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Admin-11-Content and Folder Management-2%

This chapter’s objectives are:

  • 11.1- Describe the capabilities of Content (e.g., presentation assembly, content delivery, content packs, workspaces, tags)
  • 11.2- Describe how folders can be used to organize and secure communication templates, dashboards, reports, and documents

Table highlighting the differences between various ways to manage your files and content.

Documents Files CRM Contents Knowledge Attachments
Purpose System Logos, Visualforce material Org collaborate, like dropbox: upload, follow, edit, files in cloud Publish/share official org files with coworkers and deliver them to customers. Create and manage articles in a knowledge base internal users and customers (via portal) Attach files to records from the Attachments related list on selected detail pages.
Example Add custom logo to App or to meeting request Proposal to collaborate on within org.
Use file in Chatter feed
Presentation, work on it, then publish it in org, create content pack and send to customers When you solve a case, you can publish the solution steps. File added to lead, marketing campaign, contact, or case using the Attachments related list.
Supported types ALL ALL ALL ALL ALL
Max size 5 MB, 20 KB for custom app logo 2 GB
100 MB when uploaded from a mobile device
2 GB
10 MB: bulk API, google docs and when uploaded from visualforce
38 MB SOAP API
5 MB per attachment 25 MB for file attachments
2 GB for feed attachments

Files:

  • Accessed through File tab
  • Can collaborate within coworkers
  • Post files to chatter feeds and Records feed (case, opp, lead..)
  • You can have “Salesforce Files Sync” as desktop application from My Settings, Desktop Add-Ons (IoS, Android, Win, Mac)
    • Enabled in Customize | Salesforce Files | Settings
    • Profile permission “Sync Files”
    • Once you add file to Desktop folder, auto sync into Salesforce File Cloud
  • When an attachment is posted via Chatter, Salesforce Files is used to manage the attachment. See the Chatter section for additional details.
  • You can share vis the Desktop application also
  • You can edit the file in desktop, and the changes will be synced in Salesforce Cloud
  • All past versions are kept in the file history in Salesforce
  • Salesforce Files no longer requires that Chatter is enabled (after the Spring ’16 release).

 


11.1- Describe the capabilities of Content (e.g., presentation assembly, content delivery, content packs, workspaces, tags)

Content is the centralized organization file container. Just like the VMware Partner Portal content management system that is based on Salesforce. Available for all Editions of Salesforce. There is a standard App “Content” that has Chatter, Libraries, Content and Subscriptions.

Content enables users to:

  • Upload files and create links.
  • Search content, including within supported file types.
  • Attach content to Salesforce records.
  • Distribute content via URL to non-Salesforce users.
  • Optionally password protect URL distribution.
  • Monitor URL distribution usage statistics.
  • Create content packs to easily share multiple files

Content features:

  • Version control.
  • Voting / rating system to identify popular content.
  • Reporting capabilities.
  • Live previews of support file types.

Set it up:

  • Go to: Build | Customize | Salesforce Files | Settings | Salesforce CRM Content
  • In order to access any content, the user must have the checkbox “Salesforce CRM Content User” enabled on their user record.
  • When enabled, you have a list of settings. Also, now you can add the Libraries tab
  • Libraries allows to create and categorize content (files) in logical group
  • There is no content without Library. Yours is “My Private Files” and you upload documents or add links via the Contribute link in Library tab
  • Now you can contribute: click on contribute to upload document. For example, a Product PPT. Will be save on the Personal Library as you haven’t created a public one yet.
  • Go to Shared Libraries and create new, ex. NetApp, containing all NetApp docs for all selected users/groups.
  • Permission on library is per user/group: Admin (setup), Author (create) or Viewer
  • Library permission can be added or edited later
  • Now NetApp library is created and empty. Can upload docs to it! Can upload to Personal or Shared. Can also add tags.
  • You can search the library, by file type, language… etc.
  • You can edit a PowerPoint in the content itself
  • Can subscribe to Library (notified when new) also to content itself, Tags and author. In the Subs. Tab you manage your subscription.

Content Pack and Content Deliveries: deliver content to customers.

  • Content Pack is like a Zip container that contains many files in any Content
  • Content Pack can be part of a Library
  • You can deliver Content files and Packs
  • Enable: Customize | Salesforce Files | Settings | Content Deliveries (default on)
  • For the user to be able to deliver content from the library itself, the permission “Deliver Content” from the library permissions should be checked: Customize | Salesforce Files | Content Permissions
  • Can also Edit the file and preview from here

  • Content delivered is made online
  • Can link this content delivery to a Record. You need to add the Related List in the Record layout!

11.2- Describe how folders can be used to organize and secure communication templates, dashboards, reports, and documents

The Report Folder for Report Also.

  • Reports and dashboards are shared through folders. When you share folder, you share the whole reports in it
  • Before Summer 13 release, a user would share a folder by setting a single access (RO or RW) for all users given access to that folder. This was called Public Folder Access (similar to other folders in Salesforce). What if I want a user to RW and another to RO? I need to create many folders and duplicate Reports! Inconvenient!
  • After Summer 13, Enhanced Folder sharing was implemented for a finer control: you can select which user, role, role and subordinates, groups have access and what is the access of each: Viewer, Editor or Manager.
    • Viewer: can see only
    • Editor: Can see and modify and move them to other folders where they have editor access
    • Manager: Editor + control access
  • Enhanced Sharing for Reports and Dashboards (access levels) is enabled by default for orgs created after the Winter 14 release; for orgs created prior to the Winter 14 release, the administrator must enable the feature.
  • Report pane folders:
    • Unified public reports: public for all
    • All standard Report Folder can only be View
    • You need permission “View Reports in Public Folders” and “View Dashboards in Public Folders”??
    • System Permission for admin: “Manage Reports in Public Folders” and “Manage Dashboards in Pubic Folder” are checked in
    • To allow creation of folder, giver permission “Create Report Folders“, “Create Dashboard Folders“.
    • My personal custom: your own private folder
    • Standard repots on: Opportunities, Forecasting (quarterly summary, pipeline, quota vs. actual), self-service (cases, stats, solutions) – EE only, Administrative reports (analyze users, docs, all active users, last logged-in, this week logins, documents within each folder, approval requests pending…

Document Object:

  • Can create new folder and give access based on below:


  • Upload a file in this folder
  • Now the users you shared this folder with can see the document (RO or WR based on what you gave to this folder)



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