Salesforce data Storage Limit has been reached. Please contact your administrator.
That’s a message that no one wants to see. Hitting the Salesforce data storage limit is a huge headache. If your organization is close to hitting this limit, there are extra costs involved that hurt your bottom line. Want to avoid this issue before you run into all the possible pitfalls? In this post, we’ll explain the top five things you should do to avoid hitting the Salesforce data storage limit.
The importance of managing your data before you hit the limit.
Before we jump into Salesforce management data strategies, it’s important to take a step back. Understanding the “why” behind these strategies can make the value of taking these steps clear. There are three reasons why you should focus on managing your Salesforce data well before you ever face the limit.
If your org hits the storage limit and you don’t have a plan in place to manage this data, you’ll have to pay for extra storage. Some refer to this as one of the “hidden costs of Salesforce” that can come as a surprise to some admins.
When your org hits this limit and you aren’t managing your data well, you may delete data in a panic and attempt to get back under the limit. This can be disastrous for businesses and not uncommon. ⅓ of all data loss is due to human error.
Beyond the two major issues above, not managing your data well can lead to reduced productivity. Sorting through a bunch of data your organization doesn’t need is a huge waste of time.
If you’ve already hit this limit, however, hope is not lost. You can put strategies in place to manage your data better and get back under the limit.
Next, let’s take a quick look at the steps you should take in your org. Consider this your Salesforce data monitoring and management checklist.
5 steps to prevent hitting the Salesforce data storage limit:
- Know what items require storage
- Analyze your use of storage
- Keep Salesforce data clean
- Build a data deletion process
- Use a third-party Salesforce backup solution
Now that you know what the 5 steps are. Let’s dig a little deeper into each one. Then, you’ll know exactly how to avoid hitting the limit.
Know what items require storage
Do you know items count towards your Salesforce data storage limit? Understanding what the items are can help you determine what data you need to keep and what data you can get rid of. (More on this below). According to Salesforce, these are some of the items that require storage in Salesforce:
- Article types (format: “[Article Type Name]”)
- Article type translations (format: “[Article Type Name] Version”)
- Campaign Members
- Case Teams
- Custom objects
- Email messages
- Forecast items
- Google docs
- List Email
- Opportunity Splits
- Quote Template Rich Text Data
- Tags: Unique tags
Does that list seem long to you? This isn’t even the full list of items that will use up your Salesforce storage. Understanding what actually takes up your Salesforce data is a good first step if you want to avoid hitting the Salesforce data storage limit. Salesforce provides more information on monitoring your data and storage here.
Analyze your use of storage
Now that you know what data to look at, it’s time to analyze how you’re using your data storage. To avoid hitting the Salesforce data storage limit, you first have to understand how you’re using storage. You can do this by going to Setup > Storage usage. Here, you’ll see what objects take up the most storage space for your organization. You may be able to archive or delete some of this data to save space.
Keep Salesforce data clean
Nothing will make you hit the Salesforce data storage limit faster than keeping a bunch of bad data or data you no longer need. Don’t hoard data. Instead, regularly check for bad or incomplete data to free up more space. You can complete this process manually or use third-party tools to help you identify and remove dirty data from your org.
If you want to know more about keeping data clean and how to get rid of dirty data, click here to read a post that we published on the topic.
Build a data deletion process
Even though it’s important to keep your data clean, we don’t want to encourage you to go on a data deleting spree. This can quickly create a more pressing problem and lead to data loss. This is why it’s important to create a process for deleting data. How often should you delete data? What qualifies as bad data? Who is responsible for deleting data? Building out that process can help you avoid the risk of accidental data deletion while making an effort to stay under the data storage limit.
Use a third-party Salesforce backup solution
Backing up your data with a third-party solution can also help you avoid hitting the Salesforce data storage limit. Many Salesforce admins hesitate to delete data. They don’t want to run the risk of deleting something that may need to be returned later. However, isn’t a concern when you have a backup solution. Having a third-party solution is cost-effective in this case because. While they are an investment, they can save you from the costs associated with getting extra Salesforce storage.
Looking for a Salesforce backup solution?
It’s critical to have a plan in place to keep your data safe and avoid hitting the Salesforce data storage limit. If you’re looking for a feature-rich solution, Reflection is the right choice for your organization. Reflection Enterprise is an on-premise solution that can easily automate the replication and backup of your data for you and provide restoration capabilities. Want to see what Reflection can do for you? You can go here to request a demo or start a free trial of Reflection Enterprise today.