Tricks, and tools to maximize storage across Salesforce, Google Drive, Dropbox, and third-party apps

Introduction

Cloud storage is vital for businesses today, but it can get costly as files pile up. With platforms like Salesforce, Google Drive, and Dropbox, it’s easy to reach storage limits faster than anticipated. 

Fortunately, there are ways to optimize space, often without upgrading your plan. This guide dives into the best tips, tricks, and third-party tools to maximize cloud storage and keep costs low.

1. Salesforce

Salesforce storage is split into two types: Data Storage and File Storage. Both have distinct uses and managing them well can prevent costly upgrades.

 Data Storage Tips

1. Archive Old Records: If records aren’t actively used, archive them outside Salesforce. Tools like Heroku or BigObject can store data inexpensively.
2. Reduce Attachments: Use Content Delivery Networks (CDNs) for large files. For instance, send links instead of attaching files directly in records, which saves file storage space.
3. Consider Field Archival: Clean up unnecessary fields, as large fields (e.g., text areas) consume more space.
4. Opt for third-party apps for storage: Salesforce storage packages and upgrades can be costly. Instead, opt for third-party apps for unlimited storage. For example, DocuVault lets you store unlimited files and is built on the Salesforce platform hence integration requires no hassle. 

 File Storage Tips

1. Optimize File Storage Limits: Use Quip or Google Drive Integration to handle file storage externally. Salesforce recommends leveraging external apps for larger files to save on its File Storage.
2. Enable File Compression: Use third-party compression apps, like DocuVault, Cloudingo or Gearset, to reduce file sizes and optimize storage. 

Pro Tip: Use Salesforce’s Data Loader or SOQL queries to identify unused records. According to Salesforce, archiving inactive data can reduce data storage by up to 20%.

2. Google Drive

Google Drive’s free plan offers 15 GB of storage, which can fill up quickly if you aren’t careful. Here are some tips for managing your space:

 CleanUp Strategies

1. Empty Trash and Delete Large Files: Deleted files remain in the Trash folder for 30 days. Visit drive.google.com/drive/u/0/quota to identify and delete large files directly.
2. Utilize Google Photos Storage Saver: Switch from Original Quality to Storage Saver (reducing file sizes) in Google Photos, which links to Drive.
3. Compress PDFs and Large Files: Before uploading, compress files or reduce PDF sizes using tools like Adobe Acrobat. This trick alone can save around 30% of space.

 Use Google Workspace Tools Wisely

1. Migrate Large Attachments to Drive: Instead of sending email attachments, use Drive links. Gmail attachments count towards Drive storage limits, so converting to links can reduce clutter significantly.
2. Third-Party Integration: Google Workspace integrates with third-party tools like Zapier and IFTTT for seamless automation and space-saving workflows.

Pro Tip: According to Google, managing shared files and moving from Original Quality photos to Storage Saver can reduce storage usage by nearly 50% in some cases.

3. Dropbox

Dropbox’s free plan offers only 2 GB, so optimization is key if you rely on the platform.

 Organizational Tips

1. Smart Sync: Dropbox’s Smart Sync lets you keep files online only, saving local space. This feature is particularly useful for large teams managing multiple projects.
2. Shared Folder Management: If you’re collaborating on Dropbox, make sure shared folders are optimized by removing unused files. Dropbox also provides File Requests to allow clients to upload without using up your storage.

 Compression and Deduplication

1. Use Compression: Zip large files before uploading. Use Dropbox’s File Preview to access zips without downloading.
2. Deduplication with Third-Party Apps: Use tools like Cleaner for Dropbox or Duplicate File Finder to locate and delete duplicates, which can easily reduce storage by 15%.

Pro Tip: Dropbox suggests regular checks on storage activity. Removing duplicates can recover up to 20% of space, making it a quick win for most users.

4. Leveraging Third-Party Storage Apps

For those juggling multiple cloud storage platforms, third-party tools offer a centralized way to manage storage limits, automate tasks, and stay organized.

 Storage Management Apps

1. Docuvault: DocuVault is a secure file storage and document management app seamlessly integrated with AWS S3, Azure Blob Storage, or SharePoint. It enables users to upload and access large files directly within Salesforce. With files securely stored in these platforms, DocuVault ensures easy and secure access from anywhere, on any device.
2. MultCloud: Supports over 30 cloud storage services, including Salesforce, Google Drive, and Dropbox. MultCloud’s “Cloud Transfer” and “Cloud Sync” features allow you to move large files across services seamlessly.
3.  RaiDrive: RaiDrive maps cloud drives like local network drives, making it easier to manage file sizes, locations, and duplicates. Ideal for companies that use multiple cloud storage providers.
4. ExpanDrive: Like RaiDrive, ExpanDrive lets you manage multiple clouds without the need for extensive syncing, keeping storage usage low by accessing files only as needed.

 Deduplication Tools

1. Cloud Duplicate Finder: This tool works with Dropbox, Google Drive, and more, helping users remove duplicate files easily.
2. Easy Duplicate Finder: Also compatible with multiple platforms, this app can identify duplicate files, contacts, and photos, significantly reducing cloud storage use.

Pro Tip: Use a tool like MultCloud to offload older files from one cloud service to another, cheaper one can save both storage and costs. 

5. Additional Tips for Any Cloud Storage Service

Finally, here are some universal tips for managing cloud storage across platforms:

1. Cleanups: Schedule monthly check-ins to delete old files, empty trash, and review folders for unused items.
2. Archive with Cold Storage Options: Services like Google Nearline and Amazon Glacier offer affordable storage for rarely accessed files.
3. Use APIs to Automate: For businesses, automating file deletion and archival through APIs can help enforce storage rules effectively.

Pro Tip: Automating regular backups to an external hard drive and clearing out redundant files every quarter can cut storage usage by 25% on average, based on user data from Zapier.

 Conclusion

Whether you’re managing Salesforce file storage or syncing with Dropbox, these strategies can help you stay within storage limits while keeping files accessible. Always archive older files and opt for third-party apps for the most cost-effective storage. If your File Storage is on Salesforce, our suggestion would be to opt for DocuVault for easily accessible and expandable file storage for globally situated teams.