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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.