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

Every kind of business, whether, for-profit or non-profit, have a definite bottom line. Keeping the organization expenses in check is the main goal. Yes, indeed it is true that part of a healthy company is investing in tools or technologies that will assist in growth.

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

Salesforce Storage can be categorized into two types – File Storage and Data Storage.

File Storage is comprised of the following:

  1. Attachments
  2. Contents/Files including Chatter Files & Feed Files
  3. Documents

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

  1. Marketing Data (Lead & Campaign)
  2. Sales Data (Account, Contact, Opportunity)
  3. Service Data (Cases, Article, Knowledgebase)
  4. Custom Object Data

The Salesforce Storage Limits

Data Storage limits for every Contact Manager, Group, Enterprise, Professional and as well Performance editions are calculated at either 1 GB or on a per user limit (20 MB per user) whichever is required for production orgs.

The File Storage on the other hand is for the Contact Manager, Group, Professional, Enterprise and Unlimited editions is 10 GB per org. Orgs mostly do have some add on File Storage allocated based on the number of user licenses, are the following:

  • The Enterprise, Performance and the Unlimited receive an additional 2 GB of File Storage per user license.
  • The Contact Manager, Group and Professional Edition is said to receive an additional 612 MB per standard user license.

Analyzing the Storage Usage

To recognize how your Salesforce Storage is being consumed you will first have to analyze your Storage requirements. The analysis of your Data Storage and the File Storage in Salesforce can be achieved by simply viewing which objects are consuming the most storage space.

Tips to increase your Salesforce Storage space

There are several options for optimizing your Salesforce Storage space. Let us have a look at some of those options.

Option 1:
Clean Up Unnecessary Data Manually
It is true that one can always cleanup the file or data manually. The utilization of certain tools will always help. There are in fact number of tools that you can use to delete some of your data manually:

  • The Salesforce’s Mass Delete Wizard

This is the 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.

  • The ETL (Extract Transform Loading) Tools

The ETL, is also known as (Extract Transform Loading), which 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 other popular ETL tools such as the Dataloader.io, Informatica, JitterBit etc. Most of these tools are paid and will always requires 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

It is also true that if removing your data is not option, then the only option one is left with is to purchase more data. Purchasing data has always been an expensive process. One more way of upgrading the storage facility is by simply taking the advantage of higher per user Data Storage limits. This is available to Performance and Unlimited Edition users. Hence, depending on the number of licenses required, the upgrade option can be estimated.

The Recommendation

With all these options, it can truly be a daunting task to figure out what to do. One option can be trying out the free version of Storage Helper to get started. While on the other hand you can always seek the advantage of file storage application of XfilesPro. This will give you better visibility into to the efforts to store your data and hence save a fortune over it.