1. Course and Content Management Introduction
You so much for checking out part three of my Salesforce Advanced Administrator Certification course. So this is the third and final installment of this course series. So it’s in this particular course that we will cover the final four knowledge areas found in the exam guide that I’m showing here.
And that would be content management change Management Analytics reports and dashboards. And then finally process automation. So we’ll kick things off with content. Content management. So join me in the next lesson as we start to learn more about Salesforce content.
2. Salesforce CRM Content Settings and Enablement
Salesforce CRM content. And there’s a few different ways you can get to CRM Content inside of Salesforce I’m in Lighting Experience, if you click on the App Launcher and click on the Content Application, which says Salesforce CRM Content as the description, you’ll notice that there’s not much here out of the box inside of Lighting Experience. For Salesforce Content, you just have a Home tab and a Chatter tab. And you’ll have a few links along the side here as far as BOOKMARKS and what you follow, et cetera. And I wanted to show you how different it is between Content inside of Lighting Experience and Salesforce Classic. And that’s because some things have not made the move over to Lighting Experience yet. So to switch over to Salesforce Classic, just click your profile icon here in the top right and select Switch to Salesforce Classic. And I’ve got the Content application open here, but you can locate it through the App drop down here and just select Content. And you’ll notice that we have Home and Chatter Tabs, but we also have Libraries.
In addition, we have a tab devoted to content and also a tab for subscriptions. And so there are some things that have not made it over to Lighting Experience yet. So I will show you some of the differences between this and we’ll be getting into in this section things related to Content Packs as well. And so. The main thing here is just to understand the concepts behind things that may appear on the exam related Salesforce CRM content such as content packs, public links, libraries, library security and so for now, let’s get into or back into lighting experience momentarily so I can show you what’s available from the setup menu related to salesforce content.
So if we go into the Gear icon, select Set Up, let’s search for Content in the Search and Setup. And you’ll notice under the feature settings inside the Lighting Experience setup, you have Salesforce files and two options content Deliveries and Public Links and Salesforce CRM Content. So let’s click on Salesforce CRM content. And this brings you to the Settings page that is a carryover from Classic. But one thing I want to note is if you click Help for this page to bring up this Help article, you can always figure out which versions of Salesforce A feature is available in by looking at the available in link inside of the Help document. And this is mentioning Salesforce Classic only as far as the different editions and we’re in the Developer Edition. And so even though this particular page is available from Lightning, a lot of the features and functionality that you’re enabling are only available in Salesforce Classic. Per this Help argo, you want to make sure if you want to deal with CRM Content that you’ve enabled it in your make sure this first checkbox is checked. And I’ve got the default selected here as far as auto assign feature licenses to existing and new users. And then some of these others go beyond the scope of the advanced admin exam as far as sharing libraries via the API. So we’re going to leave that unchecked, we’re not going to worry about multilanguage search, but do be sure that you’ve got content pack creation enabled as well as the enablement of Enhanced Document Viewer. And we will be looking at content packs later on in this knowledge area.
And then as well, let’s not let file owners delete files included in content packs. So once you’re sure you’ve got those four checkmarks checked, just click Save. And then if we go back to searching for content in the setup menu, we have another option here for content deliveries and public links. So clicking on that, this first line here gives a good explanation regarding content deliveries and public links and I’ll demonstrate how to create these later. But for now, just suffice to say that content deliveries and public links convert files into an online format that’s available via a link which you can send to people inside or outside your organization.
And so you have the ability to enable content deliveries. And by default we have the top two checked here and we’re not checking content deliveries and public links enabled to let community users share files managed by library. So we’ll just leave that unchecked. And the default for the password would be that password protection is defaulted to off. But you can password protect content that you add or upload to your Salesforce libraries and share with public links so that you could share a password so that it’s not wide open to the world if you want, but it defaults off with this setting here. We’re just going to leave that where it is and click Save. And so in the next lesson we’ll look at creating content packs and how that works and we’ll need to do that inside of Salesforce Classic at the time of this recording. So join me in the next lesson as we create a content pack.
3. Creating Content Packs
All right, so in order to create a Content Pack you will need to be in Salesforce Classic. You will also need to have Flash Player installed in your browser on your machine as well. So when you go into libraries from the content application inside of Salesforce Classic, if you select a Create New and then select Content Pack you may be prompted to install Flash Player. And so once you have have all that resolved, what you can do is you can search for any files that you have in any libraries that you have. Now I previously uploaded a couple of files, a PDF and a PowerPoint file from a couple of slide decks from my Live Admin course that I do from time to time.
So I’m going to search for that across all libraries to find those. Now the top of the screen refreshes with the search results and you can take those search results and then drag them down here to the bottom of the screen where it says drag files here and then you can save those and this will save the content that you’ve included inside of the Content Pack that you’re creating. So I’m going to click save. And so now it comes up with the new Content Pack screen and we need to give this a title.
Now this is from class one of my Live Admin course. I’m going to say class one Slide decks and then as well you can add tags, you can comma separate these and if you’ve used any other tags previously, you can click and select those as well and it’ll comma separate those also. And then these are required for record type and currency ISO code. So just leave those the default and click Save. And I’ve now created a content pack. Now we can view the content by clicking on it and the screen refreshes to show a preview of the Content Pack. And the way that this is displayed is any of the content that’s inside the pack you can page through by clicking left to right with these buttons here down below and then you can view to view further. This is just kind of a preview or a thumbnail view of the content in the Content Pack. You can click View to pull up a preview window or view window of the actual content that you have selected and I’m going to close this. You can also view the details of the various pieces of content and here are options to be able to download the file.
