Salesforce CRM Content

Implementation Guide
Salesforce, Winter ’22

@salesforcedocs
Last updated: November 15, 2021
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CONTENTS

Introduction to Salesforce CRM Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

What is Salesforce CRM Content? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
How Do I Access Salesforce CRM Content? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Planning your Salesforce CRM Content Implementation . . . . . . . . . . . . . . . . . . . . . . . . 3

Setting up Salesforce CRM Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Creating Salesforce CRM Content Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Configuring Organization Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Creating Custom Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Creating Library Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Enabling Multilanguage Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Enabling Content Deliveries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Enabling Google Docs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Associating Content with Standard and Custom Objects . . . . . . . . . . . . . . . . . . . . . . . 10
Configuring Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Creating Libraries and Adding Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Restricting Record Types in a Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Create Folders in Libraries in Lightning Experience . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Defining Tagging Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Enabling Salesforce CRM Content in Portals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Enabling Salesforce CRM Content in the Partner Portal . . . . . . . . . . . . . . . . . . . . . . . . . 14
INTRODUCTION TO SALESFORCE CRM CONTENT

Content includes all file types, from traditional business documents such as Microsoft® PowerPoint
EDITIONS
presentations to audio files, video files, Web pages, and Google® docs.
Available in: Salesforce
Classic (not available in all
What is Salesforce CRM Content? orgs)

Salesforce CRM Content simplifies content management by incorporating user-friendly features Available in: Contact
into the following tasks: Manager, Group,
Professional, Enterprise,
Organizing Performance, Unlimited,
Rather than keep files in folders that make content difficult to find, Salesforce CRM Content and Developer Editions
stores files in fully searchable file repositories known as libraries. Administrators can create
multiple libraries based on any classification, such as department name, job function, or team,
then configure user permissions within the library to balance content access with security. Authors assign descriptive labels called
tags to help classify and organize content across libraries. You can view a list of all content that belongs to a particular tag or filter
search results based on a tag or tags. Salesforce CRM Content also provides private libraries, which allow users to reduce the clutter
on their desktops while using content-management benefits such as document search and version control.
Searching
The powerful Salesforce CRM Content search engine scans the entire body of the document as well as content properties such as
the title, description, tags, categorization data, and author name. You can filter searches by featured content, file format, author,
tags, libraries, or custom fields and then view the results with various levels of detail, providing an easy way to find relevant content
quickly. If Chatter is enabled for your organization, you can also filter your search results by Chatter files. The “smart bar” graphic for
downloads, comments, ratings, and subscribers allows you to compare documents within a search result set.
Subscribing
Once a file is located, subscribing to it ensures that you receive an email notification when new versions are published or changes
are made to the file's properties. You can also subscribe to authors, tags, and libraries, thus reducing the time spent searching for
new or updated content. Notification emails will arrive real-time or once daily, depending on your preferences.
Previewing
In Salesforce CRM Content you don’t need to download a large document to view it. If the document is a Microsoft PowerPoint,
Word, Excel, or Adobe® PDF file, you can preview the entire file in your browser without downloading it. Some aspects of files may
not be displayed in previews. Copy-protected PDFs can't be previewed.
Contributing
Uploading new or revised files in Salesforce CRM Content is fast and easy. During the upload process you choose a library and record
type for your file or Web link, write a description, assign one or more tags, and fill out any customized fields that help categorize and
define your content. Version management does not require checking files in and out, rather, you simply upload a new version of the
file and Salesforce CRM Content maintains a version list accessible from the content details page. You can download past versions
of a file and read all reason-for-change comments that an author may have included with a new version.
Reviewing Usage and Providing Feedback
Salesforce CRM Content provides several methods for determining whether content is valuable to readers. Featuring a piece of
content increases its visibility in search results. Voting thumbs up or thumbs down on a file, Web link, or Google doc and adding
comments allow you to participate directly in content improvement. You can also see who has subscribed to a file, link, or doc and
how many times files have been downloaded. The Reports tab allows you to create standard or custom reports on Salesforce CRM

1
Introduction to Salesforce CRM Content How Do I Access Salesforce CRM Content?

Content data. If the content delivery feature is enabled, you can send content to colleagues, leads, and contacts and then track how
often the content has been previewed or downloaded.
Sharing Content in Salesforce
Salesforce CRM Content is also integrated with leads, accounts, contacts, opportunities, cases, products, and custom objects. If
Salesforce CRM Content functionality is enabled on the Opportunity tab, for example, Salesforce CRM Content uses the fields on the
opportunity detail page to search for files that may be relevant to that opportunity. You can drill down in the search results as needed
or run your own search and then attach one or more files to the opportunity. The most current version of the file will be available
on the detail page for the life of the opportunity.

