Salesforce Data Storage: A Comprehensive Guide

By: Published: September 29, 2021

What is Salesforce Data Storage?

Salesforce is a popular cloud software among companies for customer relationship management (CRM). With Salesforce, companies are able to establish better connections with partners and potential customers. Companies also use Salesforce to market to customers, track customer activity, and perform many other activities. All the business activities are handled by Salesforce and a huge volume of data is stored in Salesforce Data Storage.

When using Salesforce, the amount of data that you’re handling may grow too big. Due to this, you need to come up with proper ways to manage such volumes of data to avoid a degradation in Salesforce performance by optimizing Salesforce data storage. You may not be handling such volumes of data daily, but each Salesforce user should know how to manage huge volumes of data. 

Having a solid data management and architecture structure to handle data will set up your organization for success. 

In this article, I will show you how to optimize Salesforce data storage. Here is an outline of this blog.

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What is Salesforce?

Salesforce is a customer relationship management (CRM) product that helps bring companies and customers together. It’s an integrated CRM platform that gives all your company departments a single, shared view of each customer. 

Before Salesforce, companies hosted their CRM solutions on their own server. Due to this, companies took a lot of time and cost to have their own CRM solutions. Even after setting up a CRM solution, it was not easy to use it. This changed after the introduction of Salesforce. 

Salesforce delivers affordable CRM software completely online as a service. The idea behind Salesforce was to do away with the lengthy installation process for CRM software and move everything to the cloud. 

To use Salesforce, you can access it from the following URL:

https://www.salesforce.com/

You need to have a Salesforce account in order to be able to use Salesforce services. 

What are the Salesforce Data Storage Types?

File Storage and Salesforce Data Storage are the two types of storage available in Salesforce. The term “File Storage” refers to the area set aside for the storing of data (e.g., attachments, user photos, and documents). The term “Salesforce Data Storage” refers to the designated space for storing records (e.g., Accounts, Opportunities, and Cases).

The complete list for each storage type can be found below.

1) File Storage:

  • Attached documents
  • Files tab contains Salesforce CRM Content Chatter files, which include user photographs.
  • Site.com assets have a custom file filed on Knowledge articles.


2) Salesforce Data Storage:

  • Members of the Campaign
  • Cases
  • Case Study Groups
  • Contacts
  • Contracts
  • Objects made to order
  • messages sent by email
  • Items in the Event CalendarAccounts
  • Types of articles
  • Translations of article types
  • Campaigns
  • Ideas for Google Docs
  • Email Notes for Leads List
  • Opportunities
  • Splitting Up Chances
  • Orders
  • Quotes
  • Rich Text Data Solutions Quote Template 
  • Tasks with their own tags
  • All Field Service-related artifacts Enabling lightning

Salesforce Data Storage Best Practices

Here are some best practices tips that one should follow while building your Salesforce Cloud Storage Management strategy.

  • Merge or integrate those objects that are not related to CRM.
  • Reduce the size of data by archiving it because reducing the volume of data cuts the cost of using Cloud Storage and also increases the performance.
  • Large objects need data optimization.
  • Don’t use data in Salesforce that doesn’t belong to CRM.
  • Document every release with corporate standards.

Data Storage Salesforce Pricing

All the Salesforce Data Storage subscriptions are billed annually. It offers 4 pricing editions – Essentials, Professional, Enterprise, unlimited. The Essential package will cost you $25 per user per month, which will give the basic access to Salesforce Data Storage.

The most demanding one is the Enterprise edition which is subscribed to by many companies. All 4 editions will deliver the same speed but different storage capacities for records and other features.

Salesforce Data Storage Pricing
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Salesforce Additional Data Storage Costs

Salesforce also offers additional Salesforce Data Storage that helps companies get extra Cloud Storage and don’t need to upgrade the plan. Salesforce provides additional Cloud Storage in blocks of 50 or 500 MB that costs up to $125 per month. Also, it gives storage on rent for 1GB of storage for $5 monthly.

Salesforce charges additionally for services and 24/7 customer support till the time you use Cloud Storage. Implementing the Salesforce Data Storage can cost between $5,000 and $80,000. The IT support charges 15% of the license price.

For mobile device support, you might require hiring a professional application developer that can cost around $50,000 to $250,000. 

Data Storage vs. File Storage Salesforce

The Salesforce Data Storage capacity for Contact Manager, Group, Essentials, Professional, Enterprise, Performance, and Unlimited editions is 10 GB. While the Developer gets 5MB and Personal gets 20 MB of Salesforce Data Storage. 

The File Storage allocation per user license for Contact Managers, Groups, and Professionals gets 612 MB, Enterprise and Unlimited edition get 2 GB.

Limitations

Although it is possible for you to optimize Salesforce data storage, you will experience the following drawbacks:

  1. It may be difficult for you to identify what is causing a degradation in performance. 
  2. The optimization process may take a long time, especially when you have to remove data manually. 
  3. You may be required to purchase an external tool to help you optimize your Salesforce data storage. 

What happens when you run out of Salesforce Data Storage?

When you reach the Salesforce Data Storage limit, Salesforce will send an email to your administrator informing them that they must either:

  • Delete files and/or data from your instance to clean it up or
  • More Salesforce Data Storage should be purchased.

Records will no longer be able to update and processes will break down if nothing is done to reduce the number of files and/or reduce Salesforce Data Storage or to increase storage size.

The fact that file and data storage are updated asynchronously adds to the problem, as new records are not instantly reflected in storage. In layman’s terms, this means that if you upload a significant amount of data and don’t see it right away, you may unknowingly exceed your storage limit.

How much Salesforce Data Storage do you have?

