Salesforce is an incredibly powerful tool for managing business operations, optimizing sales, and improving customer relationships. However, as your organization grows, one critical yet often overlooked component is Salesforce storage.
Understanding the cost of Salesforce file storage is essential, as your production org can only hold so much data. Once it reaches capacity, the platform may become slow and unresponsive, leading to a frustrating user experience and operational inefficiencies.
Without proper storage management, you could face a tough decision, you may have to pay Salesforce thousands of dollars a month for additional data storage and risk dealing with the issue again in the future, or find a long-term solution to free up space and maintain optimal performance.
This guide will cover the basics of Salesforce storage, offer tips for monitoring and managing your usage, and provide actionable advice for reducing costs. If you’re considering expert support to optimize your Salesforce setup and services, working with seasoned consultants in the market can be useful. Organizations like Selah Digital specialize in delivering tailored salesforce services to help you make the most of your Salesforce investment, ensuring efficiency and sustainability.
What is Salesforce File Storage?
Salesforce File Storage refers to the space allocated for storing files within your Salesforce org. This includes attachments, user photos, and Site.com assets. File Storage is an essential aspect of Salesforce, as it allows users to upload and share files with colleagues and customers. However, it’s crucial to manage File Storage effectively to avoid exceeding your allocated storage space.
How is Salesforce Storage Calculated?
Salesforce calculates storage based on your edition and user licenses. Each edition has a set amount of data storage, file storage, and Big Object storage. Most editions start with a base 10GB of data storage, plus an additional 20MB per user license (10 users = 10.2GB of data storage).
File storage starts at 10GB, with an extra 612MB or 2GB per user, depending on the license type. Big Object storage is limited to 1 million records per org. While these salesforce file storage limits offer some wiggle room, growing businesses will quickly hit these marks as data and files pile up. It’s essential to understand these calculations and plan for the future to avoid performance issues and frustrated users.
What Happens When I Go Over my Salesforce File Storage Limits?
If you’re expecting a big “Storage Exceeded” alert when you run out of Salesforce storage, it won’t happen. Salesforce gives you some leeway, letting you use up to 110% of your allotted storage before things start to break down.
But don’t see this as a money-saving hack—it’s a warning. Once you hit the actual storage limit, new uploads and record creation will be blocked, errors will pop up, and your org’s functionality will take a serious hit. To avoid this, keep track of your storage usage and make it a habit to clear out outdated records and files regularly.
What are the Different Types of Salesforce Storage?
When discussing Salesforce storage, there are two primary categories to keep in mind:
- Data Storage: This is the space allocated for records like accounts, contacts, opportunities, and cases. Every record, no matter how small, counts towards your data storage usage.
- File Storage: This is for attachments, documents, and files uploaded to your Salesforce org like product images, marketing collateral, or signed contracts.
- Big Object Storage: This is for large datasets that remain static over time, such as historical data.
Understanding how to manage CRM data effectively is crucial for businesses looking to optimize their Salesforce storage and reduce costs.
How do I Monitor my Salesforce Storage Usage?
Monitoring your organization’s storage usage is critical to avoiding issues. Here’s how to do it right.
- Log into Salesforce and access Setup.
- Scroll to the “Data Management” section and click Storage Usage.
- This is where you’ll see your current data and file storage usage, as well as a summary of your total storage allocation.
By regularly checking your organization’s current storage usage, you can proactively manage storage limits and prevent disruptions.
What tools can I use to track my Salesforce storage?
Automate your storage monitoring with a third-party app. Tools like OwnBackup or Odaseva provide real-time visibility into your storage usage and offer valuable insights.
What metrics should I monitor?
- Top Consumers: What objects are using the most data storage? (e.g., custom objects, standard objects)
- Attachment/File Sizes: What are the largest file and attachment sizes?
- Records of Inactive Users: How many records do inactive users own?
Monitoring these metrics will help you address storage issues before they become major problems.
How do I reduce my Salesforce data storage cost Limits?
If you’re approaching Salesforce data storage limits, don’t worry—there are plenty of ways to manage and reduce your cost of salesforce file storage.
