Considerations for Using Files and Attachments | Salesforce
Considerations for Using Files and Attachments
When working with files and Google docs, there are a number of things to keep in mind.
Available in: Salesforce Classic and Lightning Experience
Files and attachments available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
Google Docs available in all editions
If Chatter is enabled for your organization, files posted to a feed on a record are added to the record’s Notes & Attachments related list as feed attachments. You can preview (if available), download, and delete feed attachments from the Notes & Attachments related list, but you can’t edit them.
To edit a file or attachment associated with a record, you must be able to edit its associated record.
To delete a file or attachment that’s associated with a record, you must be the owner of the file or attachment or the owner of the associated record.
To delete a file or attachment that’s not associated with a record, you must be the owner of the file or attachment.
Community users can download attachments, but can only preview, edit, or delete attachments that they’ve created..
If a file or attachment is marked private, it’s only accessible to the person who created or attached it.
If the Add Google Docs to Salesforce service is enabled in your organization, the Notes & Attachments related list is entitled Google Docs, Notes & Attachments. The Attachments related list is entitled Google Docs & Attachments.
To access a Google doc from a record detail page, the doc must be shared with your Google Apps account.
The Notes and Attachments related list includes files from Salesforce CRM Content when they are posted to a Chatter feed on a record. However, the Notes and Attachments related list does not include Salesforce CRM Content files that only exist in Salesforce CRM Content. If your organization has Salesforce CRM Content enabled, you can add the Related Content related list to the detail pages for accounts, contacts, leads, opportunities, cases, products, or custom objects.
Not all files can be previewed, such as encrypted files, password-protected files, copy-protected PDFs, unknown file types, and any file larger than 25 MB. For files that can’t be previewed, the Preview option isn’t available on feeds or list views, and files appear as generic file type icons in the feed. Some Microsoft Office 2007 features don't display correctly in previews. If a file can be previewed, but a preview doesn’t exist, contact your Salesforce administrator who may be able to regenerate the preview.
All files and attachments added to contacts and opportunities roll up under the associated account as well.
When you delete a file attached from a Chatter feed, it removes the file from all Chatter feeds where it’s been shared and deletes the file from the Notes and Attachments related list. If the file was attached from your computer, a Chatter feed, group, or a Salesforce CRM Content library, deleting it from the Notes and Attachments related list removes it from the post but doesn’t delete it from its original location.