3 Salesforce Documents Collaboration Tips

Salesforce.com Documents is an integral part of the overall system which your organization can use to align your team’s processes and execution.  Security and sharing are part of the Salesforce Documents object structure.  Making this part of how you get business should consider these strategies:

  1. Organize By Folders. As you store resources for various parts of your organizations, use folders to store information.  Your support team may need different items than your sales team.  Marketing may need more graphics.  Be sure to tag each item so that your team can find items easily.  Having items which are organized but unused makes your efforts useless.  Think about how people will find what they are looking for and organize accordingly.
  2. Create Custom Email Templates. Associate your respective files with email templates that attach the documents to outbound standard communications.  This increases speed and productivity as your team is able to send items to prospects and customers such as tip sheets, marketing materials, support steps or investment reports.  As you update the respective files in the Salesforce.com Documents record, the association will be retained across your email templates.  Outbound communications from your team will always remain current this way.  Be sure to use footnotes that show the version number or updated date to help everyone know the last revision.  Mass email can be used strategically with integrated Documents attached as well to ready personalized email templates.
  3. Manage Your File Sizes. You have a limit to your file storage sizes.  If you are storing pdf files, then compress these.  This can be done even further from the original in many cases.  Manage your data storage by eliminating unused files and keeping things lean.  Your document storage limits can be seen in the Salesforce.com Setup area.  If you are managing large amounts of data in Salesforce.com, there are a few other options to manage your data usage:
    1. Attach Google Docs. Use an integrated Google Docs approach to use Google’s storage via web documents.
    2. Integrate A Cloud Document Management System. A full document management system with check-out and check-in privileges with revision controls and a data structure may be more suitable.  There are a variety on the market which we implement.  Be sure to understand the processes in your company and get the right system.
    3. Buy more Salesforce.com Storage. There is a monthly fee which you can add to increase your storage limits.

Salesforce.com Documents work as an integrated part of resources internally for your team’s knowledge sharing or externally to communicate with customers, partners and prospects.  Avoid allowing this data object from being disorganized or without its strategic potential.  Its relationship to your email templates and other data needs to be considered and managed within the context of well-designed Salesforce.com process and a Salesforce.com Roadmap. Or get Salesforce consulting help to clarify your own approach.

How are you using your Salesforce.com Documents?

Published by Don Dalrymple

I partner with founders and entrepreneurs in startup businesses. I write and consult on strategy, systems, team building and growing revenue.

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