How to Know if Your Business Needs a Document Management Solution for Salesforce? 5 Signs
Are you aware that there are always some signs that indicate the need for a document management solution for Salesforce for you? If not, find those in this blog
Why Document Management in Salesforce is Important? 5 Reasons
Data and documents are at the center of every business process in Salesforce. However, the profuseness of documents always creates challenges for users as an effective Salesforce Document Management System is not everyone’s forte. Having said that, your challenges in managing Salesforce documents shouldn’t impede the growth of your business. As a Nitro study reports, 50% of employees spend productive time creating and managing documents, which shows the minimal time they have left to focus on their high-value work. The only solution for this challenge is embracing a robust document management solution for Salesforce! Before learning how can such a solution help you, let’s take a look at document management in Salesforce. What is Salesforce Document Management System? Document management in Salesforce refers to how a company handles its day-to-day documents within the CRM platform. This includes creating, organizing, storing, accessing, and managing files such as PDFs, Word documents, JPGs, and PPTs. Documents come through many means, such as email attachments, manual uploads, or 3rd-party apps. Whether the business falls in the range of a small, medium, or large scale, users are required to manage a plethora of documents. Document Management Features in Salesforce Salesforce is now more than just a CRM, it’s a full-blown ecosystem that powers businesses with automation, AI, and analytics. Let’s explore Salesforce document management capabilities: XfilesPro The One-Stop Solution for Advanced Salesforce Document Management Download the Free Datasheet! Attachments Attachments provide a basic way to add files directly to Salesforce records. Users can upload supporting documents such as receipts, invoices, or contracts. Key Features: Quick and easy way to attach files to records Allows users to reference documents within customer or project records Limitations: There is no version control, making it difficult to track file updates Limited metadata support, reducing searchability Documents Tab The Documents Tab allows businesses to store and organize files within individual Salesforce records, such as accounts, opportunities, and cases. This feature is particularly useful for attaching contracts, proposals, or invoices to specific business transactions. Key Features: Simple document storage within Salesforce records Supports basic file uploads and downloads Useful for record-specific file management Limitations: Cannot be used for global file sharing across the organization Lacks advanced document lifecycle management tools Salesforce Knowledge For businesses managing articles, FAQs, and documentation in a structured format, Salesforce Knowledge could be the best solution. It serves as a self-service knowledge base where employees and customers can easily find solutions without repetitive inquiries. Articles can be linked to cases and records, making it highly beneficial for customer support teams. Key Features: A centralized knowledge base for quick access to information Supports article categorization and search functionality Can be linked to customer support cases for improved service efficiency Limitations: Primarily designed for knowledge management, not general file storage Limited customization for broader document workflows Files Home Files Home serves as a centralized hub where users can store, manage, and collaborate on documents within Salesforce. It provides a unified view of all files associated with records, making organization and retrieval seamless. Users can upload various file types, including documents, spreadsheets, presentations, and images. Key Features: Centralized file storage with easy access to related records Supports multiple file formats Integration with Chatter and Communities for enhanced collaboration Limitations: Limited metadata support for files Lacks advanced document management capabilities Salesforce CRM Content Salesforce CRM Content is a dedicated content management system designed for organizing, sharing, and tracking documents across an organization. It includes version control, document categorization, and advanced search functionality, ensuring you can efficiently manage files. Additionally, it enables access permissions and workflow automation for document approvals. Key Features: Advanced file organization with version control Granular access permissions for document security Approval workflows for compliance and document governance Limitations: Requires a separate license and additional configuration Not cost efficient Not the best choice for teams needing lightweight file management Why You Need A Salesforce Document Management Solution It’s widely held that businesses managing millions of documents can benefit from document management solutions. This belief is true considering the advantages that the implementation of a document management system (DMS) in Salesforce can drive for your business. XfilesPro Choosing The Right Document Management Application For Salesforce Get the Free Datasheet! While Salesforce offers several capabilities for document management, many organizations seek the support of a 3rd party document management solution that covers their end-to-end requirements. Five reasons why a Salesforce document management system is important: Overcoming Salesforce Storage Limit Salesforce’s limited file storage makes it challenging to manage a high volume of documents within the CRM. However, a smart document management system can help by automatically offloading large volumes of documents from your Org, freeing up space. This not only optimizes storage but also enhances platform performance, and reduces load time enabling efficient document management in Salesforce. Huge Cost Saving Once you exceed the Salesforce file