Document Management Archives

Step By Step Guide To Salesforce Files

June 22, 2021 / Document Management

With Salesforce Files, your users can upload files in Salesforce, preview, share and collaborate on files, attach files to records, store files privately, manage version updates, and follow files that are important to you. You can also make files available publicly via a link.

The file engagement related list shows how many times the file has been viewed and downloaded. You can create libraries, attach files, and expose it to your Partner and Customer Community users also.

If you have worked on Salesforce Classic, you will remember that Notes & Attachments related list was used to attach files to records. Winter ’18 release of Salesforce brought a restriction that there won’t be any ‘Upload Files’ button on the Notes & Attachments related list in LEX. Also, new enhancements are planned to be made in Files and not the Attachments. So, if you have not already moved to Salesforce files, it is time to start planning your migration. Salesforce Files is the way to organize your documents in Salesforce.

If you have made up your mind to upgrade but worrying about the existing documents uploaded as attachments, don’t worry. Force.com Labs provides an App called “Magic Mover” on AppExchange that will help you make the move.

Magic Mover

It is a handy tool to bulk convert your attachments to Salesforce Files and Classic Notes to Enhanced Notes, with clicks not code. Once converted, you can delete the attachments to clear up the storage space.

This step-by-step guide on Salesforce Files will walk you through all the main features and functionalities related to Salesforce Files. Here’s what we’ll be covering in this guide.

Enable Salesforce Files
Convert Attachments to Salesforce Files
Add Files Related list on Records
How to Access Files Tab
Upload Files
Share Files with Individuals and Groups
Relationship Between Salesforce Files & CRM Content
Share Files with Community Users
- Partner Community Users
- Customer Community Plus Users
- Customer Community Users
Attach Related Files When Sending an Email from a Record
Make Files on a Record Visible to Customers

NOTE: Certain sections of the guide will appear as locked in the free preview. You can download the unlocked version of the guide in PDF format by subscribing to our “All Access” Pass through the link below.

The screenshots with the apt description and the entire flow of conversion of attachments helped a lot…Hoping more of these informative content.

Abhay

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References & Useful URLs

Help Article – Using Salesforce Files (5 mins) https://help.salesforce.com/articleView?id=collab_files_overview.htm&type=5
Help Article – Files Home – (10 mins) https://help.salesforce.com/articleView?id=collab_files_using.htm&type=5
Help Article – Create Folders in Libraries in Lightning Experience – (10 mins) https://help.salesforce.com/articleView?id=collab_files_library_folders.htm&type=5
Help Article – Upload and Share Files – (15 mins) https://help.salesforce.com/articleView?id=collab_files_upload_share.htm&type=5
Help Article – File Previews and Details (10 mins) https://help.salesforce.com/articleView?id=collab_salesforce_files_preview_parent.htm&type=5
Magic Mover AppExchange Listing – (5 mins) https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3A00000EHAmyUAH

How to Share File Via Public Link in Salesforce

October 9, 2020 / Document Management

#1MinuteTip You can share file via link with anyone inside or outside of your Salesforce organization. Create and send the public link through email or a message. You need to have the System Permission “Create Public Links” via your profile or permission set

Upload the file in Salesforce -> Click ‘Public Link’ -> Click ‘Create Link’

How to Share File Via Public Link in Salesforce

Click ‘Copy Link’ -> Share it through email or a message. The recipient can open the web-based version of the file. They can preview and download it.

References & Useful URLs

Salesforce help article – Share Files Via Link

How to Integrate Document Management System with Salesforce using Salesforce Files Connect

January 14, 2020 / Document Management, Integration

Surface files from Google Drive, SharePoint, Quip or Box inside Salesforce

With Files Connect, Salesforce users can access, share, and search files stored externally (in systems like Google Drive, SharePoint, Quip or Box) from inside Salesforce. Setup process to connect to each external data source is different and it varies by each data source.

Google Drive is most common use case for Files Connect as lot of small and medium size organizations are using Google suite of business apps to run their business. Hence, for the purpose of this blog post, I’ll walk you through how to connect to Google Drive using Files Connect. Once connected, you can use your Google Drive files in Salesforce to attach to records and share with your colleagues.

There are two important points that you need to note with regards to Salesforce Files Connect

There are two types of File Sharing methods in Files Connect i.e.

Copy: This method creates a copy of external files in your Salesforce org which in turn is counted against your org storage. The Salesforce copy of the file doesn’t get updated when source file is modified. New version needs to be manually updated. File access and sharing is based on Salesforce sharing settings as the file resides in the org.
Reference: This method creates a reference to the file in external repository hence does not use org storage. It always shows the latest file in Salesforce file preview and points to the latest version of file when clicked on the external data source link. File access and sharing is based on the external data source access and sharing settings. In this blog post we will use this method.

2. Identity Type

Per User: Select Per User to require separate credentials for each user who accesses the data source. With this identity type, users will only be able to see and access the files that they can access on the respecitve document management systm. Also in Salesforce the admin must enable the data source for specific permission sets and profiles. Users will then need to enter their credentials when first the data source for the first time. In this blog post we will use this method.
Named Principle: Select Named Principal to use the same set of credentials for every user who accesses the data source from Salesforce.

Connecting to Google Drive from Salesforce is easy but requires you to be a bit familiar with APIs and Credentials. If you have ever created a connected app in Salesforce then you might be already familiar with the terminologies we’ll be using in this blog post.

That’s enough talk. Get yourself a coffee, wear your Architect’s hat and get ready to dip your toe in the water. Here’s what this guide covers. After going through it, you will learn how to: