External Storage Connectors

External Storage Connectors enables organizations to connect supported external file storage systems with Media Manager and access and manage externally stored files directly from Salesforce. 

Each supported external storage provider has a provider-specific setup section covering prerequisites, authentication, connection details, Root Folder selection, and provider-specific maintenance. Common Media Manager capabilities, actions, configuration behavior, and limitations are described in this External Storage section. 

Why Use External Storage Integration? 

Organizations may store files outside Salesforce to manage large file volumes, reduce Salesforce storage usage, meet data governance requirements, or use an existing enterprise storage platform. 

External Storage Integration allows users to continue working from Salesforce while files remain in the connected storage system. 

Key Benefits 

How External Storage Integration Works 

The following process applies to supported external storage providers: 

1. Files are stored in an external storage system. 

2. Media Manager connects to the storage provider using the required connection details. 

3. A root folder is selected as the base location for Media Manager files. 

4. Salesforce objects are mapped to folders in the external storage system. 

5. Record folders are created and identified using the configured record folder mapping. 

6. A Media Manager Configuration is created using the external storage source. 

7. Users access and manage the external files through Media Manager. 

External Storage Folder Structure 

The external storage folder structure is organized using three main levels: 

• Root Folder: The base location selected for Media Manager. 

• Object Folder: A folder associated with a Salesforce object. 

• Record Folder: A folder associated with an individual Salesforce record. 

Custom folders and files are organized within this structure. 

Example Folder Structure 

MediaManagerRoot 
│ 
├── Accounts 
│   ├── Acme Corporation 
│   └── Global Industries 
│ 
├── Opportunities 
│   ├── Opportunity-001 
│   └── Opportunity-002 
│ 
└── Cases 
    ├── Case-1001 
    └── Case-1002 
 

Supported External Storage Providers 

The following external storage providers are currently supported: 

Each provider has its own prerequisites, authentication setup, connection details, and provider-specific configuration requirements. 

External Storage Configuration Overview 

The general configuration process is the same for all supported external storage providers. 

1. Complete the prerequisites for the required storage provider.  

2. Configure the required access and permissions in the external storage platform.  

3. Open the Media Manager app and navigate to Media Manager Configuration.  

4. Select the External Storage tab.  

   Open

   

   Setting up External Storage Connection in Media Manager

5. Click Create Connection.  

6. Select the required storage provider and click Next.  

7. Enter the provider-specific connection details and authenticate the connection.  

8. Select the Root Folder.  

9. Configure the required Object → Folder Mapping and Record Folder Mapping.  

10. Create and activate a Media Manager Configuration using External Storage as the File Storage Source. 

After connecting an external storage provider, Salesforce objects and records are mapped to folders within the selected Root Folder. The provider-specific integration sections explain how to configure these mappings. 

Create a Media Manager Configuration for External Storage 

1. Navigate to Media Manager Configuration.  

2. Create a new configuration or open the required configuration.  

3. In Settings → Details, click Edit.  

4. Set File Storage Source to External Storage.  

5. In Connections, select the required connection.  

Open

Choose your Storage provider in Media Manager

1. Save the configuration.  

2. Configure the required Columns, Filters, Row Actions, List Actions, and File Tree.  

3. Activate the configuration when setup is complete. 

Supported External Storage Capabilities 

The following Media Manager capabilities are supported for external storage Integrations: 

The supported metadata fields can be used for List View columns, filters, and sorting. 

The location and availability of individual actions are described in the Supported Row Actions and Supported List Actions sections. 

Supported File Types 

Preview availability for externally stored files depends on the file formats supported by Media Manager. 

Refer to the Supported File Types section of this manual for the currently supported formats. 

Supported Row Actions 

The following standard Row Actions are supported for files accessed through an External Storage configuration: 

Preview is available through the supported Media Manager views. Where enabled, files can also be renamed using the Rename File Row Action or supported List View inline editing. 

Supported List Actions 

The following standard List Actions are supported for External Storage configurations: 

 External File and Folder Behavior 

File Storage 

Files accessed through an External Storage configuration remain in the connected external storage provider. They are not stored as Salesforce Files. 

