Your full-sized activity object might only show a few first rows in the view window, but piles of email data are taking a toll on your Salesforce data storage.
In Salesforce, each email received from the customer’s end is reflected in the ‘Email’ tab from the ‘Activity’ object. If the user assigns Email-to-Case, Salesforce logs into the customer emails to automatically transform them into cases or other associated objects in the backend database.
Here, the activity object links the Email Message records to Task records. Emails directly sent from Salesforce are saved as Email Message records and Task records which reside in the default Salesforce data storage space. As your email threads lengthen, you start collecting data in exponentials within Salesforce.
To understand better, this is how users receive email in Salesforce & how it is stored in the platform data storage space.
Daily your Salesforce inbox must be receiving a volume of emails as communications in your Sales/Service Console, generating pipelines for your sales & service agents, and ensuring customer success. Especially in situations like hype cycles, the email influx can put strain on your assigned Salesforce platform storage, if you are not managing your Salesforce data growth actively.
Let’s understand the challenges of email data growth in Salesforce & how email archiving helps.
The struggle is real! This is because 70% of platform managers or solutions architects who approached us for Salesforce storage optimization mention struggles with email growth management. Moreover, it has always impacted operations. Especially, businesses with Salesforce CRM licenses over decades will be hoarding years of old data for compliance. Salesforce imposes data storage limits based on the edition and subscription level, with more emails getting piles over time, The following are the consensuses they faced
Balancing the ever-increasing volume of emails with Salesforce data storage limits is a challenge many businesses face. To address these serial challenges, it’s mandatory to find the eye of the storm, let’s check out the best practices to manage the email influx and improve your Salesforce storage efficiency.
In the most recent release of Salesforce spring tools, automation will be playing a major role in the InFlow of the Salesforce Inbox. Features like automated data entry will allow you to automatically log in customer emails and events to the relevant Salesforce records. In such cases, if a very old customer replies to an old case email, – enquiring about product availability, Salesforce by default may end up re-opening the cases where the service agent has nothing to resolve.
The best way to avoid such scenarios is to assess and tier the data based on importance get it archived and isolate the data from the current production environment for better data relevance in Salesforce. For reference, you can adapt to this data tiering approach to manage the email influx in Salesforce
DataArchiva had been a default choice for many regulated companies like healthcare, manufacturing, public service firms, finance institutions, and e-commerce aggregators for long-term data retention. As most of their email conversations capture sensitive information, even if the Salesforce data is over 5 years old, regulations like HIPAA, FINRA, etc. don’t allow data deletion till a certain period.
DataArchiva allows you to schedule an auto-archive of your email message data from Salesforce, but it also comes with top-notch compliance and security features like policy-based archiving and provides advanced encryption AES 256 to protect the data-at-rest. It provides two archiving solutions, one is a 100% native application to archive data in Big Objects and an external archiving application to leverage your AWS, Azure, Heroku, or On-prem Systems to archive Salesforce data with 100% ownership & control.
As immediate benefits of archiving Salesforce email data with DataArchiva:
To get more clarity, check out this success story about this consumer electronics giant gaining voltaic agility after bulk archiving email messages from Salesforce with the help of DataArchiva.
Manoswita is a passionate writer, researcher, and Trailblazer in Salesforce community with a diverse background in marketing, education, cloud technology, data security, and compliance. With a Master's degree in Technology & an executive PGD in Machine Learning & AI, Manoswita brings a unique blend of creativity and analytical thinking to empower and educate her audience with her knowledge articles. In her free time, Manoswita enjoys reading, working with the rescue team, spending time at animal shelters, compose music and experiment at kitchen. She is also passionate about environmental sustainability and volunteers her time to various eco-friendly initiatives.
Manoswita Naha