Top Ways to Optimize Your File Storage in Salesforce

Running out of file storage limits in Salesforce is as sure as night follows day. Imagine a very fine morning when you log in to your Salesforce application to see the red alert ‘STORAGE LIMIT EXCEEDED.’ The workflow of your entire day and the coming days will be in question.

Isn’t it? But you no longer have the option to defer your essential activities because of a reason like this.

What will you do in such situations? How will you cross this hurdle?

If you ask us, optimizing the file storage space in Salesforce is a mere option. Trust us, if you can’t help with the growth of files, this is your only option.

If you have doubts, we’ve got you covered.

In this blog post, we’re unlocking the best ways to optimize your file storage space in Salesforce. Read the blog thoroughly and thank us later.

BUT JUST HOLD!

As we dive into optimizing the file storage space, let’s take a brief look at Salesforce file storage first.

Salesforce File Storage: The Primary Destination of All Your Files

As the name suggests, Salesforce file storage is the primary storage space to store and manage your files and attachments generated in your Salesforce app daily. The other two storage spaces are Data Storage and Big Objects.

Here’s the list of files and attachments that can be stored in Salesforce’s file storage space:

• Files in attachments
• Salesforce CRM Content
• Files home
• Documents tab
• Chatter files (including user photos)
• Custom File field on Knowledge articles
• Assets regarding Site.com

Now let’s go back to the main topic — the best ways to optimize Salesforce file storage space.

Way #1: Delete Your Unnecessary Files and Documents

What will be your first action when you run out of storage space on your smartphone? You will delete some files that you find unnecessary. The same goes for Salesforce. You can delete the files and documents that you find no longer relevant to your business in order to clear up the storage space.

Now the question is how to delete unwanted files.

Keep in mind that you can delete a file only if you’re an owner of it. Also, if you have ‘Modify All Data’ permission, you can delete any files, comments, posts, or links.

To delete a file, click the Delete option on a file’s detail page. This will help you to remove it from every location where it’s been shared. Please note that you can restore the file and the shares associated with that by removing it from the Recycle Bin.

The Drawback of File Deletion

You can’t predict the future possibility that a file holds. Who knew the information on a file may come in handy in the future? Plus, it’s not a cakewalk to identify the unwanted files out of a massive volume of files in Salesforce in order to delete those. It will consume your productive hours and may even lead you to delete some valuable files by mistake. So, the deletion of files is not a smart approach.

Way #2: Move Your Files to an External Platform

Did you know that your external systems can be a great help when it comes to Salesforce file storage optimization? You can move your files to a platform for better file management and cost reduction. Trust us, this is one of the best strategies that work fantastic for your needs.

For the movement of files to an external platform, you can use Salesforce Files Connect first. However, Files Connect comes with certain challenges such as — the limited number of external objects that an organization is allowed to produce and the very few numbers of joins per query between external objects and other types of objects.

Having heard this, do you feel it’s a hard row to hoe? Fret no more, we got you something!

XfilesPro File Management — The Pro Application

XfilesPro file management is the one and only superior application available to migrate your Salesforce files to an external system without hurdles. With the app’s advanced capabilities, you can automate the movement of your Salesforce files to an external cloud file storage system of your choice such as SharePoint, S3, Google Drive, and OneDrive as well as On-premises platforms including SFTP, Network Drive, and SMB. So, your Salesforce file storage will be optimized in a breeze without manual effort.

Other than seamless integration between Salesforce and your external platform for auto file migration, the XfilesPro File Management app also empowers you with capabilities such as:

File Collaboration: Internal teams and external users can collaborate on a single, centralized file on the external platform in real-time.

File Ownership: As you are the ultimate person to choose the external platform, you can own the migrated files with the privilege of deciding who can view and access those.

Folder Management: With XfilesPro File Management, you can customize the structure that your folders need to maintain in the external platform.

Bi-Directional Sync: Above all, the application’s next-gen capabilities help you have the changes you make in Salesforce files reflected on the external platform and vice-versa.

That being said, what do you think? Did you find XfilesPro File Management as the application that you’re looking for? If you answered yes, schedule a demo with the app’s product experts and learn more about its potential.