How Do I Access Salesforce CRM Content?

The sections in this guide explain how to create Salesforce CRM Content users, define administrative settings in the Setup area, and
configure libraries so contributors can begin publishing content. Licensed users can access Salesforce CRM Content by choosing Content
from the Apps drop-down list. The Salesforce CRM Content application has three tabs:
Libraries tab
Clicking the Libraries tab opens the Libraries home page where you can access your personal library, choose a specific shared library
to view or edit, analyze library usage and activity and, if applicable, create new libraries. The top of the page has several
publishing-related options with which you can publish files, Web links, and Google docs as well as create custom content packs.
See Manage Libraries for more information.
Content tab
Clicking the Content tab displays files, content packs, Web links, and Google docs published in your Salesforce CRM Content libraries.
If Chatter is enabled, files posted to Chatter groups and public Chatter files are also displayed on the Content tab. The top twenty
most recently modified items are listed by default. You can search for content and then filter your results using several criteria. Click
on a content item to open its content details page. See Search for Content for more information.
Subscriptions tab
Clicking the Subscriptions tab displays the Subscriptions home page, where you can view your Salesforce CRM Content subscriptions
and toggle them off or on. Click the Content, Tags, Authors, or Libraries subtabs to view your subscriptions. Depending on your
notification settings, you are notified of changes to your subscribed content via real-time emails or a once-daily email. See View and
Edit Content Subscriptions for more information.

2
PLANNING YOUR SALESFORCE CRM CONTENT
IMPLEMENTATION

Before you can begin setting up Salesforce CRM Content, it is important that you consider the following questions. The answers to these
questions are necessary prerequisites to completing the tasks in this guide.

Who will have access to your Salesforce CRM Content organization?

Each user must have a Salesforce CRM Content user license and certain user permissions. See Creating Salesforce CRM Content Users
for more information.

Note: Customer Portal and partner portal users can have view-only access to your organization without a Salesforce CRM Content
user license. See Enabling Salesforce CRM Content in Portals for more information.

How many libraries do you need?

Review the files you plan to store in Salesforce CRM Content to help you determine how many libraries you need and what content
belongs to each library. Users are given access to content based on their library permissions. Note that every user has one personal library
where he or she can store private or in-progress content. See Creating Libraries and Adding Members for more information.

What library permissions do you want to grant to different users?

A library permission is a group of privileges assigned to each Salesforce CRM Content library member. It determines which tasks a member
can perform in a particular library. The same user can have a different library permission in each of his or her libraries. All Salesforce CRM
Content organizations include three library permissions by default: Viewer, Author, and Administrator. You can customize these library
permissions or create new ones. Note that library permissions do not apply to personal libraries; all users can save content in their personal
library. See Creating Library Permissions for more information.

Do you need custom content fields?

All page layouts contain three default fields: Description, Tags, and Title. You can create additional fields and assign them
to one or more page layouts. If you want to create a field named, for example, Reviewed By, your custom page layout would be a
picklist with the names of possible reviewers. See Creating Custom Fields for more information.

Do you want to restrict the record types available in particular libraries?

If you create record types, you can choose to restrict record types to certain libraries. For example, if your sales teams use record types
that are exclusive to sales collateral, you can ensure that these record types do not appear as options when users of the Marketing or
Support libraries contribute content. See Restricting Record Types in a Library for more information.

3
Planning your Salesforce CRM Content Implementation

Which tagging rule do you want to apply per library?

In Salesforce CRM Content, tags are descriptive labels that help classify and organize content. Contributors can assign tags to their files,
Google docs, or web links, to enable all library members to browse for content by tag. The tagging rule in a library determines how
contributors can tag content; for example, the restricted-tagging rule does not allow contributors to create tags. Library tagging rules
are optional. By default, library contributors can enter any tag. The tagging rule options are open tagging, guided tagging, and restricted
tagging. See Defining Tagging Rules for more information.

Do you want to add Google docs to Salesforce CRM Content?

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. To associate Google docs with a library, the
Add Google Docs to Salesforce service must be activated for your organization. See Enabling Google Docs for more information.

