Set up Salesforce CRM Content to enable the use of content libraries in your org. Salesforce CRM Content is only available in Salesforce Classic, but files from content libraries are available in Lightning Experience if Salesforce CRM Content is enabled for your org.
Available in: both Salesforce Classic and Lightning Experience
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
To create, edit, or delete library permissions:
“Manage Content Permissions”
“Manage Salesforce CRM Content”
To create, edit, or delete page layouts and record types:
You can also enable Salesforce CRM Content in the Salesforce Classic Mobile app by adding the Content tab to the desired mobile configuration data sets.
To set up Salesforce CRM Content for your organization:
Enable Salesforce CRM Content from Setup by entering Salesforce CRM Content in the Quick Find box, selecting Salesforce CRM Content, and then selecting Enable Salesforce CRM Content.
Give users access to Salesforce CRM Content by assigning feature licenses in one of the following ways:
To assign feature licenses to users automatically, from Setup, enter Salesforce CRM Content in the Quick Find box, select Salesforce CRM Content, and then select Autoassign feature licenses to existing and new users.
To assign feature licenses to users manually, from Setup, enter Users in the Quick Find box, then select Users and click Edit next to the user's name. Select the Salesforce CRM Content User checkbox and click Save.
Verify that the Salesforce CRM Content users have the Salesforce CRM Content user permissions enabled. The user permissions include “Manage Salesforce CRM Content, “Create Libraries,” “Manage Content Permissions,” “Manage Content Properties”, “Manage record types and layouts for Files”, and “Deliver Uploaded Files and Personal Content.”
Users with the “Deliver Uploaded Files and Personal Content” user permission can create content deliveries from personal libraries. This user permission does not affect the ability to deliver content from shared libraries.
Optionally, create a public group with a set of Salesforce CRM Content users. You can save time later by assigning the group to a library rather than assigning several users to the same library individually.
Optionally, create one or more library permissions. Library permissions are the groups of privileges that determine user access within a library. Every user must be assigned a library permission before he or she can use a library. All new organizations contain three library permissions: library administrator, author, and viewer.
Use the New Library Wizard to create a library, add members to the library, and assign library permissions to the members.
Categorize and define your content:
Create content fields. These are custom fields that you assign to page layouts. The default fields are Description, Tags, and Title. If you want to create a field named, for example, Reviewed By, your custom content field would be a picklist with the names of possible reviewers.
Create a custom page layout or modify the default page layout. Page layouts are the containers for custom fields; they determine which fields are available during the publishing process and how the fields display on the content details page. You can create multiple page layouts and record types and assign a content field to any or all page layouts. For example, if sales and marketing users need to record different information about their content, you can create Sales and Marketing page layouts and record types. If you create a Related Campaign lookup field and add it to the Marketing page layout and record type only, users who select the Sales record type during the upload process will not have the option to choose a campaign.
Optionally, enable the Add Google Doc to Salesforce service so library members can contribute Google docs to Salesforce CRM Content.
Before creating libraries, review the files you plan to store in Salesforce CRM Content to determine how many libraries you need and what content belongs in each library. Users are given access to content based on library.
If you have a large number of Salesforce CRM Content users, create a public group and add the group to a library rather than adding users to the library individually.
To enable Salesforce CRM Content functionality for leads, accounts, contacts, opportunities, cases, products, or custom objects, add the Related Content related list to the appropriate page layout.
To send web-formatted content to colleagues, leads, or contacts and associate it with Salesforce records, add the Content Deliveries related list to the page layout for leads, accounts, contacts, opportunities, cases, campaigns, or custom objects.
To allow users to publish, edit, and search in any of the Salesforce-supported languages, from Setup, enter Salesforce CRM Content in the Quick Find box, select Salesforce CRM Content, and then click Enable multilanguage search and contribute.
To associate Google docs with a library, the Add Google Doc to Salesforce service must be activated for your organization.
Salesforce CRM Content is available via the Customer Portal and partner portal.
All Salesforce CRM Content items display as primary tabs in the Salesforce Console.
If you are using the Related Content related list on Salesforce objects, align your custom content fields with the standard and custom fields on the object to increase the accuracy of a “Find Content” search. Clicking the Find Content button on the related list matches content to the fields on the record and displays search results containing the related content.
To ensure that content is classified consistently, define consistent tag names with your contributors. For example, by establishing tag names at the outset, you can avoid having tags such as “channel” and “channels” in the same library.
Avoid using too many tags. The search engine helps users find specific content, whereas tags enable users to browse and subscribe. Therefore, excessive tagging creates unnecessary clutter.
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.
To highlight valuable content and make it easier to find, mark it as “featured” on the content details page. Featured content receives a higher priority than similar content in search results, and appears on the Libraries tab for easy access. To feature content, users must have the Feature Content option checked in their library permission.
If your organization uses Google Docs, encourage library members to add their Google docs to a library. Including Google docs in Salesforce CRM Content allows users to access all types of content from a single location and apply Salesforce CRM Content functionality, such as votes, comments, and subscriptions, to Google docs.