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
How Strategic Document Management in Salesforce Saves Time & Cost?
How much time does your team spend on creating, storing, accessing, and modifying documents inside Salesforce? Did you ever recognize the monetary loss that indirectly happens due to such an inefficient document management approach? Studies have widely shown that processes like document generation, navigation, and migration claim huge productive hours for employees.
How To Implement Best Practices For Document Management In Salesforce?
Documents are at the heart of any business process. These are the records that define the future and progress. Therefore, efficient document management in Salesforce is critical to ensure smooth operation and improve your business continuity.
How to Choose a Document Management System for Salesforce? 5 Factors CTOs Need to Consider
A well-versed Chief Technology Officer (CTO) is knowledgeable in road mapping development and overseeing the current technology to align it with their business. No surprise, CTOs who leverage cloud platforms like Salesforce prioritize investing in an advanced document management system (DMS) for their sales or any other internal teams to enhance operational efficiencies, and save time and cost. Being a CTO, if you find manually handling documents is a nail-biting task for your team, it clearly indicates that your team lacks the support of a powerful document management system for Salesforce. Having a DMS helps you not only improve document organization, accessibility, and scalability but also enhance employee productivity, collaboration, and cost savings. However, the investment in a DMS is not a walk in the park. There are certain factors that you need to take into account when adopting a document management system for your operations. How to choose a Salesforce Document Management System? When conceiving the decision to embrace a document management system for Salesforce, it’s important to evaluate your requirements and align them with the solution you’re investing in. Here are some key factors to check off as you start your assessment of a document management system. #1. Centralized Document Storage A DMS must foster a centralized location to store, manage, and access documents for users. Centralized document storage refers to the practice of storing all documents, files, and digital assets in a single, unified, and easily accessible location. Regardless of how big or small your company is, nurturing an efficient method to organize your documents in a centralized repository is crucial to ensure strong document security, simplified access, faster operations, and improved collaboration. The more readily accessible documents are for employees, the smoother and more efficient the process becomes. #2. Real-time Collaboration & Versioning Whether your team shares office space or works remotely, they need to access the same document and co-author it simultaneously. This real-time document collaborative capability of a document management system helps your team to improve business efficiency and reduce the chance of misunderstandings and delays. In addition, a smart DMS prevents headaches by tracking, editing, and providing multiple versions of the document, which ensures that your team members can see all the modifications and always access the latest version. #3. Compliance and Risk Management Every industry puts forward different compliance requirements and obligations. But it’s not easy to adhere to them always. Industries like finance, healthcare, and legal services are bound to ensure the retention of the documents for a longer period of time. If your business falls under this category, it’s mandatory to ensure that the document management system you want to invest in for Salesforce meets those standards and helps you retain your documents. Keep in mind that non-compliance actions not only set you up for legal issues and hefty fines, it can also break the brand reputation and customer trust, which will ultimately take a toll on your bottom line. #4. Document Security A superior Salesforce document management system provides you with the option to move your documents from the CRM and store it in an external cloud as part of storage space clear up. You can set the permission to ensure individual teams/users can only access information and documents that they need. As an example, a member of your marketing team won’t be given access to Sales or HR information — he/she will only be able to view certain marketing documents. Here, authorized admins gain complete control over the documents, where he/she can control who can view and access them. This capability keeps your data and documents secure and compliant while providing a clear picture for the admins of what is happening within the system. #5. Cost and ROI When investing in a document management system, you need to drive significant cost-saving and ROI. As the DMS eliminates the requirement for paper usage, storage space, and manual efforts, you can save on operational expenditures. Moreover, the heightened efficiency and productivity achieved through the implementation of a DMS has the potential to catalyze increased revenues, which delivers a substantial return on investment. Bottom Line What are your thoughts, dear CTO? Do you think investing in a document management system would be a great feat for your business? If your answer is ‘yes,’ try XfilesPro, the popular document management application for Salesforce that checks off the above criteria. XfilesPro takes complete care of your Salesforce documents, from their generation stage within the CRM and stores them in external cloud storage (such as SharePoint, AWS S3, Google Drive, and OneDrive) to enable collaboration for users. If you wish to discover how XfilesPro can change the dynamics of your organization’s document management strategy, connect with us for a personalized demo! We empowered many CTOs like you to do better for their business! AMARLAL
How to Maximize Sales Revenue with Digital Document Management?
