• 22
    Dec

MaxxVault is a Salesforce’s File Sharing Solution – Article by Connectis Group

It is no doubt that since its launch in 1999 Salesforce Customer Relationship Management (CRM) Software has revolutionized the sales process. Salesforce provides reps with better visibility into customer information and makes account planning easy with customizable dashboards, trending analysis, collaboration tools, etc. As a sales rep myself, I often ask myself this question,”Is this all I require be supersalesman?” Obviously NOT. Most of sales reps would definitely agree with me when I assert that we waste lots of productive time in searching for documents, logging in to Salesforce, then uploading documents. This manual process of searching by file name or tag impedes our productivity.  The time sales teams spend searching for relevant information has become a major roadblock to effective sales enablement. Sales reps need to be able to access the most relevant content whenever and wherever they need it. With advanced search options, we (sales reps) should be able to perform page-based searches to locate the precise passage of text, chart, or image.

Salesforce was created to automate the process of working with your prospect and customer data, but not necessarily to support high document volume or high storage requirements. Salesforce is not your primary content location. While storage space can be added to your Salesforce subscription, and there is an additional library module to help organize your files, however, there are more efficient ways to store enterprise content.  The sales data is now stored in a variety of locations – marketing and sales collateral may be stored on shared drives, company wikis, and on Salesforce itself.  If you are storing the majority of your content at diverse location, you must consider how easily sales teams should access this data for use in Salesforce?

 

For companies to make the most out of Salesforce, an effective document management is vital. Reps must be able to instantly access the most relevant content when and where they need it. While content stored on Salesforce can be organized into libraries or manually tagged, these features don’t really solve the content retrieval problems reps are faced with.  What adds to sales reps dilemma is the surge in popularity of cloud storage services and the diverse location of sales data. We have to access multiple platforms and storage systems (both cloud and on premise) to access the information needed during the sales cycle. We also have to worry about document versions as files get updated and reused. Uniform naming standard, naming conventions and manual tagging are not maintained throughout the enterprise which adds one more horror story to our tales.

 

It is not an efficient use of Salesforce to get to share documents via email, resulting in critical paperwork piling up in everyone’s inboxes, confusion on versions, and lack of a single view on where paperwork is in the process. Too often, companies max out their file storage capacity faster than expected or resort to storing those documents outside of their Salesforce environment, which is neither efficient nor productive. This results in deals taking longer, more mistakes and deals slipping ultimately affecting your bottom line. These methods are unsuited to the pace of today’s business world.

 

If I were to write a letter to Santa this Christmas with Salesforce wishlist, I would ask Santa to provide me with tools that will enable me to have a quick-instant access to Salesforce documents, Salesforce Content (Salesforce record data) and Salesforce Workflow with text based full search capability, and Collaborate and Share my Salesforce documents with latest versions, and invite customers to review contract changes directly during negotiation for faster turnaround times to close deals. I would also wish (being little greedy with Santa) to have records management capability within Salesforce to ensure documents are locked and archived for future reference once signed off. The last wish would be an automated naming conventions based on data captured from the documents. If my wishes are granted this Christmas, I would say by providing sales reps with immediate access to relevant convent, more time could be spent making pitches, increase profitability of the business and turn every sales rep in your company as a supersalesman.

Connectis Group is a Santa of Document Process Automation company that brings MaxxVaultSalesforce Connector making your Salesforce content searchable and actionable outside of Salesforce and allow your sales team to upload documents to MaxxVault directly using MaxxVault  powerful folder rules and workflow capabilities from Salesforce without having to re-train them to use another application. MaxxVault is enabling document and content management capabilities to be seamlessly integrated and compatible with Salesforce.com’s suite of online customer relationship management (CRM) products.  The integration allows users to drag and drop emails and other documents from their desktop directly into the account, expanding and enhancing the information available to Salesforce.com users. With Salesforce Connector for MaxxVault, you can accelerate your deal cycles by applying automation, workflows and collaboration to your Salesforce content and ensure you’re legally compliant once your documents are signed off and stored inMaxxVault. This integration automatically archives your Salesforce content and make it fully searchable outside Salesforce via MaxxVault and it allow users to search documents based on the Salesforce record data as well as the text inside the document itself. Connecting MaxxVault to Salesforce allows clients to create and access documents directly from within the Salesforce environment with an unlimited capacity to store those documents as well as all of the unstructured data that is vital to doing business. What’s more, as MaxxVault Document Management solutions already allow for the scanning of all paper documents, as well as the storing and tracking of all emails, contracts and correspondence, the Salesforce module can also act as a search engine for projects and accounts managed under Salesforce.com.

Connectis help you manage both physical and electronic information from creation through disposition. Integrated electronic document and records management allows you to easily present all evidentiary documentation within the context of business processes and policy—regardless of its stage of life. This approach leads to the seamless flow of information from creation to disposal. Documents progress naturally from being “working documents” or “content in process” to finalized electronic business records, managed according to established retention and disposal policies.