• Phani Madhav

Salesforce Data Storage – All You Need to Know

Jean is the Salesforce administrator at a leading retail organization based in Paris, France. Recently, he received an e-mail from the IT giant informing him that his company had exceeded the Salesforce data storage limit allotted to it; the e-mail asked Jean either to delete files and/or data records from the retailer’s Salesforce instance or purchase additional data storage. Jean was taken completely by surprise. He didn’t even know that his firm had crossed the data storage cap imposed by the Customer Relationship Management (CRM) solutions provider.

Jean is not alone. Many Salesforce-using firms are not aware that the IT behemoth places a limit on the volume of information that can be stored in their CRM systems. As a result, they don’t constantly monitor the quantum of data stored in their Salesforce instance. This could result in the storage capacity getting exhausted, and when this happens, the businesses will be unable to update their databases, until the excess data is removed from the system or additional storage space is purchased from Salesforce, badly affecting business workflows. Making things worse, data storage capacity is not updated in real time; this means any new data stored is not reflected instantaneously in the storage space, and you can go past the storage limit set by Salesforce even without realizing it.

Today, we will see how you can overcome this problem effectively, in a cost-effective manner. But first, let us examine the various types of Salesforce storage and what you can do with each.

Categories of Salesforce Storage

Salesforce storage is classified into two types viz. file storage and data storage. As its name suggests, file storage is used to store files such as images, documents, spreadsheets and so on. Likewise, data storage is made up of space used to store data records such as those pertaining to customer accounts, opportunities and so on.

We’ll now look at the list of various items that can be stored in file storage and data storage, in detail.

File Storage

  • Attachments to files

  • Files home

  • Salesforce CRM Information

  • User photos and other images

  • Files stored under the documents tab

  • Custom files created on knowledge articles

  • assets

Data Storage

  • Accounts

  • Article types (format: “[Article Type Name]”)

  • Article type translations (format: “[Article Type Name] Version”)

  • Campaigns

  • Campaign Members

  • Cases

  • Case Teams

  • Contacts

  • Contracts

  • Custom objects

  • Data translations

  • Email messages

  • Events

  • Forecast items

  • Google docs

  • Ideas

  • Leads

  • List Email

  • Notes

  • Opportunities

  • Opportunity Splits

  • Orders

  • Quotes

  • Quote Template Rich Text Data

  • Solutions

  • Tags: Unique tags

  • Tasks

  • All objects tied to Field Service enablement

Source: Salesforce

Having seen the types of data storage in Salesforce and what can be stored in each, let us now proceed to look at the quantum of storage available to users of the CRM platform.

Volume of Data Storage Available to Salesforce Users

The amount of data that can be stored in each storage type varies from one Salesforce edition to the other and the number of users of the IT system. Check out this insightful post to know about storage space provided by Salesforce.

How You Can See Your Salesforce Data Storage Usage

You can check the amount of Salesforce data storage utilized by your organization as follows.

1. Navigate to Setup

2. Type the word storage in the Quick Find box

3. Click Storage Usage

You can see the data limit set by Salesforce, amount of storage space used, percentage of storage space consumed and breakdown of each type of storage space. You can also view the top users of each storage type.

So far, we’ve looked at the various types of Salesforce storage, the items that can be stored in each and the amount of storage available. We’ve also seen how to check the amount of Salesforce storage space used. Now let’s learn about data archiving, a very useful method to use Salesforce data storage optimally and reduce storage costs.

Data Archiving – A Proven Alternative to Data Deletion and Purchase of Additional Salesforce Data Storage

We’ve seen earlier that companies need to either delete excess data from their Salesforce database or buy additional storage from the CRM solutions vendor, when they hit the storage cap set by the latter. However, these two options are not always feasible. Many a time, businesses cannot delete precious customer and marketing data as they would not be able to get the right insights without the data. Likewise, they may not be able to buy additional data storage from Salesforce as it is very expensive. In such cases, firms can opt to archive their Salesforce data. Archiving is the process of moving out selected data from the Salesforce system into secure storage systems. Let us now look at some of the benefits of archiving your Salesforce data.

Benefits of Archiving the Data in Your Salesforce System

Considerable Reduction in Salesforce Data Storage Costs

A good data archiving solution helps you to cut your data storage expenditure significantly, by allowing you to retain only the information currently required by you in your Salesforce system. For example, ArchiveIt, our novel data archival product developed for the Salesforce platform, enables you to reduce data storage expenditure by nearly 90%. Check out this interesting post to find out how we helped a retail firm cut its Salesforce data storage costs in a big way using ArchiveIt.

Seamless Compliance with Applicable Data Regulations

You can store your precious business data securely with minimal expenditure in an archive where it cannot be deleted. You can keep the data as long as you need it or as required by the law.

Archived Data Can Be Accessed Very Quickly

Archived data can be retrieved very quickly, whenever required, without any hassles. For instance, ArchiveIt leverages Salesforce Lightning Connect to ensure you can handle archived data with the same ease as the data in your Salesforce org.

As you can see, you can overcome the problems associated with the data storage limit imposed by Salesforce, very effectively, by archiving excess data in your Salesforce system. At Workbox, we help you use your Salesforce data storage space in a highly optimal manner. Our rich experience gained by enabling many firms in diverse industrial sectors make the best use of their data allows us to develop the ideal solution to meet your data storage requirements.

Hope you enjoyed this post. How do you manage the data in your Salesforce system? We’d love to know.