In an era where AI is becoming ubiquitous, talking about the significance of digital document management might sound bizarre to you. But let us hold you there! There are many business owners who still feel their business is too small to manage documents digitally or that having a document management system is not applicable to their operations. But the rest are those who have leveraged the advantages of a document management system — especially, sales personnel. In this article, let’s talk about them! Digital Document Management: A No Longer ‘Nice to Have’ for Your Sales Team Documents are an essential part of your sales reps’ daily lives. So, you need to know that if your business undergoes digital document transformation, you can save your sales reps’ 50% of the time wasted on manually creating and sharing documents. This makes more sense if your sales team leverages modern CRM like Salesforce to manage customer data. The adoption of a document management app for Salesforce unleashes advanced capabilities to easily create, store, and manage documents within the CRM. Now, as we have already mentioned the advantages of a document management application for Salesforce, let’s discuss how it can increase the sales revenue of your business. Enhanced Customer Experience As per reports, digital document creation helps sales reps increase customer satisfaction by 50%. A digital document management system empowers your sales team to easily and quickly find information or a specific document that the customers need so that you can enhance the experience and spend more time serving them. Reducing customer wait time not only improves their satisfaction and trust but also forges your company’s reputation among them. Real-time Employee Collaboration Sales is often a team effort, demanding strong and frequent collaboration between different reps. Digital document management ensures that your team members can simultaneously access, work on the same documents, and share them online across different departments. This means that the team members can collaborate on proposals, quotes, contracts, and other sales documents in real time, leading to faster decision-making and increased efficiency. Strong Document Security The goal of improving the sales process through digital document transformation comes with accountability for document security. A document management app for Salesforce should provide you with better control over sensitive data and documents, where you can determine which team member or division can access specific documents. Trust us, ensuring document security provides you peace of mind like never before! Reduced Operational Cost Like any other department, the executives in a sales team are also searching for ways to cut down overhead expenses. One of the prominent benefits of a document management app for Salesforce is that it helps you properly organize documents within the CRM without demanding much manual effort. This helps you trim down the operational expenditures that come with manual work and you can invest that money in some other essential aspect. Improved Productivity Unlike paper document management, a digital document management application for Salesforce helps your sales team avoid downtime when their proposals, quotes, and contracts are properly arranged and accessed digitally. Since this leaves employees with more time to spend on the human aspect of their job, you will experience a significant boost in productivity, which will ultimately result in more deal closures. Find Out How Digital Document Management Can be Your Next Big Thing The list of advantages of a document management application is perpetual for your sales team’s win. To drive more sales revenue, you need to implement such an application that can accelerate your sales operations. A modern document management app like XfilesPro is popular for efficiently managing documents within Salesforce, which many sales reps consider a lifesaver to tap high revenue. Connect with one of our experts to learn more about how XfilesPro enhances your sales team’s productivity with the help of digital document management AMARLAL
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
10 Ways XfilesPro Empowers Salesforce Users to Better Manage Documents within the CRM
10 years…And it just went in the blink of an eye. From being launched in 2012 as a free app supporting AWS S3 to being the most trusted, installed, and fully-fledged document management system for Salesforce today, XfilesPro made strides like nobody ever. Harish Kumar, CEO and Co-founder of CEPTES adds, “Beyond a file management system, XfilesPro has evolved to be the one-stop solution for Salesforce users’ document management needs. We’re proud to see the application empowers our customers to process a very easy workflow by playing with the mountain of files they generate every day.” It’s XfilesPro’s firm focus on the pain points of Salesforce customers that led to the incredible milestone of a ‘decade.’ Shining in the glory of 10 years, here are amazing insights about the 10 ways XfilesPro helps Salesforce users to smartly manage their documents within the CRM platform. A Journey From Document Creation to Storage and Collaboration No matter what task you’re carrying out, where you are on it, or who you perform it for, you will be in need of relevant documents. Being an efficient document management system for Salesforce, XfilesPro understands this requirement, playing a major role in boosting your operations with documents inside Salesforce. From the generation stage of documents to storage of themin a secure repository, XfilesPro aids you every step of the way. It’s XfilesPro’s document generation appfor Salesforce that automates the creation of documents 100% natively within the CRM platform. Named XfilesPro DocuPrime, the application automatically fetches data from multiple objects and builds your documents in any type, size, and quantity within Salesforce. And, once the document volumes mount up and threaten the storage cap, XfilesPro further assists you in moving them to your trusted external storage system so that your Salesforce file storage will remain free up, improving collaboration. Diving deeper into the blog, you will learn more about how XfilesPro executes this functionality. Zero Code Integration Between Salesforce and the External Storage From above, you have already learned that XfilesPro connects the CRM with your external storage system to readily accomplish your document management needs in Salesforce. Which are those external storage platforms that XfilesPro supports? Let’s see those. XfilesPro can integrate Salesforce with any of your preferred external cloud storage such as SharePoint, AWS S3, Google Drive, and OneDrive so that you can migrate your growing volume of Salesforce files to it. This leads to the optimization of the storage space, helping you regain the performance of the application. And, the bright side is that the integration pans out seamlessly as it demands no-code expertise from you. You can build the bridge between both platforms as easily as you plug the USB pen drives into the PCs or laptops. Strategic Approach to File Volume Management Now that you learned it’s a cakewalk to integrate your Salesforce and external storage, let us tell you how you can leverage this powerful connection for your document management requirements. As you generate a large number of files every day within Salesforce, it would collectively become massive in size, potentially causing a slowdown in your CRM system. To tackle this, XfilesPro moves your huge volume of existing files from Salesforce’s file storage space to the external repository in one go by preserving the file hierarchy. This dynamic action optimizes your overloaded storage space and helps preserve the functionality of your application. Meanwhile, discover how XfilesPro helped a global leading manufacturer move 40 TB of files from Salesforce to SharePoint In another case, if your business is required to automatically push the newly created files from the app, XfilesPro has a solution to address that requirement as well. It can automate the migrate of your Salesforce files in your preferred time interval – be it days, weeks, or months, and keep them in the external storage system. A Game Changer for Real-time Collaboration on Documents If workers can’t collaborate on documents, the chances of misunderstandings and delays will be higher. Being a modern Salesforce document management system, XfilesPro ensures that your Salesforce records are synced with respective folders in the external storage, and the modifications made on the former are reflected on the latter, and vice versa. Put differently, if you make changes to the Salesforce records, it will be mirrored in the folders of your external storage and the other way around. It’s XfilesPro’s Bi-sync functionality that comes into play here. If you’re wondering how folder syncing relates to enhanced collaboration, here’s some more light. As files are bi-directionally synced, users within your teams can collaborate on Salesforce documents while non-Salesforce users or external teams can work on the documents in the external storage, and can have the changes updated on both platforms. This in turn provides a real-time file collaboration experience, which is crucial in operations. Learn how real-time collaboration on Salesforce files boosts your employees’ productivity. Tailored Folder Format for Easy File Access XfilesPro understands Salesforce customers’ challenges in managing documents, particularly the limitations posed by the absence of an option to create a folder structure. Because, in Salesforce, individual documents are commonly accessed and saved by various users. Where a specific document is needed for multiple datasets, it can result in the creation of duplicates. This not only increases storage demands unnecessarily but can also cause confusion and miscommunication. Knowing this, XfilesPro empowers you to customize your folder structure in an external location, which helps you arrange files in a specific format that deals with the workflow. Since a pre-defined folder structure can’t be easily changed by employees, every user will know where to find relevant documents without any confusion, facilitating operations. Obtaining the Ultimate Ownership Over Documents Even though the migration of files from Salesforce to external storage becomes easier post integration, you might be skeptical about its security in a 3rd-party application. There are high chance that unauthorized users access your documents from the external environment, which will expose the confidential information they contain. To prevent the security breach here, you can leverage XfilesPro’s Access Control functionality, which empowers you to control who can
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
A Brief Overview of Advanced Document Management in Salesforce
