Tip #1 Is it a File, a Document, an Attachment!??

When somebody tells you they have added a word/excel/pdf/image document to Salesforce, you may have a whole list of questions to ask before you can find it. Because it could be added in a number of different ways. It could be added as:

– A File

– An Attachment

– Content

– Knowledge

– Document

– Or as an external referenced document (I will get back to this!)

TBH it is a bit confusing. Here are 2 resources which may make it clearer, a link to the help doc, and here is a blog post from Robert Chokr at Cloudfind.

 

Tip #2 Wait a minute, it is not even saved in Salesforce…

Increasingly Salesforce users are reaching their File Storage limits (Go to Setup/Administer/Data Management/Storage Usage to check) and deciding to store files OUTSIDE of Salesforce, but reference them INSIDE of Salesforce. There are a whole host of options out there, I have not tried them all, so I won’t give you recommendations of one over the other (you will have to contact me direct for that!). But here are some options and resources that you should look at:

– Google Drive (connecting with Cirrus Insight, or Zapier, or others)

Box

– Dropbox and it’s free connected Salesforce App

– Sharepoint linked by some of the above or the new Files Connect functionality

FTP Attachments app, and others if you search for ‘Document Management’ on the Appexchange

– Apps such as CloudfindCoveo, and SpringCM, which can make all of these files really easy to find from within Salesforce.

I would recommend searching around the Appexchange for these, to compare what you need, costs, file size, search capability, etc etc, then try some out.

This subject could fill months worth of posts, so this is an introduction rather than full coverage. So I would welcome your feedback on which parts of this subject you would like to drill into further!

 

With a little help from my friends at Noble Systems