Salesforce document management means storing, sharing, finding and generating documents next to the CRM records they belong to. Natively, Salesforce Files handles uploads, versions, sharing and previews; libraries hold documents not tied to one record; Files Connect brings in SharePoint, OneDrive, Google Drive and Box; and Document Generation creates documents from Salesforce data. External storage or AgentExchange (formerly AppExchange) apps fill the gaps, mainly storage cost and records retention.
This guide was first published in 2020 as "Top 11 Questions Asked For Salesforce Document Management". It has been rewritten for 2026 with Salesforce's current features and limits, a comparison of the options, and a checklist for choosing.
What does Salesforce offer for documents?
Salesforce's native document tools are Files, libraries and CRM Content, Notes and Knowledge; Attachments are the legacy Classic option. Salesforce Help's comparison of Files, CRM Content, Knowledge, Documents and Attachments sets out the native building blocks:
| Feature | What it is for | Status |
|---|---|---|
| Salesforce Files | Uploading documents to records, Files Home or libraries, with versions, sharing, followers and previews | The current standard |
| Libraries and Salesforce CRM Content | Official company documents, such as price lists and brochures, that aren't tied to one record | Current |
| Notes | Notes on records, designed for Lightning Experience | Current |
| Salesforce Knowledge | Articles for service agents and customers | Current |
| Attachments | Files attached to records in Salesforce Classic | Legacy; Notes and Files supersede Notes & Attachments |
Salesforce's notes and files transition article confirms that the legacy Notes & Attachments functionality is being replaced by Notes and Salesforce Files. Some items, such as email attachments, still arrive as Attachments, so you'll see both in older orgs. Our Lightning guide covers the wider move from Classic.
Salesforce file size and storage limits
As of November 2026, a single file can be up to 10 GB in Files, 2 GB in Chatter, and orgs start with 10 GB of file storage plus a per-user amount.
| Limit | Value |
|---|---|
| File uploaded to Files Home, a library or a record's Files related list | 10 GB |
| File in a Chatter post or comment, or on an LWR Experience Cloud site | 2 GB |
| Classic attachment | 25 MB |
| Email message, including attachments | 25 MB |
| File storage, most editions | 10 GB per org, plus 2 GB per user (Enterprise, Performance, Unlimited) or 612 MB per user (Contact Manager, Group, Professional) |
| File storage, Essentials and Starter | 1 GB per org |
Size limits from Salesforce Help's file size and sharing limits; storage from Salesforce Files storage allocations, which also notes that orgs with custom user licences should check their amounts with Salesforce. Your org can set a lower upload maximum, and allocations vary with licences, so check Setup > Storage Usage for your real figures. Storage is the limit most teams hit first: scanned contracts, photos and recordings add up quickly.
Everyday file actions: preview, share and access
From a record or Files Home, users can preview a file without downloading it, upload a new version, follow it to get updates, share it with people or groups, and, if the admin allows it, create a public link for someone outside Salesforce. Access has levels: Salesforce's ContentDocumentLink object reference describes Viewer (can view the file) and Collaborator (can view and edit it). Files attached to a record follow that record's access, so check sharing rules and profiles before you rely on files for sensitive documents, and turn off public links if your policy forbids them. For the wider picture, see Salesforce security for your day-to-day.
How does Files Connect work?
Files Connect lets users browse, search and share files kept in SharePoint, OneDrive, Google Drive or Box from inside Salesforce. Files Connect lets users reach documents that stay in another system, without copying everything into Salesforce. Help lists SharePoint Online, OneDrive for Business, Google Drive and Box as supported sources.
- An admin creates an authentication provider for the external system.
- The admin defines an external data source, choosing per-user authentication (each user signs in with their own account) or a named principal (one shared credential).
- Users who have been given access browse and search the external files from Salesforce.
- When users share or attach a file, it goes in as a copy stored in Salesforce or as a reference to the external file. With a reference, only people with access in the external system can open it.
- To include the external files in global search, the admin creates external objects for the source.
