In this session let's talk about documents.
In fact documents is also one of the other option that we have in Salesforce to maintain our files and
other documents in the sales force in the previous lecture we understood about attachments how to configure
attachments how to build out in the related list how blocked batch files and then how to be our guest
that direct class.
And we also discussed about the new evolution of using files instead of attachments.
So similarly in documents is under that option that we have in Salesforce for maintaining our content
and sales force so here documents we use documents for storing all of the web resources and other materials.
But they do not directly address them direct cards similar to attachments and documents also supports
all file types and the maximum file sizes fight him.
Now let's go to a lot of sense flows develop at odd and let's try to understand how to configure this
documents now that we have logged NSA sys admin.
So we have automatic access to documents.
So for accessing documents flows let's add the tab here.
You can see documents stamps added
go for documents.
But now that I have loved the NSA sys admin so automatically I have got access to this documents.
But otherwise in real time for other users who are smart system arguments we have to explicitly provide
access only then they'll be able to access documents.
So to replicate that scenario what I'm going to do is let's log in as the second dataset and then they
provide explicit access and then they'll understand how to get access to documents.
So let's log in as user to know what have London as use it.
So why I have logged in as user so that we can get a better learning experience because Salesforce administrators
administrators have access to everything in the sales for saga.
So we might not be able to differentiate who has access and who does not have access.
So I have logged on as user to the custom profile so that we can learn from scratch how to get access
to documents and how to use documents.
So here I have logged in as user to let's try to add the documents tab.
We do not see documents here.
Right.
Meaning this user does not have access to documents.
So what we need to do is similar to objects.
We need to give access to documents as well so well for giving access log in as the system administrator
go to this particular user's profile and let's give access.
Now I have logged in as the system administrator and this is the profile custom STS profile.
So this is the profile off user.
So now what we are going to do is we are going to check the access level for this user for documents.
So go for objects the standard objects and in standard objects you'll see the other standard objects.
And there you also see documents and you'll see that this user does not have access to documents.
So what let's do this
let's edit the profile and provide the read Axis
and also create access.
Rachel we have basically given lead and create access to this profile so that now if I log in as I use
it too.
Ideally I should be able to see the documents step.
So let me log in as user to
I have logged in as user to now.
Let's try to add the tab.
Documents.
And now we see documents.
Why.
Because the user too has been given access to documents through the portal file.
So here we see documents.
So go to documents.
Perfect.
So this is the place where you have access to all the documents which are uploaded here.
So if a user comes and tells you that he's not able to access documents then access might be the issue.
And he had you see only one folder called as my personal documents and also for the field audit trail.
So let's go to my personal documents.
So my personal documents as the name says these are all the documents that you have created for yourself.
So what are the other uses in the order we will not be able to access your personal documents.
So here you can click on new document and you can attach documents give the document name and indicated
document is internal document does internal basically it tells you that this is an internal document
within the ARG.
And it does not advise you to share this document with the other external users.
This is a personal document that is a separate but otherwise those documents that you know which you
share with other uses those documents when you market does internet.
So although users will also know that this is an internal document which is a specific to the are specific
to the company and if it should not be basically shared with other external users.
So that is the functionality of this Internet.
So if you want to market internally depending on the document yes you can do that give a meaningful
description give some keywords if necessary which would be useful when you search for the document and
you can also see that you can give some bot that you wanted to capture that or you can upload the document
as such.
So choose fi
save perfect so no other document is created.
And if you will file you'll be able to see the document.
And OK just has plain text that is accessed perfect.
So first now that we have created one document under my plus no documents let me go back to list
so as user to now what I have done is under my plus no documents like I have and your documents that
I need for my own personal reference.
Similarly all of the uses with at least the report machines they have access to documents and they can
access my plus no documents.
But as a system administrator you have additional access to create folders here and you can share that
with other users so that they can access those documents.
So let me again log in.
Assad the system administrator and let's try to create new folders.
Now I have logged in as a system administrator.
You'll see that I have this option of create new folder so create new folder.
And basically when we create folders in documents apart from giving the name and the other details we
also need to give the folder access read only access all of the right access.
So basically if you say read only access those are documents under this particular folder.
Users will only be able to read those documents and if you provide a read write access the users who
have access to those documents will be able to read and edit the documents so for other purposes of
understanding.
Let me just give a label and a name I've just given Reed only folder.
Item and I'd be logical because in real time we give up the actual purpose of the folder.
Say for example a marketing sales sales documents like that but for the purpose of understanding I've
just named it as a read only folder.
And here you also can choose up the folder should be accessible by virtual users.
All right so if you want some specific set of users you can choose by groups or rules rules and subordinates
and all these if you want to give access to all the users you can give access to all the users also
so we can create folders like this.
