Salesforce Libraries

(CONTENT) LIBRARIES

 

Salesforce Libraries can be a powerful tool for sharing files internally and externally. The great thing is, Libraries are available in all editions. By the way, just in case you have already started to see the confusion, we are referring to Content. CRM Content has been renamed as Libraries and is found under Salesforce Files in the setup menu. Not at all confusing right.
Now that we know Libraries are available, what can you do with them? By creating Libraries, you can setup and share files within groups, to other records, and even to customers. This could be setup to manage projects, marketing materials, training documents and other items that are best suited as Documentation instead of other tools like knowledge articles.
The beginning purpose of this document will focus on using Libraries to share large files with clients on a temporary basis. The concepts outlined here should give enough information to begin showing the tools and functions of Libraries

SHARING LARGE FILES USING LIBRARIES

1.       Go to “Libraries”


2.       Click “Contribute”

3.       Choose your file and upload it

4.       Give this “Content” a description
5.       Specify which library to place it in
a.       In order to share content it must be a library that you are “NOT” an “Author” to.
6.       Add any Tags
7.       Specify the Record Type and Click “Save”
8.       Go to “View Content”

9.       From here can see an example of some files in the right pane
a.       Pdf’s, ppt, xls, word, some files give you a preview, some do not. This can be used to show presentations instead of carrying the file around.

10.   Click on “Deliver Content”

a.       Set the criteria for the delivery
                                                              i.      Name
                                                            ii.      Allow to view in Browser
                                                          iii.      Allow to download original file type
                                                           iv.      Allow to download as PDF
                                                             v.      Notifications
                                                           vi.      Expiration Date and Time
                                                         vii.      Require a Password
1.       You will have to communicate the password to the people you are sending this to
                                                       viii.      You can relate this delivery to any object record in the system.
b.       Save and Next
11.   Once it finishing processing you will be presented with a URL. This URL is unique to this delivery and can be sent out as desired for others to view and/or download the content you specified

12.   Click Done
13.   You can setup multiple deliveries of the same content with separate URL’s and view these under the Scheduled Deliveries.
14.   You can also view the downloads that have happened from the Content itself as well as manage versions of the document.


SENDING MULTIPLE FILES AT ONCE

You can setup “Content Packs” which allow you to send multiple files at once to your clients. Under the Libraries Tab you can click on “Create New” and select “Content Pack”

From here you simply search whatever Libraries you have access to for content and drag it to the bottom section to add it to your Content Pack.

Save the pack and delivery it just like you would any other Content.

There you have it. Libraries is a very powerful tool and I hope you find good uses for it.

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