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.
Salesforce Content
Content
Salesforce Content
is a complete content management system that builds upon the simple storage that is available inDocuments
.- NOTE: this is a
Classic
only feature and later on been replaced byFiles
inLightning
. - 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 checkAutoassign feature licenses to existing and new users
.
- Enable
- 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 viaFiles
. - 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 inClassic
only, however,Lightning Email
generates delivery-based links as email attachments forLightning
users who have access to theContent Delivery
features. Also, the related list will not be shown inLightning
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 aContent Pack
.
Content Pack
will be saved asContent
in libraries.Enable content pack creation
inSalesforce 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!
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