Easy Guide To Salesforce Google Drive Integration
Choosing the best external storage system to store and collaborate on Salesforce files is a crucial job. Organizations must consider various aspects of external storage systems and how well they can blend with their business model, to get the best results.
This is evident in the strategic partnership Salesforce formed with Google in 2018. By bringing together two of the world’s most innovative enterprises, the partnership offers a range of integrations that Salesforce users can leverage with their Google accounts to improve productivity and save time.
In this blog, we will discuss why moving your Salesforce documents to Google Drive could be a smart choice for your business.
Understanding Salesforce Google Drive Integration
This integration connects your Salesforce org, the CRM solution, with your Google Drive account, an external storage solution, to streamline file storage, access, and sharing.
By connecting Salesforce with Google Drive, all files can be stored externally but accessed directly from Salesforce, which saves time and effort. Teams can quickly upload, share, and access files without leaving Salesforce. Customers can access documents faster, making them happier, and the company saves money by offloading storage to Google Drive. It’s a win-win for collaboration and efficiency.
Reasons to Integrate Salesforce with Google Drive
Salesforce’s primary file storage is not efficient or flexible for document management, which is why users are always on the lookout for alternative solutions.
For example, think about your sales team. They’re regularly sharing documents with customers and vice versa. But they’re not working alone; they’re collaborating with pre-sales, implementation, or support teams that might be working on the same documents. Without proper organization in Salesforce, the risk of working on duplicate files, losing important documents, or, even worse, losing a valuable lead is high. And any business knows that’s a scenario to avoid. That’s where connecting Salesforce with Google Drive can work wonders for your business.
You might wonder, all this is good, but how do we make this connection? Salesforce offers its document management application, Files Connect. It integrates Salesforce and Google Drive for file movement, allowing users to access, share, and collaborate on files within Salesforce records. However, it lacks the features required for efficient document management.
Limitations of Using Files Connect
Salesforce’s file management has limits that can slow teams down. A few common challenges are as follows.
- Storage space that runs out quickly, forcing costly upgrades or time spent deleting files.
- The 2 GB upload and 25 MB attachment limits make storing large files tricky, while limited search options make it hard to find documents.
- File sharing is capped at 2,000 shares per file, which can frustrate big teams and cause confusion over document versions.
- This leads to inefficiencies and confusion.
These restrictions can lead to inefficiencies and slow teams down.
Thankfully, there’s a better way.
Boost collaboration and storage by 10x with XfilesPro integrations. Request a Demo now!
Custom Integration Apps
Another way to integrate is through apps that can be customized to fit specific needs and support multiple integrations while keeping costs low. However, building a custom integration app may take a lot of work for an internal Salesforce administrator, often necessitating external assistance, which can add to costs.
The AppExchange, Salesforce’s app store, offers several pre-built options that a Salesforce admin can easily install. If advanced features like customized folder structures, scheduled document exports, tagging, and more are needed, a Salesforce developer can modify these apps to meet the requirements.
XfilesPro with over 100 5-star reviews integrates with SharePoint, Google Drive, OneDrive, and Amazon S3, making it the most preferred solution for document management. For Google Drive users, this integration will allow the following functions:
More Storage Space
This integration can store files directly in Google Drive from within Salesforce. You don’t have to switch between platforms manually. Uploading files is fast, and users receive immediate feedback on the upload status, even for large files.
Upload Salesforce Files to Google Drive or vice Versa
Connecting XfilesPro with your Salesforce org allows bidirectional file movement. This means that files can flow freely and securely in both directions between Salesforce and Google Drive.
Regardless of the platform, these files are visible on both with no more double uploads or manual work.
Sync Salesforce Files to Google Drive
Files stored in Google Drive will be automatically synced with Salesforce. This automatic synchronization means you’ll always see the most recent version of any document on both platforms.
The folder/file sync feature of XfilesPro ensures real-time synchronization between folders and individual files. Any changes made to files or subfolders within these synced folders, such as adding, deleting, or editing files, will instantly reflect in both Google Drive and Salesforce, keeping everyone on the same page.
Map Folders to an Existing Folder/Create New Folders
With XfilesPro, you can easily organize your files by mapping them to an existing folder or creating new folders directly from Salesforce. This saves time, reduces clutter, and makes it easier to access important documents.