Today, enterprises expect their CRM systems to be more than just document repositories because of workflows, proposals, agreements and various other client information need to be managed periodically. Therefore document management is definitely one of the most important features that companies look for in their CRM systems. This feature facilitates nearly all of the sales processes, providing content to clients and partners. Therefore Salesforce, being one of the leading CRM platforms in the world, has a number of functions that can satisfy most if not all the needs of business users. When it comes to Salesforce, it’s unique and exceptional file and document management system takes utmost care to reduce a Salesforce admin’s complexities by simplifying file management, enhancing presentation skills, catering to all sorts of files, and finally managing these files efficiently. Not only this, having dealt with myriad types of documents, Salesforce has been constantly improvising to cater to the latest technology and needs. Salesforce has 5 off-the-shell modules for files and document management with several variations. These inbuilt modules include: Attachments– One of the first tools launched by Salesforce was Attachments. As is obvious from the name, it allows users to create Attachment lists and attach different types of files to particular Salesforce records (like, a contract, offer, or proposal). In this case, the size limit of the file to be attached is 25 MB, when attached directly to the Attachment list, whereas even for multiple files attached to the same email the size limit remains 25 MB, with a maximum size of 5 MB per file. Documents Tab– Salesforce Documents Tab allows users to store their web-based resources and Visualforce files, such as custom logos and DOT files, in folders without attaching them to any particular records. Though this file is not attached to any record, it can easily be accessed or used whenever its need arises. For example, users can add a custom logo to the meeting requests by uploading the stored logo directly to the documents tab. Files Home– Salesforce Files Home is a kind of cloud-based repository where files can be uploaded, privately stored, synced and shared among team members and coworkers to kick-start Chatter collaboration. This document repository specifically stores files without any association to objects. It also allows synchronizing the information in the documents in real-time, across all devices, including desktop and mobile. It also has a plethora of exquisite features such as file filtering, drag-and-drop, file syncing, and files-specific search tools. Salesforce Files ideally suits co-working on unique documents, like client proposals. Salesforce Knowledge– Salesforce Knowledge is a corporate knowledge-sharing platform, commonly used for creating a base for information sharing among employees. It allows users to create, edit, search, organize, and share knowledge articles in libraries among the organization\’s employees. Users can also use Salesforce knowledge and a particular web portal to share documents with their clients outside the organization. It supports a maximum file size of 5 MB for all attachments. Salesforce CRM Content– Salesforce CRM Content is the most widely used content management tool that lets users create, duplicate, work, and modify official corporate documents, like case studies or sales presentations, in such a manner that only the creator can work on it. Once they are ready, it also allows them to make this content accessible for their coworkers as well as to external users such as clients, partners, and customers in the form of content packets. As the storage space in Salesforce is already limited, rather than extending these limits, it recommended to use different cloud-based storage services so as to ease the pressure. Salesforce launched Salesforce File Connect, an OOTB tool, for exactly this purpose of integrating the Salesforce system with other external systems. But even this tool has its limitations, so it’s better to choose an alternative integration solution. And the best place to look for these solutions is the Salesforce AppExchange marketplace. One such AppExchange application that can help you seamlessly store and collaborate files with external systems is XfilesPro. This highly customizable and admin-friendly application performs exceptionally well with Service Cloud, Experience/Community Cloud, Sales Cloud, and Salesforce Platform. With XfilesPro, Salesforce admins can not only seamlessly enable a 360-degree file collaboration including integration with various external storage systems, but they can also cut back on their file storage costs significantly. Learn more about XfilesPro’s file management capabilities. XfilesPro can be used to collaborate the Salesforce system with various external files storage systems like Cloud-based storage systems like Google Shared Drive, OneDrive, Amazon S3, SharePoint, and Dropbox and On-premise systems like SMB, SFTP, and Network Drive. Loaded with features like a centralized content management system, efficient file and folder hierarchy management, multi-org file integration, large-volume file migration, and community portal collaboration, XfilesPro is an ideal solution for integrating Salesforce with cloud-based systems. To know more about XfilesPro and how it can facilitate external system integration with Salesforce, please get in touch with us. AMARLAL
