Salesforce data: where is it stored?
Salesforce data and file security and storage costs are admins’ top priority. Your teams love the Salesforce user experience and it’s a sure driver of sales productivity, so document storage is of no big concern for them.
But management and admins are keen to keep up with the ever-changing compliance landscape which requires certain proprietary documents to be stored on premises.
This can be due to various reasons, including actual compliance or security concerns, or the fact that specific company, customer data cannot be stored off-shore due to varying laws by country.
For example, a transnational enterprise with headquarters in Europe, MUST maintain certain data on premises. Their salespeople in the United States, however, need access to specific documents, which cannot be stored in the cloud as is the default case in Salesforce.
Enter a Salesforce Lightning-ready solution – Document Extractor – coming soon to AppExchange.
Document Extractor is an integration tool that provides a solution for transparently storing files uploaded to Salesforce in SharePoint.
Read on to discover how you can store your essential Salesforce data and documents on-premises, and kill data storage costs at the same time.
What about Salesforce and G Suite by Google Cloud?
First and foremost, not all organizations want to store their data in Google Drive. Moreover, your data and documents will still be stored off-site in cloud data centers. Therefore, even if this is a way to slash Salesforce data storage costs, it is not the solution for keeping up with compliance and security requirements. Not to mention the unparalleled document management capabilities of SharePoint.
Salesforce and SharePoint data storage: What are the costs?
Salesforce storage consists of two categories: File storage and Data storage – each comprise specific Salesforce items. Based on your Salesforce edition, all Orgs will receive an initial 10GB of file storage. Data storage, on the other hand, is typically based on a per-user limit.
In this example, we’ll refer to the most-popular, Enterprise edition. This edition allocates 2 GB of file storage per user license, while at minimum every Org receives 1 GB of data storage space.
(please be aware, as we’ve discovered, this can vary depending on your specific license. The Salesforce forums are great place to dig deeper and see what others are saying).
For additional data (document) storage, according to this blog, “Last I heard it was $250/GB/month.”
Maybe it’s time to consider a document stubbing service you can hedge, after all.
SharePoint storage costs are straightforward: As part of Office 365 Business premium package you get all the essential Microsoft services and 1 TB of OneDrive storage. Of course, you can move and manage files between OneDrive and SharePoint, while sharing files securely inside and outside of your company, among many other benefits.
Your strategy and the hybrid SharePoint ecosystem
Independent research carried out this year reveals some interesting facts about the hybrid SharePoint ecosystem. As we see in data and system integration hybrid solutions – combining the right mix of cloud-based services and on-premises solutions – are being implemented across the enterprise and government levels.
In this report a survey was carried out to determine the size of the hybrid SharePoint market. It comprised 626 SharePoint professionals across 54 countries, representing 510 unique companies, ranging in size from fewer than 10 to 10,000 employees.
The survey reveals that customer demand is still highest for SharePoint on-premises, while about 32% of users were utilizing a hybrid solution.
One of these hybrid solutions, could be CRM management in Salesforce; collaboration and document management in SharePoint on premises. Essentially, for Salesforce users and compliance-savvy managers, the best of both worlds.
Salesforce and SharePoint: benefit from the best of both
As the author of this blog points out “Another feature [of Salesforce] that many organizations find helpful is the ability to organize documents into Libraries. Each library can have different permissions, allowing for tight control in organizations where many departments use Content. Overall, it is a very nice solution but some organizations with a lot of documents may find that the document storage costs can become prohibitive, or it may not be workable if not all users have access to Salesforce.”
And she is spot on. How can you enable easy and secure document access to non-users or external people? Use SharePoint – Online, on-premises or as a hybrid solution.
SharePoint is a collaborative platform and enterprise file storage system with sophisticated controls for security, site collection management, workflows, sharing and more.
Moreover, the above-mentioned survey reveals that, “collaboration”, “document management”, “document sharing”, and “Intranet Services” were the most commonly cited reasons for adopting and using SharePoint in general.”
These top ten business benefits of Microsoft SharePoint even cites, “Help Meet Regulatory Requirements” as the number 3 reason to harness the power of SharePoint. And it’s no wonder. If you need to connect your entire organization across borders and stay in compliance, while enabling access to sensitive information – SharePoint is your go-to choice.
Now, the hybrid option is an integral part of company strategies across the SharePoint ecosystem. Thus predictions for the hybrid market becoming the most common SharePoint environment will likely come true.
Forward-looking companies can therefore hedge on tools and services that align with their business strategies. Such as this one.
Document Extractor: how it works
Once a data item, or document is uploaded to Salesforce, it is detected by the service running in the background, which uploads a copy of the uploaded file in SharePoint. After that, a link file pointing to that SharePoint location is created in Salesforce. As a last step, the original file in Salesforce is deleted.
The service monitors documents related to Salesforce accounts, contacts, leads, opportunities, quotes, contracts, orders, assets, and email messages and create the appropriate folder structure on SharePoint, before placing the document there.
In addition, the service also transfers the information about the Salesforce document creator, editor and owner to SharePoint for easier tracking of the documents. Stubbed files have the same name and extension as the original files and they are searchable from Salesforce Global search.
Moreover, When the service finds two documents with the same name at the same location on Salesforce, it creates 2 documents on SharePoint and it adds a postfix that allows both the files to exist on SharePoint since SharePoint doesn’t allow for having 2 documents with the same name at the same location. The postfix is configurable by the service administrator. Document Extractor supports the newest Salesforce Lightning experience, so look for it soon on AppExchange!
Until then, we invite you to visit our blog to learn more and get in touch with our experts to see what solution best fits your business needs.
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