Any Attachment, One Solution!!

Think about attaching any file of any size and type, think about XfilesPro.

paying for additional file storage

Are you still paying additional Salesforce file storage cost?

 

A typical sales life cycle consists of a number of contacts, reports, opportunities, accounts and also carries a lot of documents of different types and needs, including files, notes and attachments. Often it becomes challenging for a sales rep to manage these many assets of a single customer. And there are many such customers and data related to them which each sales rep has to deal with. To keep all this information, you need a lot of storage space. Salesforce offers different types of storage options to address specific storage needs.

To manage files, Salesforce offers exclusive file storage that would reduce the stress level over your primary storage space and will help you manage all your files and attachments without any hassle. In order to offer Sales Cloud, Service Cloud, Community Cloud, and Marketing Cloud users the best experience and help them deliver more personalized customer journeys, Salesforce constantly improves its storage options with a lot of innovations. When Salesforce first introduced additional file storage space, it was only limited to a few types of files, but today this accommodates files of every kind.

However, the most critical factor is ‘cost’. Salesforce offered additional storage space costs are expensive. The high additional file storage cost has always been a challenge for many organization’s future growth strategies, especially for the small and medium scale organizations. To address this pain point, XfilesPro has been helping businesses of various sizes and industries by offering an easy and highly cost-effective Salesforce file storage in any type of external storage system, be it a Cloud or On-Premise storage system.

Salesforce offered File Storage Space

Currently, Salesforce offers 10GB of file storage per org for Contact Manager, Group, Professional, Enterprise, Performance, and Unlimited Editions. The essential edition is allocated 1GB of file storage per org.

Orgs are allocated additional file storage based on the number of standard user licenses. In Enterprise, Performance, and Unlimited Editions, orgs are allocated 2 GB of file storage per user license. Contact Manager, Group, Professional Edition orgs are allocated 612 MB per standard user license, which includes 100 MB per user license plus 512 MB per license for the Salesforce CRM Content feature license. An org with fewer than 10 users will receive a total of 1 GB of per-user file storage rather than 100 MB per user license.

Salesforce charges additional File storage at $5 USD/month for each extra gigabyte.

*Source: Salesforce

Salesforce File Size Limitations

The file size that is usually seen, is the 2 GB upper limit. In fact, this is the maximum size allowed by the Salesforce system. Since Salesforce has always been integrating with other applications, it should fit all those limits where they are applied. For instance, if there is a 10 MB limit to the file sizes in Google Drive. In a similar manner, the 5 MB single file or the 10 MB file for attachment should not necessarily be a limit by the Salesforce, but one must adhere to it.

The XfilesPro Advantage

XfilesPro is a Salesforce external file storage & collaboration solution which helps you store all your files, notes and attachments in your preferred external storage system. More than just an external storage solution, XfilesPro has a number of extraordinary features which makes Salesforce file management easy and secure.

It’s Cost Effective:

You can save significant file storage costs with XfilesPro, in case you hit your default file storage limit.

No Size Limitation:

It supports upload, view & download files of any size & also allows multiple file upload at a time.

Lightning & Salesforce1 Ready App:

It is a Lightning & Salesforce1 Ready application.

It supports Community:

XfilesPro is a community ready solution. It integrates files & attachments related to your partners, employees, customers and redirects it to the external storage.

External File Storage:

Supports Cloud storage systems such as AWS S3, Google Drive, Dropbox, Onedrive, Box, etc. & on-premise systems like FTP, Shared Drive, SMB, FILE.

Have a large no. of Salesforce Attachments or Files? Still paying for additional Salesforce file storage?

Get in touch with XfilesPro support team today for a quick demo.

success story blog

How XfilesPro helped an Australian non-profit organization manage 6K+ files and efficiently store them in Amazon S3

As a Salesforce external file storage solution, XfilesPro helped many companies resolve unique technological challenges related to Salesforce file storage with its vibrant features and functionalities. The other day when one of the biggest Australian non-profit organizations ‘Leukaemia Foundation‘ faced stiff challenges managing their Salesforce files, they were looking for a solution which can help them store their Salesforce files in an external storage system and XfilesPro was the savior.

The challenge was not limited to storing Salesforce files externally, it was much bigger than that. When Leukaemia Foundation’s Salesforce Admin Mike Fensom communicated with our sales team and explained them the problems they are facing, he said “We wanted to link over 6000 files from another CRM into Salesforce. But we know we will exceed our file storage limits.” Mike’s concern was any file storage solution would take a lot of time importing these many files to their Salesforce system and this process might impact business continuity as well as involves risk.

