MaxxVault Adds Document Management to SalesForce.com
SalesForce CRM may be the most popular CRM for large enterprise, but it doesn’t have much to offer along the lines of document management. Sales Reps need help – it’s still missing a document management solution component. Sales Reps are forced to store documents locally on their pc, or in a personal cloud storage app – not a good idea.
I get a lot of questions from Sales Reps all the time that are challenged by this question. Too much time is often spent looking for or updating documents and contracts etc. that are part of the selling process. After all in SalesForce.com you’ve got to manually upload your documents of courses, but then to search for them you’ve got to spend time searching by file name (argh!!) or a tag kills our productivity. The time sales teams spend searching for relevant information has become a roadblock to effective sales enablement. Sales Reps need to have access to 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. Content is King.
Salesforce doesn’t do a good job supporting high document volume or high storage requirements. You’ll probably agree that Salesforce is not your primary content storage 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’re storing the majority of your content in multiple locations, by now you’ve likely heard how bothersome it is for your sales teams to access the data while in Salesforce.
To increase the value of Salesforce, an integrated effective document management solution is a vital asset. Reps need to instantly access 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 complexity to the story.
It’s 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 could result in delays in closing deals, more mistakes and deals slipping ultimately affecting your bottom line. Not the best way forward given the busy life of today’s Sales Reps.
I’ll bet you’d love to be able to add a few things to your wish list … how about having quick 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. Let’s also add records management capability within Salesforce to the wish list – you could ensure documents are locked and archived for future reference once signed off. And wouldn’t it be nice to have an automated naming convention based on data captured from the documents. If I were a Salesforce user and all my wishes came true I’d be able to spend more time pitching to prospects, and working on the profitability of my deals – just be being a bit more organized.
Connectis Group is in the Document Process Automation space and we provide a MaxxVault Document Management for Salesforce making your Salesforce content searchable and actionable outside of Salesforce and enables 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 enables 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 enables 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 the MaxxVault Salesforce Connector, 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 in MaxxVault. This integration automatically archives your Salesforce content and make it fully searchable outside Salesforce via MaxxVault and it enables users to search documents based on the Salesforce record data as well as the text inside the document itself. Connecting MaxxVault to Salesforce enables 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 provides services to scan 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 can help you manage both physical and electronic information from creation through disposition. Integrated electronic document and records management enables 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.
As a cornerstone of Connectis integrated Information Governance portfolio, MaxxVault Document Management System enables you to meet your requirements today, while catering for your information governance needs of the future. Call Connectis at 905-695-2200 to learn more about the benefits of next-generation document management solutions and how MaxxVault fits into your business flow.