Do you want to enable content deliveries?

A content delivery allows you to convert documents such as Microsoft® PowerPoint and Word files into an optimized web-based version
for easy online viewing. After you create your delivery, you can send its encrypted URL to any recipient, such as leads, customers, partners,
and colleagues, and then track how often people view or download the content. Content deliveries are available in Salesforce Classic
only. However, Lightning Email generates delivery-based links as email attachments for Lightning Experience users who have access to
the Content Deliveries feature. On the content details page in Salesforce CRM Content, you can create a new delivery or view all the
deliveries associated with that piece of content. See Enabling Content Deliveries for more information.

Do you want to enable multilanguage support?

You can allow users to publish, edit, and search for content in any of the Salesforce-supported languages. Users can choose a language
or publish in their personal language by default. See Enabling Multilanguage Support for more information.

Do you want to make Salesforce CRM Content accessible from standard

and custom objects?
You can enable Salesforce CRM Content functionality for leads, accounts, contacts, opportunities, cases, products, or custom objects by
adding the Related Content related list to the appropriate page layout. From the Related Content related list, users can search for and
attach content that is relevant to the record. See Associating Content with Standard and Custom Objects for more information.

Do you want to enable Salesforce CRM Content in the Customer Portal

and partner portal?
You can provide portal users with different levels of access to your Salesforce CRM Content organization. See Enabling Salesforce CRM
Content in Portals for more information.

4
SETTING UP SALESFORCE CRM CONTENT

Implementing Salesforce CRM Content for your organization includes creating licensed users; defining organization-level settings such
as content fields, record types, and page layouts; customizing the libraries where contributors will add and view content; and, if applicable,
enabling Salesforce CRM Content in your customer or partner portals.
For information about contributing content, see Upload and Publish Content. If you have a large volume of content that cannot be
uploaded manually, contact Salesforce for assistance.

Creating Salesforce CRM Content Users

To create a Salesforce CRM Content user:
1. From Setup, enter Users in the Quick Find box, then select Users.
2. Click Edit next to the user's name, and then select the Salesforce CRM Content User checkbox.
3. Optionally, select the Receive Salesforce CRM Content Emails as Alerts checkbox or the Receive
Salesforce CRM Content Alerts as Daily Digest checkbox.
If Receive Salesforce CRM Content Emails as Alerts is selected, the user receives email notifications if activity
occurs on his or her subscribed content, libraries, tags, or authors. To receive real-time email alerts, select this checkbox and do not
select the Receive Salesforce CRM Content Alerts as Daily Digest checkbox. If Receive Salesforce
CRM Content Alerts as Daily Digest is selected, the user receives a once-daily email summary if activity occurs on
his or her subscribed content, libraries, tags, or authors. Users can modify these preferences themselves.

4. Verify that the Salesforce CRM Content user has the appropriate Salesforce CRM Content user permissions enabled:

User Permission Function Controlled

Manage Salesforce CRM Content The user can create, edit, and delete libraries and edit library
membership. This administrative user permission is inclusive of
the other four Salesforce CRM Content user permissions.

Create Libraries The user can create Salesforce CRM Content libraries.

Manage Content Permissions The user can create, edit, and delete library permissions in
Salesforce CRM Content.

Manage Content Properties The user can create, edit, and delete custom fields in Salesforce
CRM Content.

Manage record types and layouts for Files The user can create, edit, and delete record types and page
layouts in Salesforce CRM Content.

Note: By default, the System Administrator user profile contains all Salesforce CRM Content user permissions.

5. When you are finished editing the user record, click Save.

5
Setting up Salesforce CRM Content Configuring Organization Settings

Configuring Organization Settings

Before creating and configuring libraries in Salesforce CRM Content, complete the following optional administrative tasks.