Adding 6K+ new files to Salesforce system from another CRM would definitely exceed the file storage limits and purchasing additional file storage space was an expensive investment. Seamlessly importing 6K+ files to Salesforce, then storing them along with the existing files in the external cloud storage (Amazon S3) and finally collaborating them all was not easy. High level of expertise was required and as always XfilesPro delivered the job.

Before storing Salesforce files in Amazon S3, the first action was to seamlessly connect 6K+ files from another CRM system into Salesforce without impacting the business process. XfilesPro’s File Migration Utilities feature came into action and the application successfully linked all the 6K+ files with Salesforce objects without affecting the business process. XfilesPro quickly stored all the recently moved and already existing files in the external storage Amazon S3 and subsequently reduced the primary file storage space.

XfilesPro also mapped all the existing notes and attachments and linked them all in one location on the page to make things easy for the users. Often it is difficult for Salesforce admins to configure third-party solutions, to simplify this, XfilesPro support team quickly completed the initial XfilesPro set-up and then helped Mike setting up their Amazon server to enable a smooth file transfer.

After a successful implementation, when we asked Mike about his experience using XfilesPro, he has some really kind words ” The Support and Service that XfilesPro offered is great. With quick support responses to our questions, the support team even provided help on how to’s (not only use their product but other products as well). The team helped us set up the correct settings for the S3 Server, import the other CRM software files into Salesforce via a quick process plus Export the existing Salesforce files to the S3 Server.”

It’s been quite a few months now that Leukaemia Foundation is using XfilesPro and whenever we reach them to know how things are working, it gives us immense pleasure seeing them happy and most importantly relieved. When a solution starts adding real business values rather than just offering a one-dimensional service, it becomes distinctive. And today, when we see XfilesPro placed itself at the top Salesforce external file storage and collaboration solution, we feel proud.

To know more about XfilesPro and how it can help you save huge Salesforce file storage costs, get in touch with our team.  

 

Check the AppExchange page here.

salesforce file storage with xfilespro

A Complete Understanding of Salesforce File Storage with XfilesPro

If you have ever kept your clients waiting, then be pretty sure that you have at one point or the other let them down. Sales has indeed become an integral part of all the enterprises and the core of all businesses these days. Throughout the entire lifecycle of any client, there are huge number of contacts, reports, opportunities, accounts and large number of documents of different types and needs. Since the requirement is always different, they also have different kind of storage and management which would cater to the perfect purpose.

When it comes to file storage then, Salesforce has a complete different kind of storage system, that would take utmost care to reduce the stress level over your memory. Hence, it will help you increase your space and let your venture grow in a better manner. It also has an agile approach towards storing the files. Salesforce over the years has dealt with various types of documents and files. In fact, they have been constantly improvising to cater to all the latest technologies and need. Initially, it was only restricted to few types of files, the system has been upgraded to accommodate every kind of file.

However, one of the most critical factors is the cost of the solution, as it turns out, it can sometimes be misleading. Many customers later discover, that in addition to the actual known price, there are some forced payments, which you have to clear to utilize the Salesforce file storage software more diligently. The cost of this file storage has always interrupted with many organizations workflow, especially the SMB’s. To relief this pain point, XfilesPro has been with organizations and help them get store their files with their own storage system at a less cost coverage.

Salesforce File Size Limitations:

The file size that is usually seen, is the 2 Gigabyte upper limit. This is in fact the maximum size allowed by the program. Since Salesforce has always been integrating with other applications, it should conform to all those limits where they are applied. For instance, if there is a 10 Megabyte limit to the file sizes in Google Docs. In a similar manner, the 5MB single file or the 10 MB file for attachment should not necessarily be a limit by the Salesforce, but one must adhere to it.

Achieving the Competitive Edge with XfilesPro

It’s Cost Effective:
You can always and easily save your money with XfilesPro, in case anytime you have exceeded your storage limit from Salesforce.
There is no Size Limitation:
If you are thinking about attaching any file of any size and type, then its high time you should choose for XfilesPro.
Most Compatible Network:
XfilesPro will assist you in establishing the most compatible and authentic network for your file storage.
It’s a Lightning Ready App:
It is a Lightning Ready application with 3.8 version, to provide a better and efficient support.

google components

XfilesPro amalgamating with enhanced Google components

Data, files everywhere! Are you still trying to sort out your files within Salesforce? But do you have enough space?

