Advanced Admin Exam Prep - Content Management

Content Management topic will be relatively shorter topic that will be coming out in Salesforce Administrator exam. Though it only contributes 3% of total score to the exam, it might still matter if you are on the fringe of passing the exam! Anyway, let’s get into it!

NOTE: This post is written in April 2019 and content might be changed/updated overtime. The content is inspired by focusonforce.com.

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Salesforce Content

Content

• Salesforce Content is a complete content management system that builds upon the simple storage that is available in Documents.
• NOTE: this is a Classic only feature and later on been replaced by Files in Lightning.
• Other additional features of Content:
  • Organization of files into libraries
  • Collaboration
  • Document tagging
  • Version control
  • Notification of updates
  • Sharing both internally and externally of files
• Key points of Content:
  • Content can be uploaded.
  • Version management keeps track of file version.
  • Content is organized into Libraries.
  • Permission required: Create Libraries
  • Content can be tagged for searching.
  • Search within actual text contained within certain types of file format such as Word, Excel, PDF, Powerpoint, HTML and text.
  • Preview content page such as PDF, Microsoft Word, Excel, and Powerpoint.
  • Content users can subscribe to the content to receive update when file is changed.
  • Custom fields can be added to the content object to store meta data.
  • 
• CRM Content Setup:
  • Enable Salesforce CRM Content in Setup.
  • 
  • Assign Salesforce CRM Content feature license manually on User page or check Autoassign feature licenses to existing and new users.
• Permission Manage Salesforce CRM Content allows:
  • Manage Record Types and Layouts for Files
  • Manage Content Properties (CRUD custom fields in Content)
  • Manage Content Permissions (CRUD Library permissions)
  • Create Libraries

Libraries (Classic)

• Library is used to organize contents for personal (private) use or shared with others.
• Contribute is used to upload files and create a content of it.
• Users can be added into Library and specified the permission: Viewer, Author or Library Administrator.
• Not only Users can be added into libraries, Public Groups can be added into Library as well.
• 
• When a content is in a shared library, the content can be given a positive or negative vote.
• 
• Tagging Rules can be used in Libraries (Classic):
• 
• Open Tagging - allow authors and editors to enter their own tags
• Guided Tagging - allow authors and editors to enter their own tags or choose from suggested tags
• Restricted Tagging - allow authors and editors to choose suggested tags only.

Libraries (Lightning)

• Libraries in Lightning is accessed via Files.
• Like Classic Libraries, it can add files and manage library members.

• Libraries are structured in folders and folders can be created, renamed and deleted by Library Administrator.
• NOTE: only empty libraries can be deleted.

Custom Library Permissions (Classic only)

• Standard Library permissions can be changed and updated.
• New custom library permissions can be created by searching Content Permission.

Content Related to Standard or Custom Objects (Classic only)

• Content can be searched and related to Standard and Custom Objects.
• Searches libraries user has access to, matching content text or attributes relevant to records.
• Record fields search vary by object, for Accounts - Account Name and Industry.
• Related Content related list must be added to the page layouts.

Content Delivery (Classic only)

• Content Delivery can be created to share content with external parties for easy online viewing.
• Salesforce creates a custom webpage that can be shared to provide access to a content (either a file or content pack) for a defined period of time.
• Optionally a password can be required to access the page.
• Content Deliveries can be created from a related list on Standard and Custom objects.

• Though Content Delivery is available in Classic only, however, Lightning Email generates delivery-based links as email attachments for Lightning users who have access to the Content Delivery features. Also, the related list will not be shown in Lightning as well.

Content Pack (Classic only)

• Content Pack is a collection of documents stored together.
• Content Pack can be created from Libraries tab.
• Any files in Content can be added to a Content Pack.

• Content Pack will be saved as Content in libraries.
• Enable content pack creation in Salesforce CRM Content in Setup must be enabled.
• An existing content pack can be cloned, files can be added, removed or reordered.
• It is possible to publish a new version of content pack after updating it.
• Disabling Content pack creation will prevent content packs from further customization, but it is possible to change their Title and Description.

Salesforce CRM Content Best Practices

• Review libraries and their contents regularly
• Define consistent tags for users
• Tags can’t be changed or deleted, but they can be removed from a document to remove confusion.
• Use Feature function to make content more visible to users.
• Use Version Management instead of reuploading revised copies as separate content.

Well, that’s all for now. I hope this content helps! Have a nice one!