Salesforce Advance Administrator Notes (Content)
Content
With Salesforce CRM Content you can organize, share, search, and manage content within your organization and across key areas of the Salesforce application. Content can include all file types, from traditional business documents such as Microsoft® PowerPoint presentations to audio files, video files, Web pages, and Google® docs.
Organizing
Rather than keep files in folders that make content difficult to find, Salesforce CRM Content stores files in fully searchable file repositories known as libraries. Administrators can create multiple libraries based on any classification, such as department name, job function, or team. Authors assign descriptive labels called tags to help classify and organize content across libraries. Salesforce CRM Content also provides Personal libraries, which allow users to reduce the clutter on their desktops while using content-management benefits such as document search and version control.
Searching
The powerful Salesforce CRM Content search engine scans the entire body of the document as well as content properties such as the title, description, tags, categorization data, author name, featured content, file format, author, tags, libraries, or custom fields.
Subscribing
Once a file is located, subscribing to it ensures that you receive an email notification when new versions are published or changes are made to the file’s properties. You can also subscribe to authors, tags, and libraries, thus reducing the time spent searching for new or updated content. Notification emails will arrive real-time or once daily, depending on your preferences.
Previewing
In Salesforce CRM Content you do can preview document details at a glance, including document title, author, description, tags, libraries, comments, votes, versions, subscribers, and downloads. If the document is a Microsoft PowerPoint, Word, Excel, or Adobe® PDF file, you can preview the entire file in your browser without downloading it.
Contributing
Uploading new or revised files in Salesforce CRM Content is fast and easy. During the upload process you choose a library and content type for your file or Web link, write a description, assign one or more tags, and fill out any customized fields that help categorize and define your content. Version management is by simply upload a new version of the file. You can download past versions of a file and read all reason-for-change comments that an author may have included with a new version.
Reviewing Usage and Providing Feedback
Salesforce CRM Content provides several methods for determining whether content is valuable to readers. Featuring a piece of content increases its visibility in search results. Voting thumbs up or thumbs down on a file, Web link, or Google doc and adding comments You can also see who has subscribed to a file, link, or doc and how many times files have been downloaded. The Reports tab allows you to create standard or custom reports on Salesforce CRM Content data.
Sharing Content in Salesforce
Salesforce CRM Content is also integrated with leads, accounts, contacts, opportunities, cases, products, and custom objects. If Salesforce CRM Content functionality is enabled on the Opportunity tab, for example, Salesforce CRM Content uses the fields on the opportunity detail page to search for files that may be relevant to that opportunity. You can drill down in the search results as needed or run your own search and then attach one or more files to the opportunity. The most current version of the file will be available on the detail page for the life of the opportunity.
Differences between Files, Salesforce CRM Content, Salesforce Knowledge, Documents, and Attachments
| Files Tab | Salesforce CRM Content | Salesforce Knowledge | Documents Tab | Attachments | |
| Purpose |
Upload, store, find, follow, share, sync, and collaborate on Salesforce files in the cloud. |
Publish and share official corporate files with coworkers and deliver them to customers. |
Create and manage content, known as articles, in a knowledge base. Internal users and customers (on your Customer Portal, partner portal, Service Cloud Portal, or Force.com Sites) can quickly find and view articles they need. |
Store Web resources, such as, logos, DOT files, and other Visualforce materials in folders without attaching them to records. |
Attach files to records from the Attachments related list on selected detail pages. |
| Common Uses |
Upload a file inChatter and store it there privately until you’re ready to share it. Share the file with coworkers and groups to collaborate and get feedback. Attach files to posts in a Chatterfeed on the Home tab, Chatter tab, a profile, a record, or a group. Users with access to Salesforce Files Sync can access, sync, and share files in their Salesforce Filesfolder. |
Create, clone, or modify a sales presentation and save it so only you can see it and work on it. When you’re ready, publish it so other users in your company have access to it. Create a content pack and send it to customers. |
Write, edit, publish, and archive articles using the Articles Management tab or find and view published articles using the Articles tab. Customers and partners can access articles if Salesforce Knowledge is enabled in your Customer Portal, partner portal, Service Cloud Portal, or Force.com Sites. Create a public knowledge base so website visitors can view articles. |
Add a custom logo to meeting requests by uploading your logo to the Documents tab. |
Add a file to a specific record, like an event, marketing campaign, contact, or case by attaching it on the Attachments related list. |
| Supported File Types | All | All | All | All | All |
| Maximum File Sizes |
2 GB |
§ 2 GB§ 10 MB for Google Docs§ 38 MB when uploaded via the API§ 10 MB when uploaded via Visualforce |
5 MB for attachments |
§ 5 MB§ 20 KB for a custom-app logo |
§ 25 MB for file attachments§ 2 GB for feed attachments§ 10 MB for files attached to email (5 MBper file) |
Files are automatically added to the Files list when:
- You upload a file.
- You or someone else attaches a file to a Chatter feed or comment. This includes files attached to all public groups, whether you’re a member or not, and private groups you’re a member of, but not private groups you’re not a member of.
- You sync a file in your Salesforce Files folder.
- Someone else shares a file privately with you using the Sharing dialog box.
- You upload a file to a Salesforce CRM Content library.
- Someone else uploads a file to a library you’re a member of.
- You or someone else creates a content pack or uploads a Web link in Salesforce CRM Content. You only see files from content packs and Web links you have access to.
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