Creating Custom Fields

You can create custom fields and assign them to a page layout. The default fields are
USER PERMISSIONS
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. To create, edit, or delete
custom fields:
To create, modify, and delete Salesforce CRM Content custom fields for categorizing and defining
• Manage Salesforce CRM
your content, go to the object management settings for content. If you're using Lightning Experience,
Content
go to the Object Manager, select Content Version, then scroll to the fields area. If you're using
Salesforce Classic, enter Salesforce Files in the Quick Find box, then select Fields. OR
The data assigned to these fields during upload is available on the content details page for the life Manage Content
of the file. After creating custom content fields, you must assign them to a page layout. The page Properties
layout determines which fields appear when a user uploads or revises files in Salesforce CRM Content.
To create a custom content field:
1. Click New.
2. Choose the type of field to create, and click Next.
3. For relationship fields, associate an object with the field and click Next.
4. Enter a field label. The field name is automatically populated based on the field label you enter. This name can contain only underscores
and alphanumeric characters, and must be unique in your org. It must begin with a letter, not include spaces, not end with an
underscore, and not contain two consecutive underscores. Ensure the custom field name is not identical to any standard field name
for that object.
5. Choose the page layout that should display the field as an editable field.

Creating Library Permissions

To create a library permission in Salesforce CRM Content, from Setup, enter Content
USER PERMISSIONS
Permissions in the Quick Find box, select Content Permissions, and then click Add a
Library Permission. To create library
permissions:
1. Assign a name to the library permission.
• Manage Salesforce CRM
2. Optionally, enter a description of the library permission. If your organization has several library Content
permissions, consider describing each by its function or with a summary of its privileges. OR
3. In the Permissions section, select the checkboxes that correspond to the privileges you want Manage Content
to grant to users with this library permission, and click Save. Permissions

Library Privilege Description

Manage Library Perform any action in the library. This privilege
is required to edit a library’s name and
description, add or remove library members,
or delete a library. Manage Library is a super
permission which provides all the following

6
Setting up Salesforce CRM Content Enabling Multilanguage Support

Library Privilege Description

permission options listed except Deliver Content.
Creating a library requires the Manage Salesforce CRM Content
app permission or Create Libraries system permission.

Add Content Publish new content to the library, upload new content versions,
or restore archived (deleted) content. Content authors can also
change any tags associated with their content and archive or
delete their own content.

Add Content on Behalf of Others Choose an author when publishing content in the library.

Archive Content Archive and restore any content in the library.

Delete Content Delete any content in the library. Authors can undelete their own
content from the Recycle Bin.

Feature Content Identify any content in the library as featured.

View Comments Read comments posted to any content in the library.

Add Comments Post comments to any content in the library and view all
comments in the library. Users can edit or delete their own
comments.

Modify Comments Edit or delete comments made to any content in the library.

Tag Content Add tags when publishing content or editing content details in
the library.

Deliver Content Create a content delivery using any files in the library.

Attach or Share Content Make content from this library accessible in Chatter. Within
Chatter, select a file from the library and attach it to a post or
share it.

Organize File and Content Folder Create, rename, and delete folders in libraries in Lightning
Experience.

4. Click Save.

Enabling Multilanguage Support

If the Enable Multilanguage search and contribute checkbox is selected, a Language
USER PERMISSIONS
dropdown list is available on the Salesforce CRM Content page in Setup when users publish, edit,
or search for content. The Language dropdown list contains all twenty languages that Salesforce To modify Salesforce CRM
supports. Content settings:
• Manage Salesforce CRM
If a user does not choose a language when publishing content, that content is associated with the
Content
user's personal language by default. If the user's personal language setting is different from the
organization's language, content published by that user is associated with the user's language, not
the organization's language.

7
Setting up Salesforce CRM Content Enabling Content Deliveries

Enabling Content Deliveries

1. From Setup, enter content deliveries and public links in the Quick Find box, and select Content Deliveries
and Public Links.
2. Click Edit, and then select Content Deliveries feature can be enabled for users, Public Links
can be enabled for users (Requires Content Deliveries), and Content Deliveries and
Public Links can be enabled to let communities users share files managed by libraries
(Requires Content Deliveries).
3. Choose a default option for content-delivery passwords. Because users can send content-delivery URLs to leads, customers, or any
unauthenticated user, Salesforce recommends requiring password protection if your users plan to send confidential documents via
content delivery. The options allow you to select an organization-wide default for content-delivery password protection.
• Password protection is optional and defaults to OFF—If this option is selected, users can choose to require a password
when they create a content delivery, but the Require Password to Access Content field on the create-delivery
wizard is not selected by default.
• Password protection is optional and defaults to ON—If this option is selected, the Require Password to Access
Content field on the create delivery wizard is selected by default. Users can deselect the option if they don’t want to require
a password.
• Password protection is required—If this option is selected, a password is generated each time a content delivery is created.
Users cannot opt out of the password requirement.

