A Comprehensive Guide to Salesforce File Management
TL;DR
In this article, we begin by discussing file management for notes and attachments in Salesforce, focusing on native tools like Files Connect and Flow Builder. We then explore Titan Files, a no-code option for automating file processes in Salesforce.
If you primarily work with large volumes of documentation, keep reading to learn how to automate your file management systems in Salesforce. You are not going to want to miss it.
Let’s get started!
With Salesforce, you can store all your files in a single location. You might believe that this solution is basic and insignificant, but think about all the images, proposals, videos, presentations, spreadsheets, contracts, and other types of files your company deals with daily.
If you are one of those companies that works with a large volume of files, you know you need a proper automated file management system. Organizing files in Salesforce will ensure your employees can quickly find the information they need to complete their daily tasks.
Managing Notes and Attachments in Salesforce
Most employees regularly store notes and attachments in Salesforce as part of their work duties. These files are essential for following up with customers or adhering to business standards and processes. So, what are they?
Salesforce notes are text documents that store information about your business, like reminders, how-to guides, or even a list of tasks. Notes are also considered to be Salesforce attachments because they can be tied to accounts or contact records. Employees cannot work at their peak performance without notes as they help to track conversations with customers or can be used as a reminder to attend scheduled meetings.
As this is a files article, you might wonder what are “attachments vs. files in Salesforce?” Well, attachments and files are both documents. In Salesforce, attachments and files can be stored as records, but they work differently on the platform.
For example, attachments were the old way of connecting files to Salesforce records. They had their own individual and parent records, which you could attach to a lookup field. On the other hand, files are the new way of managing documents in Salesforce. Now, files are stored in Salesforce Files: a versatile system to share your files among many records and users.
Third-Party Integrations: Salesforce Files Connect
You will need a third-party Salesforce file-sharing application if you want to accomplish work tasks while automatically organizing files in your CRM platform. Salesforce has its own file management tool called Files Connect. You can use the tool to work with your files while collaborating with colleagues.
When it comes to Salesforce, file sharing is just one of the benefits you will get. Another one, from Salesforce Files Connect is the SharePoint integration. SharePoint is a popular business tool, so connecting these pieces of software will surely streamline your workflows further.
Salesforce Files: Automating Workflows with the Salesforce Flow Builder
You can also make use of your Salesforce Flow builder to automate file tasks. Salesforce Flow is free and will give you custom solutions for business processes.
The simple drag-and-drop builder interface allows employees to create flows for Salesforce files. But keep in mind that you might need some coding knowledge for more complex automation.
Automating Advanced File Management in Salesforce
The best way to work with files in Salesforce is to link them to appropriate Contact or Account records. This level of file management in Salesforce will make finding your files way faster and gives you a stress-free elevated user experience.
However, advanced file management cannot be done manually. In our opinion, it’s a big, time-consuming task, and employees could use their work hours better, especially since file management can be automated.
Titan & Salesforce for Zero-Code File Management Solutions
We suggest you try Titan Files for advanced Salesforce file management. Our app can create, modify, and organize files from within Salesforce. An added benefit is that Titan Files integrates with external file storage apps for instant file transfer workflows without writing a single line of code. Here are a few solutions you can get from integrating Titan Files with Salesforce:
1. Salesforce Files Object
One of Titan’s solutions for automating file management tasks is that you can read and write files to any object in Salesforce.
This feature lets you create reliable Salesforce file operations that push and pull real-time data directly to and from your CRM platform.
2. Salesforce File Uploads
You don’t have to manually upload files to Salesforce with Titan. Our flexible Salesforce upload file tools automate every stage of your file journey.
You can automatically upload files to Salesforce to keep documents virus-free and ready for collaboration.
3. Cloud-Based External Salesforce File Storage
With Titan Files automation tools, you get instant document storage in Salesforce. But we also provide a complete solution for connecting your CRM platform to third-party Salesforce file storage platforms.
Now, you don’t have to worry about your Salesforce storage limit. Titan Files integrates with all the major software companies like Google Drive, OneDrive, and Box, to name a few.
Frequently Asked Questions
What types of files can be stored in Salesforce document storage?
The list of files that can be stored in Salesforce is long. PDFs, Word docs, Excel spreadsheets, and PowerPoint presentations are a few documents you can upload to Salesforce. But you can also access your notes, images, and videos in Salesforce.
How to query files in Salesforce?
You can query files by opening your Developer Console in Salesforce. Then, inquire about your file using Salesforce Object Query Language (SOQL) or Salesforce Object Search Language (SOSL).
Can files be securely shared externally in Salesforce?
Yes, one of the methods to securely share files out of Salesforce is with generated public links. Make sure to also configure user access for your public links. These links to your files can be set to view only, or you can allow recipients to download the documents.
How can Process Builder be utilized for automating file-related workflows?
Process builder is easy to use as it has a point-and-click interface. Admins use it to create actions with criteria essential for automating complex workflows.
For instance, automation from Process Builder can attach files to specific leads to free up time for sales representatives.
How to reduce file storage in Salesforce?
There are several ways to decrease file storage in Salesforce:
- Clean up unwanted data to free up storage space
- Compress attachments
- Optimize custom settings
Keep your Salesforce Files Organized with Titan
Thanks for reading our article on file management in Salesforce. We hope we have provided unexpected solutions to minimize time spent on manual file tasks. Check us out if you want to start automating your advanced Salesforce document management processes.
Titan Files provides features that automate workflows for Salesforce’s Flow Builder and can call custom REST API. You also get the chance to scan your files for viruses and modify images before automatically uploading to Salesforce.
For zero-code file management solutions that archive your documents in Salesforce or wherever you need, contact us through one of our social media channels below.
We hope to see you soon!
Disclaimer: The comparisons listed in this article are based on information provided by the companies online and online reviews from users. If you found a mistake, please contact us.
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