Upload New Version 

Users can upload a new version of an existing external file while retaining the file within its configured folder context. 

Rename Files 

Users can rename supported external files using the available Rename action or supported inline editing behavior. 

Delete Folders 

Deleting a folder removes the selected folder and its contents from the connected external storage provider. 

WARNING: Confirm that the folder and its contents are no longer required before deleting it. 

Move Files Between Folders 

Files can be moved between folders within the configured External Storage folder structure. 

1. Select the required file or files.  

2. Click Move.  

3. Select the destination folder.  

4. Confirm the move.  

Lazy Loading and File Counts 

Media Manager progressively loads external files when users browse folders containing larger file volumes. The total number of files and folders in the current location is also displayed. 

File Tree Support 

External files can be accessed through the Media Manager File Tree. External Storage configurations currently support one primary Salesforce object in File Tree. 

Configure File Tree for External Storage 

1. Open the required Media Manager Configuration.  

2. Navigate to the File Tree tab.  

3. Add the primary Salesforce object.  

4. Configure the object label and description.  

5. Enable Show Files.  

6. Configure the supported columns and filters.  

7. Save the File Tree configuration.  

8. Under Settings → View Settings, ensure Enable Folder View is enabled.  

9. Save and activate the configuration.  

NOTE: External Storage currently supports one primary object in File Tree. Parent, child, and multi-object File Tree structures are not supported. 

External Storage Limitations 

External Storage integrations support the core Media Manager file-management experience. Because files remain in the connected external storage provider rather than Salesforce Files, some Media Manager capabilities are not currently available. 

File Tree and Organization 

• File Tree supports one primary Salesforce object.  

• Parent, child, and multi-object File Tree structures are not supported.  

• Group By is not supported for External Storage configurations.  

Columns, Filters, and Metadata 

• Columns, filters, and sorting are limited to the supported external file metadata.  

• Salesforce Files and ContentVersion-specific metadata fields are not available for External Storage configurations.  

• Salesforce Files metadata cannot be edited for externally stored files.  

Supported external metadata currently includes fields such as: 

• Name  

• File Type  

• File Size  

• Last Modified Date 

Media Processing and AI 

The following features are not currently supported for externally stored files: 

• Edit Image  

• FileMate  

Salesforce Files-Specific Actions 

The following actions are not available because external files are not stored as Salesforce Files: 

• Share  

• Remove from Record  

• Exclude from Viewer  

Custom Actions 

Custom Row Actions and Custom List Actions are not supported for External Storage configurations. This includes custom actions that launch: 

• Salesforce Flow  

• Lightning Components  

• Lightning Web Components  

Unsupported Configuration Settings 

The following general Media Manager settings are not currently available when File Storage Source = External Storage: 

• File Limit  

• File Limit Message  

• Avoid Duplicates 

NOTE: These limitations apply only to files accessed through External Storage. Media Manager configurations using Salesforce Files or Attachments continue to support these capabilities where applicable. 

Manage External Storage Connections 

Existing External Storage connections can be managed from Media Manager Configuration → External Storage. 

Administrators can: 

• View connection details  

• Edit the connection  

• Deactivate the connection  

• Delete the connection  

Deactivate an External Storage Connection 

Deactivate a connection when access should be temporarily disabled without removing the connection. 

When a connection is deactivated, Media Manager displays a warning before completing the action.

Open

Deactivating an active External Storage Connection

After confirmation: 

• The External Storage connection becomes inactive.  

• The associated Media Manager Configuration is also deactivated.  

• End users can no longer access files through that configuration.  

• If an end user opens a page using the deactivated configuration, Media Manager displays a message asking them to contact the administrator.  

NOTE: Deactivating the connection does not delete files from the external storage provider. 

Delete an External Storage Connection 

Delete a connection when it is no longer required. 

1. Navigate to Media Manager Configuration → External Storage.  

2. Open or locate the required connection.  

3. Click Delete.  

4. Review the warning.  

5. Confirm the deletion.  

Open

Deactivated External Storage Connection

Deleting the connection removes it from Media Manager and deactivates the associated Media Manager Configuration. 

NOTE: Deleting a Media Manager connection does not delete the files stored in the external storage provider.