Note:
• If you choose to require a password, users who create a content delivery receive a password when the delivery is generated;
users must send the password and the delivery URL to delivery recipients. Delivery recipients are prompted for the password
when they click the content delivery URL.
• Content delivery passwords display with the content-delivery URL when the delivery is created. You can also access the
password on the delivery detail page for the life of the content delivery.
• Files within libraries are governed by settings within the library, so they require an extra setting, in addition to the user
permissions. To let a user share files managed by a library, enable Deliver Content for that user in the library.

After content delivery is enabled, users can add the Content Deliveries related list to their page layouts for leads, business accounts,
contacts, opportunities, cases, campaigns, or custom objects. All Salesforce CRM Content users will see a Deliver Content option on
each content details page.

Implementation Tips
• To ensure quality of service, the total number of content-delivery views allowed within a 24-hour period is limited to 50,000 and the
amount of bandwidth allocated to content deliveries is limited to 50 GB. If recipients try to view deliveries after rate limit are exceeded,
they’ll be prompted to try again later. Salesforce may be able to increase rate limits on an exception basis. For more information,
contact your sales representative.
• When you create a content delivery, Salesforce copies the original file and creates a new version of that file specifically for online
viewing. Note the following information concerning supported file types:
– Microsoft® Office 97 through Microsoft Office 2007 Word, Excel, and PowerPoint files are supported for online views.
– Adobe® PDF files are supported for online views, but copy-protected PDFs are not.
– JPG, BMP, GIF, and PNG are supported for online views.
– Any document over 25 MB isn’t supported for online views.

8
Setting up Salesforce CRM Content Enabling Google Docs

You can create a content delivery with any file type, but if the file type isn’t supported for online viewing, your recipient can only
download the document in its original file format.
• Content deliveries require Adobe Flash version 9.0.115. If recipients don’t have Flash installed, they can download it.
• Customer portal and parnter portal users can’t create content deliveries.
• Only the creator of a content delivery can delete the delivery record or edit details such as the expiration date.
• Each time someone clicks a content delivery's URL, Ssalesforce records the click as one view and distinguishes between internal and
external views. An internal view is a view by a Salesforce user. For example, clicking the delivery URL on the delivery detail page or
the View option on the Content Deliveries related list is an internal view. The Content Deliveries related list provides a count of all
views for each delivery. To see information about a specific view, open the delivery details page.

Note: For password-protected content deliveries, a view is recorded each time recipients click the delivery URL regardless of
whether they enter the password and view the delivery.

• Salesforce CRM Content users can deliver content from shared libraries or a personal library.

Best Practices
• After creating a content delivery, always preview it before sending the URL to your recipients to ensure that the formatting in the
original file displays properly in the online version. For example, colors and non-standard fonts don’t always display properly in the
preview player. If you aren’t happy with the quality of the online version, click Previous and choose to make your content available
in its original file format or as a PDF file only. Your recipients will be able to download the file, and you can use the delivery detail
page to track whether recipients download it
• Animation and timings in PowerPoint files aren’t supported in the content delivery's online version. Hyperlinks in all file types are
also unsupported. See the implementation tips for a complete list of supported file types.
• If you are a Salesforce CRM Content user and want recipients of your content delivery to always see the latest version of a file rather
than the version available on the delivery-creation date, open the delivery detail page and click Edit. Select the Content
Delivery Opens Latest Version checkbox.
• If you select Notify Me of First View or Download, you’ll receive an email when someone views the content
delivery for the first time.

Enabling Google Docs

If the Add Google Docs to Salesforce service is enabled for your organization, an Add Google Doc
USER PERMISSIONS
dropdown list on the Libraries tab allows users to add Google documents, spreadsheets, and
presentations to their Salesforce CRM Content libraries. Activating the Add Google
Docs to Salesforce service:
Note: Before you can enable any Salesforce for Google Apps services, you must create a • Customize Application
Google Apps account and configure that account's domain settings. From Setup, enter
Google Apps Settings in the Quick Find box, then select Google Apps
Settings. For details about these prerequisites, see Get Started with Salesforce and Google
Apps.
To activate or deactivate the Add Google Docs to Salesforce service:
1. In Salesforce Classic Setup, enter Google Apps Settings in the Quick Find box, then select Google Apps Settings.
2. Click Edit next to the Add Google Docs to Salesforce option in the Activate Google Apps Services list.
3. Select Activate.
4. Read and indicate whether you agree to the Terms of Use.

