they meet the requirements. Automatic Deletion: If you don’t want to spend a lot of time and money on removing redundant files and data, several third-party AppExchange applications can be used to automate these tasks. Such applications can easily delete unnecessary files and data from the system, saving both time & manual effort. Option 2: Purchasing Additional Storage from Salesforce If your enterprise is not at the liberty of deleting files, attachments, and data records because of long-term retention guidelines, then you can always opt for purchasing additional file or data storage space from Salesforce. But the thing to keep in mind before going for this option is that additional storage, both file & data, is extremely
