Salesforce users who have been working with the system for a while may be using the “Notes & Attachments” related lists, however there is another option that should be considered. With the Winter ’16 release, Salesforce launched “Files“. We believe that the newer Files function is worth exploring for you and your clients. Within Files, the “Preview” link provides a quick way to view files, while the “Share” feature allows the file to be shared even with users outside of Salesforce. Additionally, to keep track of multiple versions of each document, there is a “Version” history provided. Although the functionality of Files provides many benefits, please be sure to keep in mind the additional storage requirements needed when storing documents directly on Salesforce.
Are you utilizing the Checklist for Salesforce app? If not, you may want to consider it for future implementations. We’ve found it can be extremely valuable for managing documents on Salesforce. Benefits of the Checklist for Salesforce app include:
- 1. Gives your Borrowers, Vendors, and Dealers a place to upload their documents directly to the Checklist
- 2. Allows internal employees to Drag & Drop documents in to the Checklist
- 3. Creates a complete audit trail to ensure all necessary documents are receive
- 4. Integrates with Salesforce Native Files, Box.com, and Dropbox
To see this app in action, check out this short overview video.
Storing borrower documents is a challenge for many of our lender partners. Historically, lenders would have a file server and create their own folder hierarchy to store their documents on that server. While this allows for easy access and organization, it also presents the lender with obstacles they must overcome. Utilizing this type of storage process requires users to login to yet another system, can lack necessary security requirements, and is typically inconsistent at best.
Increasingly, lenders want/need a document storage system integrated with Salesforce. By assimilating storage needs within Salesforce, users are able to create a one-stop-shop for their needs. This allows for more consistent security applications. Additionally, taking advantage of a storage system that is integrated with Salesforce also provides backups, version history, and mobile access. These tools can be utilized by users who do not have Salesforce licenses, making them widely accessible.
We provide several Salesforce capable storage solutions for our clients including Box.com, Dropbox for Business and SpringCM. While the majority of our implementations will use Box.com, there are a couple of things to keep in mind when evaluating each of these options for our clients:
Box.com is a free app that requires a business account with a minimum of 3 subscriptions.
Dropbox for Business offers more substantial synchronization features that some of our clients prefer over the Box.com offerings.
SpringCM is a more robust solution that adds workflow capabilities to the document process outside of what is offered through Salesforce.
Additionally, there are many other exchange apps that will also store documents in SharePoint, Google Drive, and others.