Organize & Manage Files within the Salesforce Ecosystem

Where are Files Stored in Salesforce?

Salesforce offers several options to organize and manage files within its ecosystem. Effective file management is crucial for data integrity and compliance. Let’s look at some of the options to organize files in Salesforce:

• Organize files with libraries and folders.?
• Implement naming conventions
• Integrate with a document management system (DMS)
• Use Salesforce Files Connect
• Use Salesforce Files

What Are Salesforce Files?

Salesforce Files is the centralized cloud-based solution in Salesforce where you can store, manage, and organize files, whether documents, presentations, images, or videos. Salesforce users can upload files and also share and collaborate on them. Files can be attached to records such as accounts, contacts, opportunities, and cases. Whenever a file, note, attachment, or Chatter feed is added, the File tab is automatically updated.?

The centralized storage means that your files in Salesforce are consolidated in one location. This simplifies access and retrieval for users with the relevant files permissions.?

You can create libraries and folders on the Files tab. You can also manage members and give them Viewer, Library Administrator, or Author access. Any changes made to files can be tracked using the version control, and it is possible to revert to previous versions when necessary.?

Salesforce Files are integrated with other Salesforce features, such as Chatter and Salesforce CRM Content.?

Please note that Salesforce has file storage limits depending on the edition you are using:

• Contact Manager, Group, Professional, Enterprise, Performance, and Unlimited Editions are allocated 10 GB of file storage per org.
• Essentials and Starter Editions are allocated 1 GB of file storage per org.
• Orgs are allocated additional file storage based on the number of standard user licenses.

Salesforce Files vs Notes and Attachments?

Managing files has evolved from Salesforce Notes and Attachments in Classic view to the more robust Salesforce Files in Lightning Experience. While still in use, please note that Notes and attachments are being phased out.?

How to Add Salesforce Files: Short Guide

You can add files using the Files tab to store files in a central location, independent of a specific record.?

1. Navigate to the File tab.
2. Click the Upload Files button.?
3. Use the standard browse functionality to find the file.
4. Click on a file to select it.
5. Click the Open button.? The Upload Files screen is shown with a progress bar.
6. Click the Done button. The file is added to the Files tab.?

You can add files to a specific record.

1. Navigate to the record, for instance, Accounts, Contact, or Opportunity.?
2. Make sure that the Related tab is open.
3. Under Notes and Attachments, click the Upload Files button.?
4. Use the standard browse functionality to find the file.
5. Click on a file to select it.
6. Click the Open button. The Upload Files screen is shown with a progress bar.
7. Click the Done button. The file is added to the record.?

Titan Files for Salesforce File Management

Another option for Salesforce file management is to integrate with a third-party app such as Titan Files. Titan Files integrates seamlessly with Salesforce and provides advanced file management capabilities. Salesforce Files has storage limitations that can be sidestepped with Titan Files as it integrates with FTP and custom API as well as the following cloud storage solutions:

• Google Drive
• Google Sheets
• Amazon S3
• OneDrive
• Box
• DropBox

Titan Files also facilitates Salesforce files sharing. Files can be exported, downloaded, sent via email, merged, extracted, converted to PDF, and scanned for viruses.??

Establish End-to-End Business Processes within Salesforce with Titan Files

Titan’s fluid integration with Salesforce allows you to create, modify, and organize files without ever leaving the Salesforce user interface. This enables users to work effortlessly with external file storage systems. Titan Files harnesses the strength of Salesforce Flows to automate repetitive file processes without the need for complex configuration or, in fact, any coding. This makes it accessible to users of all technical backgrounds.

Manual file management actions like uploading, downloading, renaming, or converting files based on pre-defined triggers or workflows within Salesforce are eliminated, and your team can focus on more important tasks. Titan Files can be triggered when a record is created and/or updated, or deleted.?

Whether you need to extract text from scanned images (such as a driver’s license) or resize and convert images, you can do this within Salesforce. Titan Files connects your Salesforce with various external cloud storage providers to expand Salesforce’s inherent storage capabilities.?

Titan Files facilitates real-time collaboration both inside and outside your organization with features like shared folders and version control.

Here's an example of an end-to-end business process you can create using Titan Files:

1. A new sales opportunity is created in Salesforce.
2. Titan Files automatically triggers the upload of a standard quote template to the opportunity record.
3. The sales rep populates the template with relevant customer and product data within Salesforce.
4. Upon quote approval, Titan Files automatically merges the populated template with product information and generates a final quote PDF.
5. The final quote PDF is attached to the opportunity record and emailed to the customer directly from Salesforce.

With Titan Files, you can significantly automate and streamline your business processes within Salesforce. Remember, Titan Files, alongside the complete suite of Titan products, allows you to create efficient, end-to-end business processes within Salesforce!