These are few questions, you do not have to worry anymore. There are many external files storage applications available over the AppExchange platform. However, selecting the correct one can be a daunting task. Then, let us discuss about how to manage the XfilesPro, can become your one stop solution with robust services and enhanced platform. You can now seamlessly store their files, and processes to unleash both productivity and engagement for your business.

The competence of XfilesPro has increased, to help its users across domains to dive deeper customer obsession as well as augment their workflow at a much rapid pace. However, this has become more enhanced with the latest release of XfilesPro, integrating the advanced Google components.

The latest release has been integrated with many new features and components. These are designed in a manner to make the entire experience much more simple and easy for the users. Including features like:

  • Bidirectional sync
  • Create folders & subfolders
  • Map folders to an existing folder
  • Bread crumb view
  • Choose your folder name

Bidirectional sync:

Uploading and syncing files is now lot easier. XfilesPro, knows the pain of one-sided sync facilities. So, we have upgraded ourselves and made it easier for you to both upload and manage your files within GDrive, with our bi-directional sync facility.  


No sooner you have configured GDrive as an external storage, we enable you to upload files from your Drive, and have them in your Salesforce record and vice-versa. The process of uploading the files can happen from any place and all your files will remain in your GDrive.

Now create folders and subfolders:

So, now when you have already managed your files, it’s time for you to organize them perfectly. Now you can organize all your files with XfilesPro, by simply creating new folders and sub-folders within a record.

This feature will help you keep one stack of files separately from the other bunch in an organized manner. This ultimately helps you to navigate through the right folder.

So, install XfilesPro and get the perfect organization of your files.

Bread crumb view and navigate within Salesforce:

So, is your navigation from Salesforce to GDrive becoming very difficult, then navigate with XfilesPro navigation feature. Our feature, not only helps you with navigating folders within Salesforce, but at the same time you do not have to access your external storage for the same.

We have also introduced the breadcrumbs view and access of all your files within one particular folder. Hence, it makes it easier for you to move from one folder to another and choose to upload files in them. Unlike previously, you can now do everything at one place.

Map folders to an existing folder

Is it like this, that you are still struggling with the placing of your files, and whenever you are trying to upload some files, one of the structures gets disturbed. Then, worry no more, there is always an option to make way for solutions. This, XfilesPro have achieved the solution with the mapping of your existing folders.

You can now map your existing folders and also connect with the same without disturbing other folders. Hence, seamless upload is assured with XfilesPro. You can always choose an existing GDrive folder at the time when you are setting-up a storage to upload all your files to that existing GDrive folder. At the same time avoid manually downloading of files and then uploading them in a new folder.

Choose your folder name

As one of the features, default naming is record name+record ID. But now, one can customize it to what one likes. The 3.8 version of XfilesPro allows you to have your desired folder name.  

 

Using the cloud, don’t forget about your storage

As when we get down into a conversation with the executives about cloud, very often one misconception is held, that cloud simply means a computing platform. However, the conception is not very surprising as the computing part carries the application that is visible for everyone. This is however one of the major roles played by the cloud.

Today we will discuss about one more component, of the cloud, which is equally important; if not more than the computing part. This is one layer that holds and controls all the data that are created and consumed by the applications.

Hence, it can be said that cloud storage is highly critical, as the modern cloud architecture pattern requires applications to store data within a separate persistent service, rather than locally in the application. To put it in other words, good cloud practices always encourages the creation of a stateless architecture, that completely prevents the data from being lost.

However, making the cloud computing decision is not an easy one – cloud relatively provides for limited computing options. But the storage domain is quite complex with several and persistent storage options. Moreover, each of them have a different structure, usage and function.

How to determine the best cloud storage option for your business purpose?

