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Introduction
Salesforce Files and Salesforce Documents may sound similar, but for admins and architects, they represent two very different eras of Salesforce architecture. Documents belong to Classic, tied to Data Storage and legacy static assets. Files, on the other hand, are Lightning-first, built on the ‘ContentDocument’ model to enable collaboration, sharing, and scalability.
Over the last decade, Salesforce has moved through multiple file storage models, which has left many orgs carrying both Documents and Files at the same time. This duality often causes confusion and inefficiency, especially when planning storage strategy, migrations, or Lightning rollouts. Understanding the difference isn’t just Salesforce trivia. It directly impacts storage costs, governance, migration planning, and how your org scales in Lightning Experience.
What to expect in this blog
In this blog, we’ll cover:
- A Brief History of Salesforce File Storage → How Salesforce evolved from Attachments and Documents in Classic to Files in Lightning.
- What are Salesforce Documents? → Their use cases, storage model, and why they’re still around.
- What are Salesforce Files? → The architecture behind Files and why they’re Salesforce’s modern standard.
- Side-by-Side Comparison → A direct feature and cost comparison between Documents and Files.
- When to Still Use Salesforce Documents → The few scenarios where Documents remain relevant.
By the end of this blog, you should walk away with a clear understanding of the difference between Salesforce Files and Documents, practical knowledge of when each should be used, and concrete takeaways on how to optimize storage costs, plan migrations, and align your file strategy with Salesforce’s long-term roadmap.
A Brief History of Salesforce File Storage
Salesforce’s approach to file storage has never been static, it has evolved in response to the growing needs of users and the platform itself. For admins and architects, understanding this evolution is crucial because it explains why certain features exist, why others are deprecated, and how to plan long-term file governance in Lightning.
In the Classic era, file handling was split into two silos:
- The Documents tab was used to store static, org-wide assets like logos, graphics for templates, Visualforce pages, and dashboards. These weren’t tied to records but could be referenced anywhere across the org, often via a public URL.
- Attachments (using the ‘Attachment’ object) were tied to individual records. If a sales rep attached the same contract to five different Opportunities, it created five separate copies, each consuming storage.
This model worked in the early days, but it was far from scalable. Large orgs quickly ran into storage inefficiencies and admins had no way to enforce consistency or track versions.
Before Salesforce Files, Salesforce introduced CRM Content and Libraries as a bridge between Attachments and modern file management. Libraries offered better organization, access controls, and basic versioning, making them popular for marketing assets. This was a step forward from Attachments, but it came with shortcomings- they remained siloed and lacked seamless multi-record linking, global search, and mobility. All these limitations were overcome with the eventual introduction of Files.
With the arrival of Lightning Experience, Salesforce introduced Salesforce Files - a unified, content-based system designed to eliminate these silos. Files are built on the ‘ContentDocument’ and ‘ContentVersion’ model, allowing a single file to exist once in the system, track multiple versions, and link to multiple records through ‘ContentDocumentLink’. This was a huge step forward for both collaboration and storage efficiency.
Salesforce made this shift for several reasons:
Collaboration-first design | Files integrate with Chatter, support commenting, and enable external sharing, unlike Documents or Attachments. |
Version control | Eliminated duplicate clutter and new version naming issues with seamless version tracking and organisation |
Preview & mobility | This Offers file previews, full Lightning compatibility, and easy mobile access for modern workflows. |
Cost efficiency | Files use File Storage (cheaper per GB), unlike Documents which consumed Data Storage (more expensive). |
Today, Salesforce Files are the default standard in Lightning. Documents remain only for legacy Classic orgs, often for email templates or static Visualforce assets. For architects designing new implementations, Files should always be the foundation.
Admin takeaway: Understanding this evolution helps you plan better. If your org still has heavy Document usage, you may be overpaying on storage and missing out on collaboration features. Planning a Document-to-Files migration strategy can save money and align your org with Salesforce’s roadmap.
Salesforce Documents (The Classic Legacy)
Salesforce Documents belong firmly to the Classic era. They are stored in the Documents tab, organized in folders, and built on the Document object. Unlike record-based files, Documents were designed to be static resources, accessible throughout the org wherever needed. The most common use cases included uploading company logos for email templates, storing icons for Visualforce pages, or hosting images used in dashboards. Because they can be referenced by public URLs, Documents became a convenient way to embed assets into outbound emails or webpages.
However, their limitations are significant -
- Each Document cannot exceed 5 MB, making it unsuitable for larger assets.
- Documents do not support version control, meaning that any update requires overwriting the original file.
- They cannot be shared through Chatter or linked to multiple records.
- Most importantly, they are stored in Data Storage, which is considerably more expensive than File Storage.
For larger organizations, storing thousands of images in Documents can quietly inflate storage costs without delivering any collaborative benefits. For admins, the takeaway is clear: Documents are fine for maintaining legacy assets in Classic, but they should not be used for new uploads. Architects should consider migrating critical assets to Static Resources or Files, especially in Lightning-first orgs.
Salesforce Files (The Modern Standard)
Salesforce Files represent the modern, cloud-based approach to file management within Salesforce. Unlike the older Documents in Classic, Files are record-independent and designed for collaboration at scale. You can upload a file once, maintain versions, and link it to multiple records, without duplication. Files are fully integrated with Lightning Experience, Experience Cloud, Chatter, and Salesforce mobile apps, making them the standard for today’s Salesforce environments. For admins and architects, this shift isn’t just about convenience, it’s about aligning file storage with Salesforce’s long-term roadmap, ensuring cost efficiency, and building a scalable architecture.