9
Setting up Salesforce CRM Content Associating Content with Standard and Custom Objects

5. Click Save.
For information about using Google Docs with Salesforce CRM Content, see Contribute Google Docs to Salesforce CRM Content.

Associating Content with Standard and Custom Objects

The Related Content related list allows users to search for content in Salesforce CRM Content and attach it to leads, accounts, contacts,
opportunities, products, cases, and custom objects. To use the related list, each user must add it to his or her page layouts for these
objects. For instructions on modifying page layouts, see Page Layouts.
To search for content using the Related Content related list:
1. Click Find Content or Search All. In both cases, Salesforce CRM Content searches within the libraries that you have access to. If you
click Search All, the search results display all the content in your libraries. For the Find Content search, your search results contain
content that is relevant to the record; Salesforce CRM Content searches for content with text or attributes that match the following
fields:
• On an opportunity, the Opportunity Name, Account Name, and all competitors and products.
• On an account, the Account Name and Industry.
• On a case, the Case Reason, Subject, Account Name, and Industry.
• On a lead, the Name, Company, Industry, and Title.

Note: On a custom object, clicking Find Content returns search results that contain the full custom object name in the
document's text or attributes. If no content meets this criterion, the search results will be empty and a Search All search should
be used instead.

2. On the search results page, filter your results as needed by entering search terms or selecting filter criteria from the sidebar.
3. Click Attach for any file that you want to attach to the record.
4. Click the Back link to return to the detail page.

Configuring Libraries
After completing the tasks in Configuring Organization Settings, you can create libraries and customize them by restricting record types
or selecting a tagging model.

10
Setting up Salesforce CRM Content Creating Libraries and Adding Members

Creating Libraries and Adding Members

USER PERMISSIONS
Step 1: Create a New Library
To create libraries:
1. From the My Libraries section of the Libraries tab home page, click New. • Manage Salesforce CRM
2. Enter a unique library name. Content

3. If you want, add a description. OR

Create Libraries
4. Click Save and Add Members.
To add members to a
Note: If you want to add members later, click the Save and Close button.
library:
• Manage Salesforce CRM
Content
Step 2: Add Library Members OR
1. On the Libraries tab, click the library name if the library isn’t already open. Manage Library
checked in your library
2. In the Members section, click Add Members.
permission definition
3. If the member you want to add isn’t listed, type their first name in the search box and click Find.
To assign library
4. Select members from the Available Members box. Members can include individual Salesforce permissions to members:
CRM Content users or public groups containing Salesforce CRM Content users. • Manage Salesforce CRM
Content
Tip: If you have many Salesforce CRM Content users, create a public group and add it to
a library rather than adding users to the library individually. OR
Manage Library
5. To add the members to the library, click Add. checked in your library
6. Click Next. permission definition

Warning: When you add a guest user as a member of the library, the library and files
become publicly accessible.

Step 3: Assign Library Permissions to Members

• Select a library permission for each user or public group and click Save.
For more information, see Manage Library Permissions.

Restricting Record Types in a Library

To restrict the record types allowed in a library:
USER PERMISSIONS
1. On the Libraries tab, select a library from the My Libraries area.
To restrict record types:
2. Click Record Types.
• Manage record types
3. Optionally, change the default record type for the library. and layouts for Files
4. Select the Restrict the record types available in the library OR
checkbox. Manage Salesforce CRM
Content
5. Select one or both of the following options:
• Allow content with any record type to be linked to this
library— Select this option if you want to enable content published in other libraries

11
Setting up Salesforce CRM Content Create Folders in Libraries in Lightning Experience

to be shared to the library where you have restricted record types. The content in other libraries can be shared regardless of the
record types used.
• Do not apply record type restrictions to existing content— Select this option if you don’t want
to receive warnings regarding existing content in the library. You won’t be alerted if existing content uses record types that you
exclude from the library. This option refers to notifications only; existing content is not affected by restricted record types.

6. For each record type that you want to allow in the library, move it from the Available Record Types list to the Selected Record Types
list, and click Save.