The fact is that, selecting the perfect storage option is not something to be done within a whim. It is something so complex that an independent and strategic approach is required to consider tradeoffs across major five dimensions. These dimensions are the following:

  • The storage cost per storage unit
  • Storage as well as the retrieval performance
  • The storage availability and durability
  • The storage availability and durability
  • The process of adaptability of storage structure and access
  • The major storage security

So, the next question that arises is which type of cloud storage is best?
Let’s look at some of options and their pros and cons:

  1. Disk

Pros: The fast access to data and as well exclusive usage by each of the compute instance
Cons: Quite a limited growth without any kind of interruption after initial provisioning

  1. Caching

Pros: It can always be shared among multiple compute instances and provides rapid access to data
Cons: Requires the application development knowledge to be used effectively

  1. File

Pros: Provides the highly scalable, durable structure of files, can grow on demand and is easily shared
Cons: The access time is slower with higher latency; requires some high-bandwidth network

The bottom line

Hence, it can be concluded that whenever you create a cloud solution, it is always necessary to sort through many cloud storage, as well as the persistency services to choose the correct form for your business. This selection requires planning and consideration what most organizations initially anticipate, and certainly this is more than what’s required to make the correct cloud computing choice. Hence, the requirements must be carefully thought about before selecting the storage solution.

Salesforce file storage

Understanding Salesforce File Storage Limitation

 

  1. What is additional storage space on Salesforce?
    Salesforce storage cost has always been on the expensive side and most of the companies often hit their highest storage limit. It’s a bad situation to be in for small and medium scale companies.

    At such a situation, XfilesPro can help you store your files and attachments of any size outside of Salesforce securely by maintaining all the compliance regulations. The external storage solution can save more than 50% of your native Salesforce storage costs, without any change in usability.

    Salesforce file size limitations:

    • Files Tab: 2 GB
    • CRM Content: 2 GB (Google Docs: 10 MB, 38 MB uploaded via API)
    • Salesforce Knowledge: The default limit is 25MB. Support can increase the limit up to 65MB.
    • Attachments: 5 MB per file, 10 MB per message, 2 GB feed attachments

  2. What is Salesforce file size limitation?
    The file size that is usually seen getting repeated, is the 2 Gigabyte upper limit. This is the maximum size allowed by the program. Since Salesforce has been integrating with other applications more often, it should conform to all those limits where they indeed apply. For example, there is a 10 Megabyte limit to the file sizes in Google Docs. In a similar manner, the 5MB single file and the 10 MB file for attachment is not necessarily a limit by the Salesforce, but one must adhere to it.

  3. How to get around with Salesforce file storage limitations?
    Now you can save all your files and attachments without paying any additional storage cost. XfilesPro will enable you to achieve more file storage facility at a minimum cost. Attachment of any size and type can be uploaded to an external storage system (Cloud/Local), without utilizing the primary storage space. As XfilesPro is built on Salesforce.com, it holds a proven platform for availability, assurance, and security.

    Achieve a competitive edge after using XfilesPro

    It’s cost-effective:

    You can easily save your money with XfilesPro, in case you have exceeded your storage limit from Salesforce.

    No size limitation:

    If you are thinking about attaching any file of any size and type, then its high time you should opt for XfilesPro.

    Compatible network:

    XfilesPro will always assist you in establishing a compatible and authentic network for your file storage.

    It’s lightning ready:

    XfilesPro is a Lightning & Salesforce1 mobile-ready application and is equipped to provide better and efficient support.

    External file storage support:

    XfilesPro supports external Cloud storage systems such as AWS S3, Google Drive, Dropbox, Onedrive, Box, etc. & On-premise systems like FTP, Shared Drive, SMB, FILE.

    Also read:  Top five XfilesPro capabilities which make it the #1 Salesforce external file storage solution

    Are you dealing with a lot of Salesforce files and attachments and concerned about the huge additional file storage costs? Get in touch with XfilesPro support team today for a demo.

XfilesPro license

One XfilesPro License Cost is now less than a cup of coffee – How?

 

Are you still stuck with that Extra storage space in Salesforce?
If yes, then it’s time for you to think again!!

Today let us discuss about some ways in which, you can reduce that extra payment to Salesforce. Selecting the appropriate CRM system has been a daunting task. This is indeed considered as one of the most important and effectual decision for business owners. It is highly necessary to evaluate each considered solution before settling down to any platform. One of the crucial factors for such surveillance is the huge cost.

XfilesPro is proud to take you to a tour of the various ways with the help of which you can achieve best Salesforce cloud storage solutions. Such additional expenses may lead the user to pay more at the end of the day with twice the amount which was initially intended. One such instance is, Salesforce. Users must know that over the years, business ventures have been growing with Salesforce, so does their data and files. Hence, a limit in the storage capacity arrives eventually. XfilesPro assists you to store all your files with ease and simplicity within an external storage of your own choice.