1. Delete or Archive Unused Data
Is your Salesforce environment cluttered with outdated information? It’s time to declutter. Start by segmenting your data to identify what’s useless. Record types and optimized custom settings can help.
2. Categorize and Delete Unnecessary Files
One of the most effective ways to manage File Storage is to categorize and delete unnecessary files. This involves identifying and removing outdated, redundant, or irrelevant files that are taking up valuable storage space. By doing so, you can free up space, reduce storage costs, and improve your org’s overall performance.
To categorize and delete unnecessary files, follow these steps:
- Identify unnecessary files: Use the Storage Usage page to identify files that are no longer needed or are taking up excessive storage space.
- Categorize files: Use custom settings or record types to categorize files based on their type, size, or relevance.
- Delete unnecessary files: Use the Mass Delete feature or Apex to delete unnecessary files in bulk.
- Monitor storage usage: Regularly monitor your org’s storage usage to ensure that you’re staying within your allocated storage space.
By implementing these steps, you can effectively manage your File Storage, reduce storage costs, and optimize your Salesforce org’s performance.
What is the Difference Between Data Archiving vs. Deleting?
Archiving and deleting data are two different approaches with varying benefits. Archiving is ideal for records you want to retain but don’t need immediate access to, while deleting is perfect for useless or outdated information.
How do I Declutter my Salesforce Data?
Now that you’ve segmented your data, it’s time to get rid of the junk. You have two options:
- Manual Deletion: Dig through records and delete them manually or use the Mass Delete feature (if you have the necessary permissions). Keep in mind this method is limited to standard objects and 250 records at a time.
- Automatic Deletion: For a more hands-off approach, there are paid apps on AppExchange that offer bulk deletion capabilities. You can also use Apex to create a Scheduled Apex class to wipe out records on a set schedule. Just be sure to keep the code updated, as broken processes can get expensive.
What about files?
External Storage Options
Instead of using Salesforce storage (which can be expensive), integrate external cloud storage options like Dropbox, Google Drive, or AWS. These allow you to store large files at a fraction of the cost.
Compress Files
One of the easiest ways to free up file storage space is by compressing large files before uploading them to Salesforce. WinZip and TinyPNG are great tools for reducing file sizes without sacrificing quality.
How to Optimize Salesforce Metadata?
1. Unused Workflows, Triggers, and Automation
Old workflows and triggers can linger in your org. Take a closer look at your automation tools like Approveable, AutoRamp, or Heller Reporting, and deactivate or delete unused configurations.
2. Unused Fields and Custom Objects
Unused fields and custom objects waste precious data storage. Work with your team to identify unused fields and clean them out on a regular basis.
What alternative storage options are available?
If you’ve exhausted all internal optimization options, it’s time to look at external storage solutions that won’t break the bank.
Is buying more Salesforce storage a good solution?
If you are thinking that adding more storage to your Salesforce account will solve your space issue, it might patch things over temporarily, but it’s a band-aid fix. Salesforce pricing for additional storage can be quite high, with 10GB costing around $880 a month, or file storage is $33 per month.
Salesforce file storage price can vary depending on your specific data needs and usage patterns. However, if your org is creating a high volume of records daily, that extra space will disappear quickly, and the cost of Salesforce file storage can become a significant expense.
Before you know it, you’re right back where you started, purchasing more storage and watching costs add up month after month. Is paying hundreds of dollars per GB really the way to go? If so, you might want to reconsider what’s best for your budget—and your sanity.
What external storage options integrate with Salesforce?
External Cloud Storage Pros and Cons
- Pros: Inexpensive, scalable, and easy to set up with Salesforce.
- Cons: Requires extra setup and training for your team.
Top Salesforce data archiving tools
- AWS
- Box
- Dropbox
Conclusion
Salesforce storage management is more than just avoiding limits; it’s about creating a scalable, efficient system for your growing business. By monitoring usage, decluttering data, and exploring alternative storage options, you’ll save money and ensure optimal performance in your Salesforce org.
If you’re eager to learn more about optimizing your Salesforce setup or ready to schedule a consultation, don’t hesitate to reach out. Selah Digital is here to help you get the most out of your Salesforce org!
