Contribute Google Docs to Salesforce CRM Content | Salesforce
Contribute Google Docs to Salesforce CRM Content
Add Google Docs to libraries in Salesforce to leverage the permission setting capabilities of Salesforce CRM Content
Available in: Salesforce Classic
Salesforce CRM Content is available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
Google Docs is available in all editions
User Permissions Needed
Creating a Google doc and linking it to a Salesforce CRM Content library:
Library member with a library permission that permits contributing content
Google Apps account
With Google Docs™, you can create and share on-demand documents, presentations, and spreadsheets (Google docs) and see your changes in real time as you collaborate with other users. Associating your Google docs with Salesforce CRM Content allows you to access all types of content from a single, fully-indexed location. It also ensures that your Google docs receive the feedback and tracking benefits provided by Salesforce CRM Content features such as votes, comments, and subscriptions.
The Add Google Doc button on the Libraries tab is available only if your Salesforce admin has enabled the Add Google Doc to Salesforce service.
Add New Google Docs to a Salesforce CRM Content Library
On the Libraries tab or on a library detail page, click Add Google Doc. Log in to Google Apps if prompted.
While you have your Google doc open, remember to share it with other Google Apps users in your organization. Only people with access to the Google doc in their Google Apps account can open the doc from Salesforce.
Adding Existing Google Docs to a Salesforce CRM Content Library
If you have an existing Google doc, you can publish it into a library:
On the Libraries tab, choose Add Existing from the Add Google Doc drop-down button. A list of all the Google docs in your Google Apps account displays.
To limit your list of docs, enter a search term or choosing to view only documents, presentations, or spreadsheets.
Select the Google doc that you want to add to Salesforce CRM Content and click Contribute.
Optionally, edit the title of your Google doc and/or add a description.
Choose a library. If you do not want to add the doc to a public library, for example if the doc is still in progress, choose Save in my private library.
Optionally, choose a language. The Language drop-down list is displayed if multi-language support is enabled. If you do not choose a language, Salesforce associates your content with your personal language setting. If users restrict their content searches to a particular language, only content associated with that language is displayed in the search result set.
To publish the content on behalf of another author, choose that author from the drop-down list.
Tag your content. Your tagging permission depends on the tagging rule assigned to the library:
If the library does not have a tagging rule or if your administrator assigned the open tagging rule, you can enter tags in the Tags field. As you type a tag, Salesforce CRM Content autosuggests tags based on your My Recent Tags list and the Popular Tags section on the Libraries tab. The My Recent Tags list on the Contribute window shows the 20 tags you have used most recently. Click a tag to add it to the Tags field automatically.
If your administrator assigned the guided tagging rule, you can choose from the list of suggested tags or enter a new tag. Click a suggested tag to add it to the Tags field automatically.
If your administrator assigned the restricted tagging rule, you must choose from the list of suggested tags. When you select a tag it turns green.
You can't change or delete tag names. You can remove tags from a document, but that doesn't delete the tag.
Tags are case insensitive. You can't have two tags with the same name even if they use different upper and lowercase letters. The case of the original tag is always used.
If multiple record types are available, choose one from the drop-down list. The record type determines which custom fields appear for you to categorize and define your content.
After completing the custom fields, click Publish or Save.