Files Connect suits companies that already keep documents in SharePoint or Google Drive and want sales and service teams to find them from the record. It does not move storage costs if users choose copies instead of references. For a dedicated SharePoint link, see our SharePoint integration.
Generating documents from Salesforce data
Salesforce can generate documents from record data with OmniStudio Document Generation, CPQ quote templates or apps. Quotes, contracts, proposals and letters are often the documents teams need most. Salesforce's OmniStudio Document Generation, explained on Trailhead, uses Microsoft Word and PowerPoint templates with tokens, placeholders that are filled with Salesforce data, and produces Word, PowerPoint or PDF files. Data is mapped with OmniStudio Data Mappers or an Apex class. Check with Salesforce whether your licences include OmniStudio before you plan around it. Other routes are CPQ quote templates, covered in our CPQ guide, and document generation apps such as Techila's document generation for Salesforce. For signatures, see our DocuSign integration.
Native features, external storage or an app?
Native Files suit moderate volumes; Files Connect suits documents already in another system; external storage or an app suits high volumes, retention rules and portals.
| Option | Good for | Watch out for |
|---|---|---|
| Salesforce Files and libraries | Moderate volumes of documents that belong to records; simple sharing and versions | File storage cost; limited records retention controls |
| Files Connect | Documents already managed in SharePoint, OneDrive, Google Drive or Box | Setup per source; previews and search vary by source |
| External storage connector (for example Amazon S3) | Large volumes, scans and media where Salesforce storage would be costly | Security and access rules must be mirrored outside Salesforce |
| AgentExchange (formerly AppExchange) document management apps | Folders, templates, retention, approvals and portals in one tool | Licence cost and another vendor to manage |
Document management checklist
Check volume, current location, access, retention, naming, legacy attachments and real-user testing before you choose.
- Volume and growth. Estimate gigabytes per year and compare with your file storage allocation.
- Where documents live today. If they are already in SharePoint or Google Drive, start with Files Connect.
- Who needs access. Internal users, partners and customers on Experience Cloud sites each need sharing rules; check how files are shared with external users.
- Retention and compliance. Decide how long documents are kept and who can delete them.
- Naming and folders. Agree conventions before migration, not after. Our Data Loader guide covers bulk loading into Salesforce.
- Clean up attachments. Plan to convert legacy Attachments to Files so users have one place to look.
- Test with real users. Before rollout, ask a few reps and service agents to find, share and update typical documents from records, and fix whatever slows them down.
Getting help
Techila is a Salesforce Summit Partner. Our external file storage for Salesforce lets teams manage and access externally stored documents from Salesforce, and our drag-and-drop attachments app is another option for uploads. Talk to us about your document management setup.
Frequently asked questions
Does Salesforce have document management?
Yes, at a basic level. Salesforce Files stores documents with versions, sharing and previews, libraries hold documents not tied to a record, and Files Connect lets users reach files in SharePoint, OneDrive, Google Drive or Box from inside Salesforce. Heavier needs, such as retention rules or large archives, usually call for external storage or an AppExchange app.
What is the difference between Salesforce Files and Attachments?
Files is the current feature: it supports sharing, versions, followers and previews and works in Lightning Experience. Attachments are the legacy Classic feature with fewer actions. Salesforce says the old Notes & Attachments is superseded by Notes and Salesforce Files.
What is the maximum file size in Salesforce?
Salesforce Help lists 10 GB for files uploaded to Files Home, libraries and a record's Files related list, and 2 GB for files in Chatter posts and comments. Classic attachments and email messages are limited to 25 MB.
How much file storage does Salesforce include?
Most editions, including Professional, Enterprise and Unlimited, get 10 GB of file storage per org, plus a per-user amount: 2 GB per user for Enterprise, Performance and Unlimited, and 612 MB for Contact Manager, Group and Professional. Essentials and Starter get 1 GB per org.
Can Salesforce connect to SharePoint or Google Drive?
Yes, through Files Connect. An admin sets up an authentication provider and an external data source; users can then browse, search and share SharePoint Online, OneDrive for Business, Google Drive or Box files from Salesforce, either as a copy stored in Salesforce or as a reference to the external file.