So I have created a lead only folder similarly you can create other folders s but let me also create
one more folder and let me say a read right folder and he had on so you can choose which all UI uses
should access the documents that in this folder.
And here I have given the folder access to be lead right.
So basically the documents in this folder.
Users will be able to read and write those documents and save the effect.
So we have created two folders.
One is the read only folder.
The other is a lead right folder.
You can ignore this basically this is part of the app that we installed earlier.
All my personal documents are basically documents that are specific to the user that is specific to
you.
Nobody else can have access to those documents but the order folders that you create are that users
can have access depending upon how the disk configured.
If only read only access is given only read only access if you read write access is given and then we'll
leave you to write access.
So let me go to the read only folder.
And let me try to create a document within that.
Similarly given name and see if it does an internal document not give a proper description.
Add keywords appropriately and also choose the fight to upload have given all the necessary details
here.
I have marked it as Internet so that other users will also know that this is an internal document and
should not be shared with external users.
And once you are done creating everything click on Save
perfect so other read document is created.
All right.
And there it is created it is created under a read only folder.
Let me go back to documents and indeed only for love like you see documents here.
And as I mentioned before and the item you lot have does it need only for day.
Instead we have folders like sales are marketing or I use a training order of respect to a particular
module or something like that.
So those kind of folders will need to be having in real time and you can also give the links of these
folders to use US will begin to directly access them and at the same time you can also email these documents.
You can click on email and help you just send your regular email.
You can email these documents to use us
and this being a read only folder.
Users will only have a read access to this to these documents.
Basically to all the documents within this particular folder but the access to the document is not only
determined by the folder access the folder access here is a need only but my access to the document
inside this is not only determined by this folder access it is also determined by my baseline access
given in the profiles.
All right.
So Mike the access given to my profile plus the folder access so what who decides what does a level
of faxes that I have do and documents
for years of understanding I have sorted down all of the different possibilities so that we can understand
this concept better.
First is the profile levy so I am a user although I do not consider a system my then who has access
to everything in the art.
I am just a regular user with a custom profile and there as in the profile level.
I do not have access to these documents absolutely no access nor create an oldie nor did not delete.
So irrespective of the access that they have from documents be read only folder or read right folder
I will not be able to access it.
In fact a person with no access will not even be able to access the documents tab right and next is
the lead.
So in the profile level if I have read access and in the document level I have either meet read only
or read write but in the profile I have I have only read access so I can read all the documents.
I can e-mail the documents but I can't create new ones and they can't edit or delete existing documents.
The folder may say read on a rewrite folder.
The fall of the folder may provide a read write access.
However my profile does give me only read access.
So in spite of the folder having read right at Access I would still not be able to edit I'll still be
able only to read the documents.
The third scenario is a read plus create.
So in the profile level if I have read and create and in the document access if it is read only or read
right then I can read all the documents email all the documents I can create new ones because my profile
permissions allows me to create new records and create new documents.
Basically
but I can't edit existing documents.
Why.
Because my profile doesn't give me that permission and I can't delete also my profile.
Again doesn't let me delete documents and in the profile I believe I have read create and edit for read
only folders what happens I can read email I can create new ones I can't edit existing documents write
because though my profile allows edit permissions the folder is basically a read only folder.
So do I have edit permissions I'll still not be able to edit existing documents and I can't delete desperate
but for the right folders folders with a read write permissions I can read email I can create new ones
I can edit existing documents but I can't daily dose and if I have all the permissions I my profile
level for read only folders still I can only lead an email then I can create new documents.
Yes but I can't edit delete and for read right folders I can read email create new ones edit existing
ones and also delete existing documents.
So this is basically the combination how it works.
Depending upon the access that you have in your profile level and the access that you have a dead document
level.
Basically the folder level so a combination of these gives you the final access to the documents.
So this is about our documents like how you can create new documents and how you can access documents
and then we talk about this.
There is also one other concept that I would like to share with you in gives you want to set a restriction
for the files that are being uploaded like which you may think maybe of a potential risk like a dart
HDMI files hedge D.M. hedge.
You can set an exception this way for setting that go to set up such for file upload and download security.
And here you can specify do not allow HDMI uploads as attachments or documentary cards.
So if you select this option then users will not be able to upload attachments with that extension as
Dot HDMI HDMI HDD and all these.
Basically for more security so this is also one good information here that we need to know.
And this is all about documents so documents ones you have all your documents yet you can very much
use it in your sales flows all of you can use it in email templates you can provide the document links
in other places so that day users can access those who can provide training materials use it training
documents getting uploaded here and you can share it with the end users so that in a number of ways
liquid and you can access you her documents and use it with the outlets skills use us.