The Content Object Model Behind Files
Salesforce Files are powered by a flexible three-object model:
ContentDocument→ The master record representing the file.ContentVersion→ Each version of the file; new uploads create new versions.ContentDocumentLink→ Connects a file to one or more records, enabling multi-record usage without duplication.
This architecture ensures that Files are not tied to a single record (unlike Classic Attachments), but can be shared and reused across the org.
Key Benefits of Salesforce Files
Salesforce Files introduce features that Documents and Attachments could never support:
Rich Previews | Users can open images, PDFs, PowerPoints, or videos directly within Salesforce, no downloads required. |
Version Control | A complete history of updates ensures clarity and prevents versions chaos. |
Multi-Record Linking | One file can live once in storage and be referenced on multiple records simultaneously. |
Collaboration via Chatter | Share files, add comments, and @mention colleagues for real-time context. |
External Sharing | Controlled sharing with people outside the org, improving collaboration with customers or partners. |
Scalability & Cost Efficiency | Files use File Storage (cheaper and more scalable) rather than Data Storage. |
File Types & Size Limits
One of the most practical advantages of Files is their capacity:
Salesforce Files | Attachments | Documents | |
|---|---|---|---|
Size Limit | Up to 2 GB per file | Limited to 25 MB | Limited to 5 MB |
From a technical and architectural perspective, Files are more than a replacement for Documents - they are the foundation for future document management in Salesforce. Their compatibility with APIs, Flows, and integrations makes them critical for building automations and extending Salesforce into external ecosystems like SharePoint or Google Drive.
Difference between salesforce files and salesforce documents: Key Differences
By now, the distinctions between Salesforce Files and Documents should be clear. But to make this actionable for admins and architects, it helps to compare them feature by feature, with emphasis on how each impacts cost, scalability, and org design.
Feature | Salesforce Documents | Salesforce Files | Why This Matters |
|---|---|---|---|
Object Model | Built on the 'Document' object, tied to folders. | Built on 'ContentDocument', 'ContentVersion', and 'ContentDocumentLink'. | Files use a relational model that supports versioning and multi-record linking, making them extensible in Flows, Apex, and integrations. Documents lack this flexibility. |
Primary Use | Storing static assets such as logos, email template images, and Visualforce icons. | Storing dynamic business files such as contracts, presentations, videos, proposals, or training material. | Architects should treat Documents as legacy-only, while Files should be the standard for any file meant for collaboration or automation. |
Storage Type | Consumes Data Storage, which is significantly more expensive. | Consumes File Storage, which is cheaper and scales better. | For large orgs, misusing Documents for images or PDFs can quietly inflate storage costs. Files save money long-term. |
File Size Limit | Maximum 5 MB per file. | Maximum 2 GB per file. | Admins must note that Documents are unusable for larger files. Files handle large contracts, videos, or designs without issue. |
Version Control | ❌ Not supported. Overwriting required. | ✅ Supported. Each update creates a 'ContentVersion'. | Ensures auditability and prevents duplication. Essential for compliance-driven industries. |
Record Linking | ❌ Not possible. Documents are static, not tied to records. | ✅ Supported. A file can be linked to multiple records simultaneously. | Enables architects to design efficient data models (e.g., one contract attached to Account, Opportunity, and Case without duplicates). |
Preview Support | ❌ None. Users must download to view. | ✅ Rich previews for PDFs, images, presentations, and even video. | Saves time for users, especially in mobile and Experience Cloud contexts. |
Collaboration | ❌ None. No Chatter or commenting. | ✅ Chatter integration, commenting, @mentions, external sharing. | Directly impacts adoption and user experience in Lightning - Files are collaboration-first. |
Future Support | Legacy-only. Still accessible in Classic but frozen in terms of development. | Salesforce standard moving forward. Fully supported in Lightning. | Architects should avoid designing any new processes around Documents. |
Choosing Salesforce Files over Documents isn’t just a feature preference, it’s both a cost win and a scalability win, ensuring your org is aligned with Salesforce’s long-term direction.
When to Still Use Salesforce Documents
Although Files are the modern standard, Documents haven’t disappeared entirely. There are still valid reasons to use them in specific contexts. For example, If your org still uses Classic email templates, Visualforce pages with static images, or needs public document links, Documents remain a quick, though increasingly outdated, solution. For most orgs, the smarter strategy is to migrate assets to Files or Static Resources and restrict new uploads to Files only.
Summary
Salesforce Documents are a Classic-era feature for static assets, capped at 5 MB and stored in costly Data Storage, with no versioning or collaboration. Salesforce Files, on the other hand, are Lightning-first, built on the ‘ContentDocument’ model, supporting version control, previews, multi-record linking, external sharing, and up to 2 GB per file in cheaper File Storage.
If you’re an admin or architect, the lesson is simple: lean on Files for everything new, keep Documents only for legacy assets, and you’ll save costs while future-proofing your org. Think of it as leaving behind an old filing cabinet for a smarter, digital workspace that actually grows with you.
FAQs
Q1. What is the main difference between Salesforce Files and Salesforce Documents?
Files are collaborative, Lightning-first, and stored in File Storage. Documents are Classic-only, static, and stored in Data Storage.
Q2. Why are Salesforce Documents more expensive to maintain?
They consume Data Storage, which is priced higher than File Storage.
Q3. Can I migrate Documents to Files?
Yes. Many orgs migrate Documents into Files or Static Resources using Apex scripts or migration utilities.
Q4. Are Salesforce Files API-friendly?
Absolutely. Files are built on the ‘ContentDocument model’ and integrate seamlessly with APIs, Flows, and external storage platforms.
