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Publish Files to Libraries
To publish files to libraries you can upload them from your computer, contribute them from your private library to a shared library, or share them from Chatter.
Required Editions
| Available in: Salesforce Classic |
| Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions |
| User Permissions Needed | |
|---|---|
| To upload and publish files to a public library: | Manage Libraries checked in your library permission definition OR Add Content checked in your library permission definition |
| To upload and save files to a private library: | None |
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On the Libraries tab, do one of the following:
- To upload a file, click Contribute and choose a file from your local drive.
- To publish files from your private library, click the My Private Files tab, select one or multiple files, and click Publish Selected.
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Enter a title for each file. Optionally, enter descriptions.
Note If you download multiple content files, file names that include special characters change to that file's version ID in the .zip file. - If you add a file that you uploaded, choose either Save in my private library or Publish to a shared library. If you choose the second option, select a library. The selected library becomes the managing (home) library. You can share content in the managing library with another library but only if it is revised by a user with author permissions in the managing library.
- Optionally, choose a language. If multi-language support is enabled, the Language dropdown list is displayed . 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 dropdown list.
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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 that you used most recently. To add a tag, click it to automatically add it to the Tags field.
- If your administrator assigned the guided tagging rule, you can choose from the list of suggested tags or enter a new tag. To add a suggested tag, click it to automatically add it to the Tags field.
- 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 dropdown 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.
Note
- Unique values in custom fields that are set for the first version of a file aren't included if you upload a new version. You can set the unique values in the new version as long as they aren't the same as a previous version.
- Files published to a shared library are added to your Files tab and available to other Chatter users in your organization. Files published to your private library are added to your Files tab, but are private and not shared with anyone.
- Contact Manager, Group, Professional, Enterprise, Unlimited, and Performance Edition customers can publish a maximum of 200,000 new versions per 24–hour period. Developer Edition and trial users can publish a maximum of 2,500 new versions per 24–hour period.
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