A leading Custom relationship Software- (CRM) platform titled as Salesforce definitely succeeds in covering the highest needs of their CRM customers.
Document management is one such essential requirements documents that go together in each and every phase and step of the sales aspect/cycle.
Every user expects their CRM to be more than a document archive. They need to collaborate on proposals, manage contract approval workflows. Deliver content to multiple customers and more.
What is the Salesforce answer to general document management challenges?
Our Salesforce consultants picked the top 10 most frequently asked questions about using Salesforce for document management. Read on to find out the answers.
Does Salesforce have document management potential off-the-shelf?
There are five inbuilt Salesforce modules for managing files and content.
- Files Home
- Salesforce CRM Content
- Salesforce Knowledge
- Documents Tab
How do the tools vary? And why so many?
- To start with, Files Home -Allows users to store privately, upload, and share files with the team to kick-start Chatter collaboration. Files are synced in real-time across all devices, including mobile and desktop.
- Salesforce Files will go well with co-working on distinctive documents, like customer proposals.
Salesforce CRM Content is a widely used content management tool, which enables users to duplicate, create and work on official corporate documents and files, as well as make them available for a set of coworkers and deliver to external users –, partners, customers, patients – as a content pack.
- Salesforce Knowledge is a corporate knowledge base planner. It permits creating, searching for, editing, and organizing knowledge articles in libraries, as well as sharing them with both employees and the external world via a web portal.
- Documents Tab allows keeping Visualforce files in folders without attaching them to records and utilize documents any time you need them to (for instance, to add a proposal doc to a meeting request).
Attachments, as is apparent from the name, allows creating Attachment lists and attaching files to particular records, for example- a contract or proposal.
Does Salesforce Lightning maintain these document management tools?
You might be surprised knowing that no document management is yet available in Lightning.
To share and access documents, you have to switch back to Salesforce Classic. This makes users either struggle while juggling Salesforce instances to perform routine tasks such as -accessing email templates or edit the letterhead or discard Lightning altogether.
As an option, you can turn to Salesforce consulting to find a workaround.
How can documents be organized with Salesforce tools?
Salesforce CRM Content allows categorizing documents by multiple criteria and tagging them to make document searching simpler. A powerful search engine looks through both- its properties and the file text and brings search reports with a required level of detail.
Are uploading documents in bulk allowed?
Yes, you can implement Salesforce Data Loader to add numerous documents and links and with the same ID in Salesforce CRM Content libraries update documents.
Tip: This is an excellent option to update Knowledge Base and systematically back up CRM records. Files that already present in Salesforce will be updated.
Can Salesforce be used to work on files stored outside Salesforce such as- Google Drive, OneDrive, etc?
Yes!! you can search access and manage external documents within Salesforce UI after you connect those file repositories to your Salesforce CRM.
If you adopt Google Docs to collaborate on documents, add them to Salesforce CRM Content Library or link to Salesforce records.
Micro tip-third-party cloud storage services can be considered an extra cost-saving measure because Storing a variety of documents outside Salesforce lets you stay within a limited Salesforce storage space.
How can employees collaborate on Salesforce documents?
Not to become a small data warehouse, document management systems support employee collaboration on its assets.
In Salesforce, users can discuss and share docs using Chatter – a free feed-based communication module.
Groups enable sharing files, both- in restricted and public modes.
The tool can be made use to exchange documents with external users, but with few limitations.
Chatter comes in versions of Classic and Lightning Experience.
Can Salesforce documents be used on a mobile device?
As for document management tools parse, they are available with limited functionality in the native Salesforce mobile app
To be specific, you can access files but honestly can’t reach Documents. Which means users can view and share content, as well as use a global search to find files in libraries.
Unfortunately, mobile users can’t:
- Change, delete, archive, or restore docs
- Create or modify content packs
- Contribute to, subscribe to, and change libraries
- Manage comments
- Filter content by tags
All this can be an obstacle for collaboration with remote sales teams.
No need to worry about it – to overcome these limitations, you can turn to IT consultants to get a solution.
Does Storage on Salesforce have a limit? And if yes How Can We Get Around it?
Unluckily Salesforce platform has a limit on storage.
But the headline is that you can make use of other cloud-based storage services like Dropbox or Google Drive to store files digitally in your document management program. You can use Salesforce File Connect to make your life easier.
What Are the Main Reasons to Switch?
Salesforce Document Management is intended to work seamlessly with the leading platform. This means that downloading the add-on is all you need to do.
No additional steps are included that need to be made to Salesforce. Did you read that it’s free for Salesforce users to use? – Yes, you have read it correctly!
Making a move to using Salesforce Document Management will need to be done vigilantly. You need the precise team of experts around to make an even transition.
Docupile is your team of experts. We know Salesforce inside and out. Let’s together get your company where it is destined to go. Contact us today!