storage limit, you need to upgrade the storage space for a certain cost. What if that space also gets exhausted? You will upgrade it again. But how long can this strategy last as a sustainable approach, considering the money loss associated with it? With an efficient Salesforce document management solution, you can address this concern by eliminating the need for storage upgrades. Documents are moved out of Salesforce, and the file storage space is always freed up. Enhanced Business Efficiency Adopting a Salesforce document management system boosts your productivity by reducing the time and effort needed to build, manage, and store documents. For instance, bulk contract creation, approval, and storage on a different platform can be automated in Salesforce. The more you minimize document management time, the more time workers have to focus on strategic tasks, speeding up decision-making and boosting overall efficiency. Seamless Scaling As your business grows, so does the number of documents you need to manage. With a Salesforce document management system, whether you’re scaling in terms of geographic regions, departments, or product lines, the system grows with you. It gives you the capacity to manage an increasing amount of content
6 Reasons Salesforce Users Prefer Google Drive Integration with XfilesPro
If you had done some amount of research on top integration options for Salesforce in the context of file management, you would have seen a common name in all the findings – Google Drive, the popular cloud-based file storage. And, the other name that tops the list as the best integration tool for both platforms would be XfilesPro. Have you ever wondered why these platforms are a match made in heaven when it comes to Salesforce file management? There are certain functionalities that keep XfilesPro a cut above the rest of the integration tools for Salesforce. And here’s the cherry on top—XfilesPro integrates without the need for additional tools, you can manage your Salesforce files, documents, and attachments within Google Drive effortlessly. This makes file management simple, cost-effective, and streamlined, giving you more time to focus on what really matters. Before delving deeper into it, let’s take a look at XfilesPro. The #1 File Management App for Salesforce As your Salesforce files grow in high volumes, XfilesPro addresses this challenge by automatically moving the files from the CRM platform to your preferred external storage, which in this case is Google Drive. The file migration helps optimize your file storage space and experience an enhanced and seamless workflow in Salesforce. The other external storage platforms that XfilesPro supports are SharePoint, OneDrive, and AWS S3. Learn more about Salesforce-Google Drive integration for file storage in this datasheet Now, let’s look into the top six factors that make users choose Google Drive as an external repository for their migrated Salesforce files. 1. More Space Than A Clown Car By leveraging XfilesPro’s file migration capability between Salesforce and Google Drive, you shall be granted a prestigious golden ticket to an expansive storage capacity inside the latter. This will ultimately eradicate the need to continuously procure additional Salesforce file storage space from Salesforce, thereby saving precious time, cost, and resources. 2. Keep Your Files in One Place, Unlike Your Socks Salesforce files are just like a pair of socks, you know they’re there, but getting your hands on them when you need them? That’s another story. However, with XfilesPro, your client documents, invoices, or project files, everything is right where you expect it to be, neatly organized into proper folders. So, it’s no longer a big hurdle to access or search files. 3. Unidirectional Movement? No, Thanks Gone are the days of worrying about file syncing between platforms. With XfilesPro’s Bi-sync functionality, you can seamlessly sync your Google Drive files with their respective records in Salesforce—and the best part? It works both ways! Whether you’re updating files in Salesforce or Google Drive, the changes reflect instantly on the other platform, keeping everything in perfect sync. 4. The Art Of Collaboration XfilesPro has enabled better collaboration and more efficient file management, allowing both your internal teams and external users to collaborate on files in real time in the Google Drive location. This is a great step toward ensuring a highly efficient workflow with no waiting period for a modified file from another employee or user. 5. File Security Like Never Before XfilesPro understands the users’ concerns regarding the security of their files. The application ensures that your migrated files from Salesforce are highly secured in Google Drive. With XfilesPro’s Access Control capability, you can control who can view and access your files in Google Drive, helping you safeguard them from unauthorized users. 6. Budget-friendly Fix With XfilesPro, you get all the functionality you need while keeping your budget in check. It’s a win-win situation that empowers your team to focus on productivity without worrying about a thing. No more stress about storage limits or file management headaches. Curious to know how? Firstly, through the integration and file migration between both platforms, XfilesPro eliminates the need to purchase additional storage space from Salesforce, which is higher in charge. Secondly, as XfilesPro doesn’t require an extra connector (which comes with a price) to establish the integration, you’re again saving money. So, it’s a double win! Wrapping Up Hope you learned why Google Drive is one of the most recommended choices as a repository for migrated Salesforce files. If you’re pondering integrating the cloud storage platform with Salesforce and finding XfilesPro is the right app to get hands-on, schedule a demo with one of our product experts to learn more. 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
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
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
