Salesforce Document Storage Features & Tools
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Just last year (2023), Adobe Acrobat conducted a survey among users and reported that 48% of coworkers are unable to quickly find the documents they need to perform their jobs well. That’s almost half of the studied population needing help. By upgrading the way employees work with files, either with Salesforce or a third-party app, businesses can streamline overall processes and systems.
So, if you are wondering how you can help employees be more efficient with files, join us in the article below. We highlight Salesforce’s document storage features and tools as well as Titan to show you how to boost productivity in your departments for the new quarter.
Let’s get started!
Salesforce Document Management Features
No matter which industry your business operates in, you will always have documents to manage. From proposals to quotes, audio files, images, spreadsheets, and more, the list of documents and files that need to be managed across business units can be enormous. Additionally, each team might have their own location for storing documents, which is not ideal for businesses that want:
For these reasons, many businesses that use Salesforce for customer relationship management (CRM) also use it for document management. Salesforce gives users access to uploading documents to the CRM in real-time so that colleagues can access them whenever they need.
Let’s take a look at the few features from Salesforce that boost team productivity in the workplace.
Document Storage and Organization
When storing and organizing documents in Salesforce, teams can access the files easily from one location, ensuring there is always a single source of truth that users can refer to for business content.
Additionally, users can find documents faster as they know where they are stored and, therefore, collaborate with each other quicker than before.
In real life, this would look like a user navigating to the Files Home space in Salesforce and then uploading a personal document to the CRM platform. The document is now stored in Salesforce and can be shared with colleagues, who may edit or view it.
The best part about choosing Salesforce for document storage and organization is that users can access the attached content from mobile devices. This means they can work remotely, away from a physical office, and still have access to view and edit the documents they need.
Version Control
Now that we have team collaboration on documents sorted, we need to track all the changes. Salesforce gives us the view file version history feature to do just this. It’s an ideal feature to avoid duplicate documents in Salesforce, as users edit a single document without the need to upload a new one every time a change occurs.
This allows all team members to work on the most recent document that contains accurate information. Let’s take a look at how viewing file version history can help team members:
Collaboration Tools
For a business to work without any delays, teams need to be able to work collaboratively on documents in real-time. Salesforce has collaboration tools that can streamline communication between co-workers so that everyone is on the same page on:
One of these collaboration tools from Salesforce is CRM Content. With it, a user can create various documents and share them with colleagues. Then, team members can edit them and share them with external users, like partners or customers.
Document Automation
When it comes to Salesforce document automation, you can ensure all your management tasks are kept in a single location thanks to Intelligent Document Automation.
Salesforce recommends their feature for extracting customer information found in PDFs and images. How it works is that Intelligent Document Automation pulls data out of files and stores them in Salesforce under pre-configured document records.
This allows team members to work quickly with customer data and documents, especially those that have been emailed or sent via a chat system to the business.
Intelligent Document Automation is also useful for:
Security and Access Control
As Salesforce is a premium AI CRM platform, you know data will be secure across your Customer 360 system. For example, when it comes to security features, Salesforce gives us the following:
Using these security features ensures teams are safely performing their daily tasks in Salesforce.
Additionally, Salesforce users can decide if they want to keep their files private instead of sharing them with colleagues. This is useful when a document has sensitive information and must only be shared privately with authorized users.
Document owners can easily change the permissions of a document in Salesforce to allow a file to be accessed and edited by a specific user or team.
Limitations to Document Storage in Salesforce
Although Salesforce gives us many features to work with documents easily and securely, there are some setbacks, like:
For this reason, over 70 third-party apps have popped up on the Salesforce AppExchange marketplace to offer easy ways to manage documents in your CRM platform. However, finding the right one for your custom business requirements is not an easy task.
In our opinion, we recommend our Titan platform. It integrates directly into Salesforce with no code and can transfer your documents to your favorite third-party storage apps, like Google Drive or Dropbox with the touch of a button.
With Titan, businesses can send files like PDFs, contracts, summary reports, images, and more to third-party storage apps with your unique file URL stored in Salesforce. That’s not all. Titan can dynamically configure folders to save files and establish custom logic for your workflows.
Salesforce data storage limits can be a thing of the past for your business!
Salesforce File Storage Pricing
Finding information specifically for file storage pricing in Salesforce is difficult. Since each Salesforce edition has its own default file storage limit, it’s wise to contact one of their agents to get the pricing information you require when you run out of space.
Is There a Better Solution for a Salesforce Document Management System?
The Salesforce features we mentioned above offer a variety of ways to manage documents seamlessly. However, Salesforce might not be the solution for your custom document management requirements. For example, you might be looking for a Salesforce document management integration that saves you money.
We learned that finding the pricing information for file storage in Salesforce is not an easy task. This lack of knowledge makes it difficult to draw up financial budgets and allocate resources correctly.
Get Salesforce Files at your Fingertips!
So, if you are in the market for a document management system that can be integrated into Salesforce with no code, we suggest you check out Titan.
Our platform hooks up to Salesforce and allows you to transfer your files to your CRM platform or any other third-party storage app of choice, such as:
Titan and Salesforce for Document Storage
There is no doubt that with Titan, you can work with Salesforce Flows to streamline business processes while creating flexible user experiences for your files.
For more information on how Titan can assist you with other document management tasks, like document creation, generation, and collaboration throughout its entire lifecycle journey, contact us through one of our social media channels below.
We would love to assist.
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
Frequently Asked Questions
Can you store documents in Salesforce?
Yes, use the Notes and Attachments feature in Salesforce Lightning to easily store documents.
Can Salesforce be used as a document management system?
Yes, Salesforce has many features to manage tasks and processes associated with managing documents.
What is the document storage limit in Salesforce?
This answer will depend on which license your business has signed up for. Take a look at the list below to find out the document storage limits in Salesforce:
- Contact Manager, Group, Professional, Enterprise, Performance, and Unlimited Editions – Allocated 10 GB of file storage per organization.
- Essentials and Starter Editions: Allocated 1 GB of file storage per organization.
How much does Salesforce document storage cost?
Pricing will differ depending on the Salesforce Cloud and Edition you use. Additionally, each Salesforce edition will grant users a default file storage limit. Please refer to the official Salesforce website for information on all its products and prices.
