The Ultimate Guide on Salesforce Document Management And How to Use It
Salesforce is great for lots of tasks, but it’s not built for managing documents. While it has simple storage, organizing files can be a challenge. This is where Salesforce Document Management (DMS) steps in to make things much easier.
As the world continues to embrace digitalization, the adoption of software solutions is on the rise. Customer Relationship Management (CRM) systems are among the most widely used solutions by businesses, and of all the CRM platforms available, Salesforce stands out as a preferred choice. It has easy-to-use features, works well with other tools, and grows with your business to help manage customer relationships, automate tasks, and get useful retention insights.
However, while Salesforce excels in many areas, document management is not one of its strong suits. Though it offers basic document storage solutions, its capabilities for organizing and managing documents are fairly limited. That’s where Salesforce Document Management comes in. Let’s explore how DMS works and why it’s a crucial addition for businesses looking to streamline their operations.
Salesforce Document Management - A Brief Introduction
Salesforce Document Management refers to the systematic process of creating, storing, organizing, and managing documents within the Salesforce platform. This involves utilizing Salesforce’s native features and potentially integrating with third-party document management solutions to simplify document workflows and improve overall efficiency.
We’ll look at all these options in detail further below. Before that, let’s get to know if you actually need DMS for your business.
Industries that Need Salesforce Document Management Systems
- Sales: Manage proposals, contracts, and customer correspondence.
- Marketing: Store campaign assets, press releases, and marketing materials.
- Customer Service: Keep track of case files, customer communication, and service agreements.
- Finance: Streamline invoice processing, expense reports, and financial statements.
- Human Resources: Store employee records, onboarding materials, and training documents.
Why Is Document Management Required for Salesforce Users?
Centralized Access
Users can access all relevant documents from a single platform, reducing the time spent searching for files. You can upload files, images, contracts, and more to Salesforce records so you don’t have to leave the platform to find what you need.Security & Access Control
You can control who sees what and when. Whether it’s sensitive customer data or internal financial records, DMS allows you to set permissions and restrictions, making sure only the right people have access to the right files.Seamless Integration
One of the best things about the Salesforce document management solution is that it integrates with other cloud storage platforms. This means you can store your documents in a way that makes sense for your business while still keeping everything in sync across different platforms.Boost collaboration and storage by 10x with XfilesPro document management. Request a Demo now!
Benefits of Using Document Management
Now, let’s talk about why using Salesforce document management is a no-brainer. Aside from keeping everything in one place, here are a few other major benefits:
- Better Organization: By categorizing your documents based on customer accounts, projects, or other criteria, you can easily stay organized and never lose track of important files again.
- Quick Access: Easily locate and retrieve documents, saving valuable time.
- Reduced Errors And Streamlined Workflows: Automate routine tasks like document uploading, and approvals, minimizing human error.
- Role-Based Access Control: Restrict document access to authorized personnel.
- Encryption: Protect sensitive information with robust encryption methods.
- Audit Trails: Monitor document activity and identify potential security breaches.
Collaboration and Sharing of Documents in Salesforce
One of the key strengths of Salesforce document management is its ability to streamline collaboration and secure document sharing. With Salesforce documents, teams can:
- Collaborate in real-time on documents, eliminating the need for version control issues.
- Share files securely within Salesforce or with external partners, with options to restrict access via passwords or expiration times.
- Access documents anytime, anywhere, ensuring teams are always aligned, even when working remotely.
How to Connect Salesforce Document Management?
Connecting document management solutions to Salesforce can seem overwhelming, but it doesn’t have to be. Whether you prefer using Salesforce’s native tools, APIs, or third-party apps, there are several ways to make document management seamless and efficient. Let’s explore your options!
1. Salesforce's Native Solution
Files Connect is a document management solution provided by Salesforce. This application integrates your Salesforce Org with external cloud storage and enables users to share, access, and collaborate on documents within Salesforce records.
However, Files Connect lacks the advanced capabilities required for document management in Salesforce.
Limitations Of Files Connect
File Size Limitations
There are limitations on the size of files that can be downloaded from external cloud storage within Salesforce. Exceeding these limits may result in download failures or performance issues.
Search Limitations
Files Connect’s search functionality is not as robust as the native search capabilities of the external storage systems (SharePoint, OneDrive, AWS S3, and Google Drive). Certain search criteria or filters might not be fully supported.
Lack of Upload Option
You cannot directly upload files to Salesforce from your local device using Files Connect. Files must be uploaded to the external storage provider first and then synced to Salesforce.
Limited Permission Control
Salesforce Files Connect does not offer granular permission control over shared files. You may need to rely on the external storage provider’s permission settings.
2. APIs and Custom Development
3. AppExchange Solutions
Salesforce’s AppExchange offers a variety of third-party document management apps. These pre-built apps integrate seamlessly with Salesforce, offering a range of benefits such as quick and easy installation, cost savings, advanced features like e-signatures, automated workflows, and real-time collaboration.
XfilesPro For Salesforce Document Management
One of the most popular document management solutions for Salesforce is XfilesPro. It’s a top-rated app on the AppExchange and has been trusted by businesses for over 10 years. XfilesPro offers all the essential features you need to manage documents in Salesforce. It helps you connect with cloud storage, keep files organized, and automate your document workflows, making file management simple and efficient.
Key Features of XfilesPro
- Integration
Integrate with External Storage: It integrates your Salesforce Org with popular external storage providers like SharePoint, OneDrive, Google Drive, and AWS S3.
Centralized Document Storage: Store and manage all your documents in a centralized repository, accessible directly from within Salesforce.
- Folder Structure
Hierarchical Organization: XfilesPro allows you to customize a hierarchical folder structure to organize your documents.
Drag-and-Drop Functionality: Easily move your documents to folders.
- Security And Control
Role-Based Access Control: Restrict access to sensitive documents based on user roles.
Secure Sharing: Share documents securely with partners, and clients. Set a password with an expiration time to limit access and ensure confidentiality.
- Document Management
Advanced Search: Quickly find documents using keywords and filters.
Version Control: Track changes, restore previous versions, and maintain document integrity.
Benefits of using XfilesPro
- Reduced Costs
Offloading files from Salesforce to external storage helps you save on added storage costs and free up valuable space in Salesforce.
- Scalability
XfilesPro scales to accommodate growing business needs and increasing document volumes.
- Increased Efficiency
Streamline document workflows, reduce manual tasks, and accelerate business processes.
- Improved Collaboration
Share, access, and collaborate on files within Salesforce and external platforms, enhancing team productivity.
- Experience Cloud Compatibility
Allow external users to upload, view, and download files through Salesforce Community/Experience Cloud portals.
FAQs
Does Salesforce offer document management?
Yes, Salesforce does offer document management through features like Salesforce Files and FilesConnect. It can be limiting for businesses that need more advanced capabilities. This is where solutions like XfilesPro from the AppExchange come in.
What is Salesforce Files?
Salesforce Files is a native document management feature that allows users to upload, store, share, and collaborate on documents within the Salesforce platform.
Can XfilesPro help with file management in Salesforce?
Yes! XfilesPro simplifies file migration, ensuring smooth transfers, organization of files and folders, bulk file offloading, and more.