The quantity of storage you get for each storage type is determined by your Salesforce edition and the number of users you have (see the table below for a breakdown).

If you have the Enterprise edition with 20 users, you’ll get 10GB of data storage plus an extra 20MB per person (10.4GB total) and 10GB of file storage plus an extra 2GB per user (50GB total).

Salesforce Data Storage Capacity for each edition
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How to Check your Salesforce Data Storage?

Navigate to Setup and type “Storage” in the Quick Find box to examine your organization’s storage usage. To see the Limit, Amount Used, Percentage Used, and Usage Breakdowns for each storage type, click on the Storage Usage. It will also show you who the most popular users are for each genre.
You’ll have a lot better sense of where you need to expand storage space after obtaining data points on your Salesforce Data Storage consumption.

Checking Salesforce Data Storage
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How to Increase your Salesforce Data Storage?

There are several options for expanding your organization’s Salesforce Data Storage capacity”

  • Using tools like Salesforce’s Mass Delete Records function (enter “Delete” in the Setup Quick Find box), Salesforce Data Loader, or any other Third-Party similar data movement tool like Hevo, you can manually eliminate superfluous files and/or data.
Deleting Records from Salesforce Data Storage
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  • If removing files and/or data isn’t an option, you can use App Exchange programs to clean up files and/or data. To help free up data storage for your Salesforce instance, apps like Task Archiver can relocate tasks to files or delete tasks that fulfill user-defined criteria.
  • Last resort options include purchasing additional Salesforce Data Storage or upgrading your Salesforce edition, both of which can be costly. Maintaining a well-maintained instance and staying ahead of difficulties requires a robust business workflow and methodology.

Issues Caused by Large Data Volumes

Large volumes of data are associated with performance-related issues. 

Examples of such issues include longer than expected search times, longer record saving times, long wait times to access records and populate fields on the screen, and other actions taking too much time to be completed. 

Other than performance issues, large data volumes can cause record locking issues on parent records with large numbers of child records. Every time that a child record is saved, its parent record is locked temporarily. This means that if thousands of child records are to be updated simultaneously, their corresponding parent records will remain locked for long periods of time. This is a huge inconvenience!

Next, I will be showing you some of the actions that you can take to protect the performance of your organization and see success when using Salesforce. 

Part 3: How to Optimize your Salesforce Data Model and Avoid Performance Degradation?

Take the following measures:

#1: Build an Effective Archiving and Reporting Strategy

Salesforce has a number of tools that can help companies with large volumes of data to handle their data. 

These tools can work wonders, but they won’t be very effective without a proper underlying plan on how to utilize them. 

So, you must come up with effective data management and reporting strategy before you can implement any technical strategy. 

#2: Choose a Data Management Tool

Now that you have a proper data management strategy, it is time to determine the best way to execute it. 

The good thing is that Salesforce comes with a number of tools that can help you do that. 

Examples of such tools include the Data Storage Optimizer which was designed for Salesforce.org customers and Big Objects which helps Salesforce users to archive their data without the need for an external application.

#3: Remove Unnecessary Data Manually

If there is unnecessary data stored in your Salesforce account, you can delete it. This is good for preventing the degradation of performance from occurring. There are a number of tools that you can use to delete data manually:

  • Salesforce’s Mass Delete Wizard- This is a web-based deletion wizard provided by Salesforce. 

It allows you to delete Activities, Leads, Accounts, Cases, Contacts, Solutions, Products, and Reports. 

Currently, Mass Delete has a limit of 250 records and can only be used to delete named objects, meaning that it will not be a silver bullet for you. 

It is available in all Salesforce editions except Database.com in which it is available as an API for custom object removal only. 

  • ETL (Extract, Transform, Loading) Tools- These tools are mostly used for data migration but they can also be used for data removal. 

A good example of an ETL tool is the Salesforce Data Loader which can delete data from Salesforce and access all Custom and Standard objects. A SOSQL relationship query or a .csv file with the records to be deleted will be needed. 

Other popular ETL tools include JitterBit and Dataloader.io. Most ETL tools are paid and they need a significant evaluation to ensure that they meet your requirements. 

Ensure that the ETL tool that you choose supports your Salesforce edition. 

#4: Remove Unnecessary Data Automatically

If you need to spend only a little time removing data, you can automate the process using Storage Helper, which is a native Salesforce AppExchange app. 

Although it has a paid edition, you can begin by using its Free Edition. 

However, it’s paid edition is priced cheaply compared to what you will get in terms of data removal. 

#5: Purchase Additional Salesforce Data Storage

If you don’t want to remove your data, you can consider buying additional storage space. However, this can be expensive for you. 

You can also choose to use the higher per-user data storage limits offered to the users of Performance and Unlimited editions. 

The good thing about purchasing additional storage is that you will not have to worry about removing data. 

Part 5: Use Hevo Data

Hevo Data provides its users with a simpler platform for integrating data for analysis. 

It is a no-code data pipeline that can help you combine data from multiple sources like Salesforce for free and visualize it in your BI tool. 

It provides you with a consistent and reliable solution to managing data in real-time, ensuring that you always have analysis-ready data in your desired destination. 

Your job will be to focus on key business needs and perform insightful analysis using BI tools. 

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Conclusion

This is what you’ve done in this article on Salesforce data storage:

  • You have learned some of the issues that you may experience as a result of large Salesforce data volumes. 
  • You have learned some of the measures that you can take to optimize your Salesforce data storage. 
Nicholas Samuel
Freelance Technical Content Writer, Hevo Data

Skilled in freelance writing within the data industry, Nicholas is passionate about unraveling the complexities of data integration and data analysis through informative content for those delving deeper into these subjects.

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