XfilesPro claims, to save almost 45% of your native Salesforce storage cost and having the license cost per month even cheaper than a cup of coffee. But the question is how?
Let us have a look.

The Productive Approach

Seamlessly integration with thousands of apps can store your files safely with XfilesPro. Amazon S3 and Google Drive storage options, combining with more, to apprehend an intelligent Salesforce file storage app, XfilesPro works for the faster results. Hence, less storage cost.

The Easy Mobility Option

Deeming with the access to securely move your files XfilesPro claims to save your thousands of dollars. Just as it is done on your desktop, users can attach any number of files via the attachment section. Case Logs, Legal Docs and even Marketing Collateral can be quickly added. Therefore, you do not have to add any further expenses to store such important documents.

A Simplified Control

Compliance and governance have been a seamless part of the way you work in the clouds, XfilesPro is said to quickly manage all the documents, along with easing up the existing storage facility at the same time. Just install the app, configure the storage option and you are ready to reduce the Salesforce storage usage to 90%, along with viewing all your existing files in Salesforce.

Folder Hierarchy

Organized and synchronized in the way to manage files, XfilesPro allows for managing all files and sort the data in an order desired. Searching for files in a vast ocean is like indeed finding a pin, hence the Folder Hierarchy, steps in and links all the object to the respecting folders. This makes XfilesPro more user-friendly and less complicated.

Lightning Customized Component

As seen XfilesPro have been guided with many essential features for its users. One of the most unique feature is to let use or re-use or even integrate any standard or custom object, applications, third-party application, communities, Salesforce1 or any other VF page. Upgraded and completely modified.

Salesforce storage cost

Salesforce costing you too much? XfilesPro can become your Storage Saving Account

 

Choosing the correct CRM system is quite a daunting task, and can be categorized as the most difficult decision to make. With range of options available, it is highly necessary to evaluate each of them and hence, considered a solution carefully. It is very important to judge every point before settling on any platform.

One of the most critical factors is the cost of the solution, as it turns out, it can be misleading. Many customers later discover, that in addition to the known price, they are as well some forced payments, which needs to be paid to utilize the chosen CRM software more diligently.

All such additional fees are usually quite high and involves the following aspects:

  • Expenses on customizing the platform
  • Integrating with other solutions
  • Accessing all the data from a mobile device

As a result, it can be said that the user may end up paying almost twice as much as the original cost that was initially intended. After weeks of effort, we have decided that all the hidden costs associated with popular CRM solutions like Salesforce, will be discussed here.

The few key pointers are the following:

The Data and File Storage Limits

One of the most important and potentially the expensive part is the data and file storage within the Salesforce system. The platform itself comes with a limit of 1GB data storage and as well a 10GB file storage per organization. There is also an additional 20MB (for Professional and Enterprise plans) or 120MB (for the Performance and Unlimited) data storage, while 100MB file storage per each user.

Additional storage space can be purchased directly from Salesforce.com and is available for $5/month for 1GB. Considering that this is not just a one-time payment, file storage at times may actually cost more than the annual license.

The Support

As the basic support option, it has been seen that Salesforce offers something known as the Standard Success Plan. This includes online case submission, support via phone, and two-business day response time.

There also exists one paid alternative, which is known as the Premier Success Plan. This is the one, which offers a 24/7 support, much more faster responses, and as well an expanded training course access. To utilize this solution, you would have to pay an additional 15% of your license list price.

The CRM Access via Mobile Devices

It is true that Salesforce does provide for a free mobile service known as Mobile Lite. However, this solution is impacted with a limited functionality and as well excludes some vital features, such as access to custom objects, configuration customization, and so on. The complete version of this is free for Unlimited Edition customers, however at the same time the Professional and Enterprise plan clients can upgrade the same, involving a cost of $50 per user/month.

The API Calls Limits

An API call limit is usually determined by the number of times the system can contact, or send and receive any vital information, an external data sources. In case of Salesforce, if users tend to go over the maximum number of calls, they are then left with only two options.

  • Either buy more user licenses
  • Upgrade all users to the expensive Salesforce Performance Edition

The Offline Access

Finally, one of the most important thing necessary to consider is simply the ability to access the Salesforce CRM while offline. It is important to have access to all key CRM information, with no internet access. Salesforce provides such a possibility. However, the tool is burdened with a number of limitations such as lack of forecasts, cases and even reports.

