Anyone who works with Salesforce knows how important it is to always have access to the right version of the right documents. Effective document management is therefore essential to stay productive and prevent errors. However, we still see things go wrong from time to time. In this blog, we share five common mistakes Salesforce users make when it comes to documents and learn how to take document management to the next level.
1. You use different storage systems
We all recognize it: you urgently need a certain document, but you can’t remember where it is: in Salesforce or on a SharePoint site? And if it’s in SharePoint, what folder is it in? You have no idea… The result? Time consuming hassle and frustrating searching for files. Having different storage systems leads to confusion and inefficiency.
2. No use of version control
Another common mistake is the lack of version control. In Salesforce, it can be cumbersome to update documents. You need to download them, edit them locally, and then upload them back to the correct record. This process can lead to lack of overview and conflicts if several people are working on a document at the same time.
3. Insufficient security
In a world where data management and security are becoming increasingly important, it is essential to pay sufficient attention to the protection of your documents. Insufficient security can lead to data leaks, privacy breaches and even legal consequences. You want to avoid these circumstances at all time.
4. No use of automated processes
Manually uploading and updating documents takes time and can lead to errors and – again – endless searching for the correct and most up-to-date document. Not leveraging automated processes, such as workflows and integrations, can hinder efficiency.
5. Lack of audit trails
It is important to have a clear overview of the history and changes of documents, especially if several employees are involved in editing them. Without an adequate audit trail, it is difficult to find out who made what changes and when. This can lead to confusion, errors and even legal issues if proper documentation is not provided.
The best of both worlds
With FILE 365 you get rid of all this hassle and your working life becomes a lot easier and safer. Salesforce ensures that you can find information easily, FILE 365 ensures that you can open and edit your Microsoft 365 files directly from Salesforce, including all the smart functionalities of the Microsoft 365 applications. The SharePoint site per record feature also gives you the option to store all files related to a specific record in Salesforce in a separate SharePoint site. This provides greater visibility and simplifies security, because access to files is controlled by SharePoint site settings. With FILE 365 you get the best of both worlds.
Interested?
FILE 365 integrates SharePoint into Salesforce. Microsoft 365 files associated with a record in Salesforce are stored in SharePoint, but can be accessed from both Salesforce and SharePoint. Open and edit files directly from Salesforce with one click! Interested? Request a demo now without obligation! We’d love to get to know you.