Someone could download that locally, they could share that with others as well or set the file sharing settings, share with people or share with Groups and then accessing the sharing settings here. And you can set permissions for the Content Pack. So any user in your company right now has no access. I’m going to change that to permission as a viewer and then click close there. So what you’ll need to do is if you don’t see any content, I’m going to go back to the library. If you don’t see any content in your own, you’ll need to upload a few files to play around with this. Now I do have a couple of files that I’ve uploaded and there’s several different formats that are supported by Salesforce CRM content.
I chose a PowerPoint file and a PDF file, uploaded those and then therefore was able to then create the Content Pack. If you don’t have any content then you won’t be able to create a Content Pack and so you can always click Contribute in order to upload content to then include in a Content Pack as well. And then let’s look at the Content tab. You see that we have the two individual files and then we’ve got the Content Pack which here with this icon of a box with several things inside of it, denotes a Content Pack. Now you notice as well that users can up or down vote on the Content Packs as well. And then you can download by clicking the checkbox next to the items that you want to download and selecting Download and that will download to your computer.
And so then as well a few other options here in addition to be able to view a preview of what all is inside of the Content Pack. As you can see the versioning of the Content Pack, you see there’s just one version and then as well you can see any download activity of the Content Pack as well. You can clone and customize. So you can create another version of the Content Pack and then make changes accordingly using it as like a template. If you would like, I’m going to click Save here and then you can customize further. I’m going to call this Content Pack clone. And then finally with Content Packs you can send Content Packs by clicking Deliver Content. Once you get past the Choosing a file stage for the Content Pack, you then have to complete two more steps that’s defining the settings of the View and Share web page.
So you need to give this Content Pack delivery a name and then you can specify what options you want to allow as far as delivery method and delivery settings such as allowing the recipient to view in the browser, allowing them to download the original format and allowing the recipient to download as a PDF as well. So for example, the PowerPoint could be downloaded as a PDF if you allow that. And then for the delivery settings I can be notified of first view or download of this content and I can also make this time sensitive so I could remove it at a certain time.
So I’m going to make this just one day from the time of this recording so that it’s not out here forever. And you can also relate this to either an account or several other objects as far as a specific record goes. I’m not going to do that though. And you can also password protect if you select this. I’m not going to password protect though and click Save. And next, which will take me to this final step. In this three step process generates works on the content pack delivery and it’s creating an online version of the presentation. And then it’ll create the custom web page. And then you can click preview to see what this will look like to the end user. And then this is the actual URL that will be accessible to the outside world for the next day until that expires because it sets the expiration date for one day from now. I’m going to copy that. I’m going to click on preview to see what the preview looks like here. And that’s that same URL that I just copied actually it looks like.
So I’m just kind of noting what it ends with and what it looks like. And yeah, that is the same URL there. So this is what the end user experience looks like. They can view it, they can download or they can potentially download as PDF, I guess with this one. This is the PDF. Okay, here’s what it is. This is the PowerPoint file. You notice the PPT, that’s the icon for PowerPoint. And so you can download that as a PowerPoint presentation and or you could download as a PDF and salesforce will provide you with PDF version.
So it wouldn’t really make sense for me to provide in a content delivery pack a PowerPoint and a PDF version. I could just provide the PDF and then they could then decide if they want to download PowerPoint or PDF. But here is the PDF icon here it says PDF is kind of hard to read and there’s an option to download, but the download as PDF is redundant because it is a PDF. So that’s why that’s like that. So we’ve covered a lot of the ground with CRM content packs, had a good time, of course, as always. And not only do we create a content pack, but we set the delivery and then we previewed it as well.
4. Disabling Content Pack Creation
We previously created a couple of content packs. I’m going via the Show All button inside the Libraries tab here inside of Salesforce Classic under the top Content list to see my two Content packs. And one thing that I want to point out is what happens to these content packs and what the impact is on your if you disable Content Pack creation. The question would be, will these content packs go away or not? And then as well, if they do remain, does any of these buttons disappear such as the Edit button or the Clone and Customize button? I want to highlight these because we’re now going to go in and disable Content Pack creation and then we’ll look and see if these disappear as well.
So let’s go into setup. One note is that in Salesforce Classic the Setup link, if you have a community installed, you’ll have this gray bar across the top and this is how you get to the Setup menu. But also you can select from your different communities that you have by clicking the drop down here. I’ve got a Help Center Community and then the internal would be my access here that I’m in now. So however, you can get to the Setup menu inside of Classic, whether it’s through the drop down bar here if you have the community or just the Setup link. If you don’t, that would be in the header. Then just click set up. And now let’s go into or search for Content and see where we can go to disable Content Pack Creation, which would be under Salesforce CRM Content under Settings. Now it’s this check box here that we’re going to disable. So I’m clicking edit and then I uncheck enable content pack creation and click Save.
And so now that we’ve disabled Content Pack Creation, let’s return back to our library and view all our content. And even though we’ve disabled Content Pack creation, we still have our existing Content Packs. Now let’s click on one of these to view. If those buttons have disappeared, we still have an Edit button, but there was a button called Clone and Customized. That one is no longer available because we cannot create a new Content Pack. Now, if we are to edit our Content Pack, we can only edit the content details or archive or delete the content. So we’ve got limited functionality on what we can edit on a Content Pack such as the tags, the description, the title or the record type and the currency. So once you make any changes, click Save. And then you can always turn Content Pack creation back on by going back into Setup and turning back on that checkbox that we found under the Salesforce CRM Content link and clicking Edit and then selecting once again to enable Content Pack creation. And click save.