Overall, it can be estimated that Salesforce hidden fees can climb up to thousands of dollars on each month. Hence it is important to have a deep round of questions regarding additional fees, and then decide which features are urgently required for you, the rest can be eliminated.  However, you cannot get stuck with your business or a solution, since Salesforce is expensive. Hence, solution like XfilesPro can always be your Salesforce partner, without the involvement of those extra charges.

Salesforce file storage

Exceed the Salesforce File Storage Limit – A Complete Guide

Salesforce is a great CRM tool for businesses of various sizes and it’s efficient solutions including Chatter make it a leading collaboration platform.

However, there is a common question that stands often, how to manage file storage space and what are the options where we can store files inside the Salesforce? The perfect answer for this would be, store files in a place, where file accessibility won’t be a challenge.

Let’s have a sneak peek of what are the points we need to consider while deciding on our Salesforce file storage.

  1. The Salesforce Files (formerly Chatter Files)
  2. Before Salesforce Files there were the Chatter Files. Chatter is majorly focused around enabling users to collaborate seamlessly. This is also done to enable much easier cooperation through a social enterprise environment.

    Files are an intrinsic part of document collaboration, hence, it makes sense to integrate them with the social side of things, which results in turbo-charging your organization. Salesforce files do a similar thing by integrating Chatter with Salesforce CRM Content and thereby, allowing users to access and share the files stored there. This is also done if they have the right permission.

    Using the Salesforce files, individuals can actually upload files privately until they have decided upon sharing them. They can also subscribe to files, get notified when a file has been updated.

    The process of sharing can be done in the following ways:

    • Sharing with an individual
    • Sharing with the existing groups of people inside Salesforce
    • Sharing with link
    • By indirectly, attaching a Salesforce file to the Chatter feed of a record, as mentioned previously

    The Salesforce Documentation

    It is true that you also have control over the access permissions. Files in  Chatter can be:

    • Completely private – No access at all
    • Shared with viewer permissions – Viewer permission to access
    • Editable by collaborators – Collaborator
    • Fully shared – With the owner
  3. Salesforce CRM Content
  4. This option is mostly being used to store all the marketing collateral or at times even support-related documents. You can indeed store templates and the standard marketing collaterals, publishing the official corporate files, which are to be used by sales or support teams while dealing with customers. In fact, the co-workers can then clone and customize document templates and use it later as per their needs and requirements.

    You can also be one of the members of multiple Libraries and will be able to see them in the Libraries tab. This is not it, you can as well see them under the Salesforce Files tab. Users can also attach a file stored in a Library, directly to the Chatter Feed of a record.

    However, one drawback that can be registered here, is that you cannot have nested folders. Each Library will be acting like a flat folder in which you are not allowed to have any kind of sub-folders.

  5. The Salesforce Attachments
  6. One more traditional ways of storing Salesforce files is Salesforce Attachment. This is the one that allows you to attach files and documents to individual records.

    However, this works well, when short sales cycles are being generated, with a small number of files per record. The file size is also limited to 25 MB per file. In fact, posting a file in the Chatter feed will automatically show the file in the notes and attachment section of that specific record, just that the type being feed attachment.

    The limitations of Salesforce Attachments include the following:

    • Lack of sharing via links
    • The lack of version control
    • Absence of sharing permissions
  7. The Documents
  8. This is where you can indeed store the web resources like logos, the HTML banners and also the Visualforce materials. These are generally such resources, which you plan on using for email campaigns and also for any images that are to be used in a template.

  9. The Alternatives
  10. If at any point of time you find that storing files in Salesforce is too expensive, or that your needs are not collaborating with what Salesforce provides in terms of file storage and usage, you can always look at cloud storage alternatives that are available; like AWS, Google Drive, Box.com, OneDrive, Huddle or Dropbox. You can even store your Salesforce files in a local storage system.

    XfilesPro is an external file storage and collaboration solution for Salesforce, that can help you store your files easily in your preferred external storage system. This allows you to optimize your primary Salesforce file storage space and reduce high file storage cost.

Get in touch with XfilesPro team now for a demo.

Salesforce external file storage

Top 3 Ways to Prevent Hitting the Salesforce Storage Limit in your Org

 

Businesses of all type and size have a definite bottom line. Keeping the organization expenses in check is the primary goal. Yes, it is indeed true that a part of any healthy company is investing in tools and technologies which will help them achieving growth.