Notes on Restricting Record Types

• If the library already contains published content, selecting the Restrict the record types available in the
library option automatically moves all the record types used by the published content to the Selected Record Types list.
• Deselecting the Restrict the record types available in the library option automatically moves any
record types in the Selected Record Types list to the Available record Types list.
• When changing a file's managing library, the file's record type must be permitted in the new managing library.
• When sharing a file with a library, the file's record type must be permitted in the shared library unless the Allow content
with any record type to be linked to this library option is selected for the shared library.
• When the default record type for a user's profile differs from the default record type for a library, the user profile default takes priority
when a user with that profile shares a file with the library. General is used as the default record type when no default is set for the
user profile.
• When there are no record types in common between a user profile and a library, the default record type for a library is available to
users with that user profile who are sharing files with the library.

Create Folders in Libraries in Lightning Experience

Create folders in Lightning Experience to organize files that are already in libraries. Upload files to
USER PERMISSIONS
a library by selecting the library and then clicking Add Files. Library folders can also be created,
renamed, and deleted using SOAP API. To add folders to a library:
• Manage Salesforce CRM
Content
Get Started with Library Folders OR
• Folders are enabled by default in any new libraries that you create. Folders are not enabled by Manage Library
default in existing libraries. To enable folders in a library, click the New Folder button. Depending checked in your library
on the size of the library, enabling folders can take a few minutes. permission definition

Note: To enable folders in a library, you need the “Manage Salesforce CRM Content”
permission. Verify that you’re both a member of the library and have Library Administrator
permission. You can also use SOAP API to enable folders in libraries.

• In libraries with more than 5,000 files, you can’t enable folders.
Anyone with the “Organize File and Content Folder” permission can create, rename, and delete folders. You can view all folders in a
library that you have access to, and move files and folders within a library.
You may be able to sort content of some libraries or folders, but not others, in ascending or descending alphabetical order.

Note: Sometimes when you sort folders by the NAME or LAST ACTIVITY columns, the Asset folder remains at the top of the list.
In some cases column headers do not sort the column content. It's not possible to sort contents in every library or folder by clicking
either the TITLE or LAST MODIFIED DATE columns.

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Setting up Salesforce CRM Content Defining Tagging Rules

Lightning Experience Salesforce Classic

Create, rename, and delete library folders

Move files in a library into folders

View folders

View libraries

Add files to a library

Create, edit, and delete libraries

Manage library membership

Defining Tagging Rules

In Salesforce CRM Content, tags are descriptive labels that help classify and organize content.
USER PERMISSIONS
Contributors can assign tags to their files, Google docs, or web links, to enable all library members
to browse for content by tag. The tagging rule in a library determines how contributors can tag To assign a tagging rule to
content; for example, the restricted-tagging rule does not allow contributors to create tags. Library a library:
tagging rules are optional. By default, library contributors can enter any tag. • Manage Salesforce CRM
Content
To assign a tagging rule to a library:
OR
1. On the Libraries tab, select a library from the My Libraries area.
Manage Libraries
2. Click Tagging Rules and choose one of the following options: checked in your library
permission definition
Library Tagging Rule Description
Open Tagging This rule places no restrictions on tagging.
Contributors can enter any tag when
publishing or editing content. While a tag is
typed, Salesforce CRM Content autosuggests
tags based on the contributor's recently used
tags and the Popular Tags list.

Guided Tagging This rule also enables contributors to enter

any tag when publishing or editing content,
but contributors are also offered a list of
suggested tags. If you select Guided Tagging,
the next step prompts you to enter the
suggested tags that you want to recommend
to library contributors.

Restricted Tagging This rule requires contributors to choose from

the list of suggested tags. If you select
Restricted Tagging, the next step prompts you
to enter the list of suggested tags.

13
Setting up Salesforce CRM Content Enabling Salesforce CRM Content in Portals

3. If you chose Guided Tagging or Restricted Tagging, click the link for auto-populating the Suggested Tags field and then
edit, add, or remove tags as needed. If you do not auto-populate the Suggested Tags field, any new tags you enter in the field
are added to the existing list of suggested tags in the library.
4. Click Save.

Notes on Library Tagging Rules

• Open Tagging is the default tagging rule.
• If you publish, share, or move content to a library that uses restricted tags, you will receive an error if your content contains unsupported
tags.
• When you share content from one library to another, the most restrictive tagging rule applies. For example:
– When content is shared between a restricted-tagging library and a guided- or restricted-tagging library, you can only choose
tags that are common to both libraries.
– When content is shared between an open tagging library and a restricted-tagging library, you can only choose tags suggested
in the restricted-tagging library.