Mapping files helps keep everything in the right place, while creating new folders lets you organize things however you need.
Search to Find Files Fast
Accessing, viewing, and managing files from your app is simple with the global search feature that allows you to locate documents quickly across connected platforms directly from Salesforce. With filtering options, you can search by file name, date, type, or author to save time and ensure instant access to all the documents within seconds.
But this is not all, XfilesPro comes loaded with many more file management features that you are welcome to explore.
Steps to Integrate XfilesPro and Google Drive
Download and Install
Configure Storage
- Navigate to Storage Setup.
- Select Cloud Storage > Google Drive
- Follow the step-by-step guide provided to complete the setup.
Object Setup
- Select your object for file migration and set up folders.
Finalize
Review your settings, then click Done.
To configure the XfilesPro component and see what it can do click here.
Benefits of using Salesforce Google Drive
Salesforce Google Drive integration simplifies file management. You can upload, sync, and access Google Drive files in Salesforce, freeing up storage, improving collaboration, and streamlining workflows. Let us see how this can benefit your organization;
Real-Time Collaboration
Google Drive allows multiple users to edit and comment on documents simultaneously, making collaboration easy and avoiding version conflicts.
By integrating XfilesPro, you can share files between Salesforce and non-Salesforce users. The sync feature ensures everything stays updated in real time, speeding up and smoothing down teamwork and decision-making.
Google Ecosystem Integration
Google Drive is fully integrated into the Google ecosystem, including tools like Google Docs, Sheets, and Slides. This means teams don’t have to jump between platforms to find the latest data or documents. It is a centralized setup that makes document management easy and accessible in one place.
Robust File Security
All documents and data are kept safe with strong access controls, encryption, and permission settings to ensure that only the right people can view or edit files.
By combining Google’s security features with XfilesPro’s customization options, admins can set specific access permissions and manage document visibility to confidently share files across departments or with external collaborators.
Mobile Access and Flexibility
Google Drive is accessible on mobile devices, allowing users to view, edit, and share files from anywhere. This mobile functionality is essential for remote teams or individuals to keep important documents within reach.
XfilesPro enables field service agents using Salesforce FSL to upload photos and documents directly from the field. With seamless syncing across all devices, including mobile phones and tablets, documents stored in Google Drive are always accessible.
XfilesPro vs Files Connect
Both applications help integrate external file storage with Salesforce but in different ways. The table below highlights the key differences.
Purpose
Integration
Customization
Features
Storage Costs
XfilesPro
Optimize file storage and manage files externally
Works with many platforms (e.g., S3, SharePoint)
Highly customizable
Reduces Salesforce storage cost.
Files Connect
File access and linking within Salesforce.
Limited to few platforms.
Basic, minimal options
File linking and migration
Comparatively higher cost.
XfilesPro easily manages documents in Salesforce by connecting with external cloud storage like SharePoint, Amazon S3, and Google Drive. It helps you save storage space, cut costs, and keep files organized. Users can edit content, attachments, and documents, and navigate folders within Salesforce without needing to access Google Drive separately. With these benefits in place, you can rest assured that your document management is smooth and efficient.
Key Takeaways
Salesforce Google Drive integration through XfilesPro transforms how teams manage, store, and collaborate on documents. Whether you’re updating a contract, editing a report, or collaborating on a presentation, everything is automatically synchronized, ensuring that your team always has access to the most recent version of every document.
In addition, with XfilesPro’s robust security features, businesses can rest easy knowing their documents are protected through encryption and customized access controls. Whether it’s sharing documents within a team or with external partners, sensitive data is kept secure, and only authorized users can view or edit files.
Need custom folder structures? Done. Want to control who sees what? You got it. Need to share with the outside world? Easy peasy. XfilesPro handles it all, so you can focus on the big stuff. Trust us, once you go to XfilesPro, you won’t be looking for anything else.
Book a demo and see why users prefer XfilesPro for document management.
FAQs
Does Salesforce integrate with Google Drive?
Yes, Salesforce can integrate with Google Drive. With tools like XfilesPro, this integration gets even better! You can sync files, collaborate in real-time, set up custom folder structures, and more.
How do I give Salesforce access to Google?
To give Salesforce access to Google, install XfilesPro from AppExchange, follow the step-by-step instructions, configure Google Drive as your external storage, and set up the object. Check the guide for detailed steps.