Salesforce can be cited as a perfect example of one of the investments companies do which enables growth. As one of the multi-tenant environment, there are surely some limits in place to ensure that your Org performs consistently. One such area is ‘The Storage’.

Salesforce storage can be typically categorized into two types – File storage and Data storage. Apart from these, Salesforce also introduced its big data based storage system called ‘Big Objects‘.

File Storage is comprised of the following:

  • Attachments
  • Contents/Files including Chatter Files & Feed Files
  • Documents

Data Storage is comprised of the data records stored within Standard and Custom objects

  • Marketing Data (Lead & Campaign)
  • Sales Data (Account, Contact, Opportunity)
  • Service Data (Cases, Article, Knowledgebase)
  • Custom Object Data

The Salesforce Storage Limits

Data Storage limits for every Contact Manager, Group, Essentials, Professional, Enterprise, Performance, and Unlimited Editions are allocated 10GB for data storage, plus incrementally added user storage. For example, a Professional Edition Org with 10 users receives 10GB of data storage, plus 200 MB, for 10.2 GB of total data storage.

Similarly, Contact Manager, Group, Professional, Enterprise, Performance, and Unlimited Editions are allocated 10 GB of file storage per org. Essentials edition is allocated 1 GB of file storage per org. Orgs are allocated additional file storage based on the number of standard user licenses. In Enterprise, Performance, and Unlimited Editions, orgs are allocated 2 GB of file storage per user license. Contact Manager, Group, Professional Edition orgs are allocated 612 MB per standard user license, which includes 100 MB per user license plus 512 MB per license for the Salesforce CRM Content feature license. An org with fewer than 10 users will receive a total of 1 GB of per-user file storage rather than 100 MB per user license.

When it comes to Big Objects storage, Contact Manager, Group, Enterprise, Performance, Unlimited, Developer, and Personal editions are allocated storage for 1 million big object records per org.

Analyzing the Storage Usage

To understand how your Salesforce storage is being consumed, you need to first analyze your storage requirements. A detailed analysis of your Salesforce data storage and the file storage can be achieved by simply viewing which objects are consuming the most storage space.

Tips to increase your Salesforce Storage space

There are various options to optimize Salesforce storage space. Let us have a look at some of these options.

Option 1: Clean up unnecessary data manually

It is true that one can always clean up the file or data manually. The utilization of certain tools will always help. There are in fact a number of tools available that can be used to manually delete the data which are not being used:

  • Salesforce’s Mass Delete Wizard

This is a native deletion wizard for Salesforce. The wizard will always allow you to delete Accounts, Leads, Activities, Contacts, and sometimes even Cases. Currently, the complete Mass Delete is limited to around 250 records and is also limited to the named objects. This feature is available in every Salesforce editions except for the Database.com.

  • ETL (Extract Transform Loading) Tools

ETL (Extract Transform Loading) tools are typically used for both data migration and as well for data removal. There are many options, yet one of the most popular ETL Tools is the Salesforce Data Loader. This one is indeed supported in Enterprise, Performance, Unlimited, Developer and even the Database.com Editions.

There are also many other popular ETL tools such as the Dataloader.io, Informatica, JitterBit, etc. Most of these tools are paid and will always require significant investment and evaluation to ensure they meet the requirements.

Option 2: Cleaning up all the unnecessary data automatically

It is not necessary that you must always have to spend a lot of time and money removing your data. The removal process can also be automated with a unique app. The Storage Helper does have a paid and premium edition. However, one can definitely begin using the free version first.

Option 3: Purchase of additional data storage from Salesforce

If deleting data or files is not the best option for you, then you can always go for additional storage space purchase from Salesforce. However, purchasing additional storage space is always highly expensive. One more way of upgrading the storage facility is by simply taking advantage of higher per-user data storage limits. This is available to Performance and Unlimited Edition users. Hence, depending on the required number of licenses, the upgradation option can be estimated.

The Recommendation

With all these options, it can truly be a daunting task to figure out what to do. However, it is always recommended to use external applications which can help you store your Salesforce data/files in external storage systems. XfilesPro can help you store your Salesforce files in any of your preferred external Cloud or On-premise storage systems, while solutions like DataArchiva can help you archive your Salesforce data at a native level as well as into any external storage system. Using such applications can help you manage your Salesforce storage efficiently as well as save you a significant amount of cost. To know more, get in touch with our Salesforce storage experts.