• If a restricted tagging rule is applied after content has already been published in the library and the existing content contains tags
that are no longer permitted by the rule, the tags remain assigned to the content until it is edited or revised. For example, if the
Q3Forecast document has a market indicators tag and market indicators is not a suggested tag according
to the new restricted-tagging rule, market indicators is removed from Q3Forecast only when a user publishes a new
version of the file or edits the file's tags on the content details page.
• Don’t use too many tags. The search engine helps users find specific content. Tags enable users to browse and subscribe. 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.

Enabling Salesforce CRM Content in Portals

Salesforce CRM Content is available in the partner portal. Two levels of access to Salesforce CRM Content can be granted to portal users:
• Portal users without a Salesforce CRM Content feature license can download, rate, comment on, and subscribe to content if they
have the “View Content on Portals” user permission. They cannot view potentially sensitive data such as usernames, download
history, and version history. The content delivery feature is not available to portal users.
• Portal users with a Salesforce CRM Content feature license can access all Salesforce CRM Content features granted by their library
permission(s), including contributing content, moving and sharing content among libraries, and deleting content. They can also
view Salesforce CRM Content reports. The content delivery feature is not available to portal users.

Enabling Salesforce CRM Content in the Partner Portal

USER PERMISSIONS

To set up and update the partner portal: Customize Application

To create and edit profiles: Manage Profiles and Permission Sets

To manage partner portal users: Manage External Users

14
Setting up Salesforce CRM Content Enabling Salesforce CRM Content in the Partner Portal

To create Salesforce CRM Content library permissions: Manage Salesforce CRM Content
OR
Manage Content Permissions

To add users to a Salesforce CRM Content library: Manage Salesforce CRM Content
OR
Manage Library checked in your library permission
definition

Before enabling Salesforce CRM Content in the partner portal, you must create and enable a partner portal. For instructions, see Setting
Up Your Partner Portal.

Enable Salesforce CRM Content for Non-Licensed Users

After you have enabled the partner portal, complete the following steps to enable Salesforce CRM Content in your portals. Use these
steps if you have not purchased Salesforce CRM Content feature licenses for your portal users.
1. Update your cloned Partner User profiles:
a. Include the “View Content on Portals” user permission.
b. Change the tab visibility for the Libraries, Content, and Subscriptions tabs from Tab Hidden to Default On.
c. Assign the updated profile to partner portal users as needed.

2. Determine what privileges your portal users will have in each Salesforce CRM Content library by creating one or more library
permissions.

Note: A library permission can only grant privileges that a user's feature license or profile permits. For example, even though
Tag Content is a library permission option, selecting it does not allow portal users without a Salesforce CRM Content
feature license to tag content.

3. Determine which libraries you want your portal users to have access to. Ensure that confidential content is not available in these
libraries.
4. Add portal users to libraries. Portal users with the Partner User profile or a clone of that profile can only be added to a library as part
of a public group.
5. Add the Salesforce CRM Content tabs to each partner portal.

Note: The Documents tab is not part of Salesforce CRM Content.

Enable Salesforce CRM Content for Licensed Users

After you have enabled the partner portal, complete the following steps to enable Salesforce CRM Content in your portals. Use these
steps if you have purchased Salesforce CRM Content feature licenses for your portal users.
1. Update your cloned Partner User profiles:
a. Optionally, add the “Create Libraries” user permission if you want to allow portal users to create and administer new libraries.
b. Change the tab visibility for the Libraries, Content, and Subscriptions tabs from Tab Hidden to Default On.
c. Assign the updated profile to partner portal users as needed.

15
Setting up Salesforce CRM Content Enabling Salesforce CRM Content in the Partner Portal

2. Select the Salesforce CRM Content User checkbox on the user detail page for each partner portal user.
3. Determine what privileges your portal users will have in each Salesforce CRM Content library by creating one or more library
permissions.

Note: A library permission can only grant privileges that a user's feature license or profile permits. For example, even though
Tag Content is a library permission option, selecting it does not allow portal users without a Salesforce CRM Content
feature license to tag content.

4. Determine which libraries you want your portal users to have access to. Ensure that confidential content is not available in these
libraries.
5. Add portal users to libraries. Portal users with the Partner User profile or a clone of that profile can only be added to a library as part
of a public group.
6. Add the Salesforce CRM Content tabs to each partner portal.

Note: The Documents tab is not part of Salesforce CRM Content.

16