In the previous session we understood how to enable sales we'll see item content for the dog and how
to sell the usable emissions so that user can get access accordingly.
Perfect.
So now that the setup part is done let's go ahead and understand how to configure sensible system content
and thereby how to organize other documents
to start with.
Let's go to our sales for developer dog and he had one as you enabled sales we'll see item content for
this org.
You will automatically be able to see couple additional taps.
One is the content.
The other is the library's infected before enabling CRM content will not be able to access to these
tabs only after enabling it that you you'll be able to access them.
So content and libraries so added to your selected tabs hit save perfect.
So now we have these two additional tabs out here and the libraries and the content so go to libraries
you'll see that it is pretty fresh.
We have not actually configured it at all.
Let's now understand how to use this libraries libraries.
So when we say libraries basically what does the overall motive of the sales policy item contain.
Rather than keeping files in separate folders that make it very difficult to find our main objective
here is to store files in some fully searchable repositories.
Right.
So whatever content that we applaud we should be able to retrieve it whenever we need them.
Libraries are used to classify and organize content efficiently in sales force.
And here if you see you have my libraries so my libraries as the name says you just specific to you.
Only you have access to those libraries.
And on top of it you also can create other libraries.
Basically are shared content.
So here you have two tabs.
One is a shared content.
The other is in my private files my private files as the name says it is for your own private use and
a shared content.
It is something that you can share it with other uses so eventually you want to add content.
First you need to create a library and within that library you can add multiple content.
So first what let's do this.
Let's create a new library and in real time what happens is generally a library.
They'll be classified as a for sales for marketing or for customer training or induce a training or
a fee set of field sales rep documents.
He will like that based on the segments based on the modules we separate libraries so that it makes
sense.
So here also like we can choose one on one like that.
Or maybe you can just say a test library.
So let me go ahead and say a test sales library
and give a unique name for that
and also give a meaningful description so the description should say like why we created the library
and what kind of documents are placed inside that library.
But for the time being like we just give her the same name as description perfect save and close.
Awesome.
So first we have created our library.
What does the library that we have created.
Best Sales library.
And as you can see here there are more content assets added in the library.
All right so library volume very very simple terms you can just imagine like a folder that you have
in your desktop.
So you have a folder you put in finds within that right.
Similarly you know you create a library you add in content but you know unlike folder a library comes
with a lot many features like a tagging you can have record types you can have members you know many
additional features but in very simple functionality you can all relate that to a folder that you have
in your desktop.
So what.
Perfect.
So now like we have created a library let's add content to the library.
You see that like we have no content assets here.
Let me go ahead and add content.
So for adding content you have the contribute button click on contribute and it is saying like choose
a file you want to upload.
Okay choose the file and here it is showing me the same files.
OK let me add the files
OK so give the title of the file description and we need to see whether to save in a private library
that does about one private library.
So if you choose it in your private library then others will not be able to access that.
All we can say publish to a shared library.
So in our case I would say publish to a shared library.
And here it gives me two options one is a standard asset library that was already there when we enabled
sales we'll see item content.
The next is that their sales library that we just created.
So let me choose a test say library.
The concept of bags.
It's come to this a little later because plus will understand how to create libraries and add content
and then we understand about all these out on features.
So just ignore that for the time being and give publish but affect your content has been published and
done publishing
now if you refresh the page you should be able to see the document that we just added.
So what we have done till now we have we created a library that is called us at sense sales library
and under test sales library we have added a particular document.
So let me go ahead and add another document
also ok awesome OK OK.
The one that we added was was added to the private library I think.
Let me do that the right way.
OK.
So publish to my shared library the one that we did previously was added to the private library.
That is an art that is we are not able to see here.
I'm doing it the right way now.
I am adding it to the shared library then publishing.
Perfect.
So now what we have done we have created a library and we have added a couple of documents to the library
awesome.
So what we have done now is a pretty straightforward right.
We have created a library and we have added contents to the library.
All right.
So similarly what I'm going to do this I'm going to create another library.
Let me say test marketing library
unique name
we have created a second library that is called as a test marketing library.
And let me add contents to that.
Let me choose a guest duck.
Three published to the shared library desk marketing.
Publish or send in publishing.
Perfect.
Sylvia created two libraries and within the two libraries we have added a little content.
So that is what we have done till now.
Perfect.
So what do you have done to know it's pretty simple straightforward.
We have created multiple libraries and we have added multiple content to libraries.
Awesome.
Now let's understand what all the other features this concept of library has to offer.
First go to the library.
If you go to the library you'll see one concept called us members.
So what does this concept of add members add members.
They determine who has got access to this particular library.
If you can recollect when we're discussing about a documents a couple of sessions before in documents
also we create folders.
Right.
We create separate folders and ones we create the fund us we upload documents within them and what determines
my level of access to the documents.
The folder axis flows to the profile access yes on top of it.
Is access by this folder access.
So that determines if I can access the files within that particular folder and add the folder.
Access can be read only audibly.
Right.
All right.
So if you can't recollect go to that particular video or do a quick recap so that you know that does
documents is configured so for every folder we can see whether we need to set up or read only access
or read write access.
That was what documents.
Right.
So but in libraries basically you just come with the more enhanced feature in documents it was read
only access so when it a read only all the uses we have read only access to the folder.
Right.
And read write all the rules as we have read write access to the folder.
All right.
So that was what folder documents.
So one access level is set to all the uses but in case if you want different levels of access to be
set different set of uses.
Is it possible in documents.
No it is not.
Right.
It is not possible only users will have either the read only access all of you that I Texas but if you
want to set separate access for separate set of uses for a same library then we can do it and says we'll
see item content.
So basically since we'll see item content is a much enhanced to wash off content management inserts
force.
So at this library when we created libraries you know I said it is very much related to the folders
that we have in documents how we create folders and how we put in files within that.
Similarly in say US policy item content we create libraries and we applaud files into that and for access
to libraries we can set separate access for separate set of uses.
So that does call as a library for missions so my access to the files within the library will depend
on the access permissions that I have st for example.
This particular library best marketing library so who all has access to the best marketing library you
can see a section called as members and you can see only I have access to this for the library test
marketing library so only I can access the documents within the desk marketing library so you can I
more members.
So there are additional users can have access so it is as it does for marketing maybe you may be interested
in giving access only to the marketing users.
All right.
And even when we say marketing use those we have marketing team members we have marketing managers we
have marketing directors you know even in that like the role.
So based on that you can assign access accordingly.
So here you can go for AD members and you can add the users who are needs to access this particular
library perfect.
So now I have added the second user to access in this library and if you see this concept of library
permissions So what does this library mission.
You have three library permissions viewer author library administrator.
So what have you can do.
What an author can do.
Want a library administrator can do.
All right.
So we need to understand all this.
I understand that these library permissions they are not standard.
These are just custom permissions.
You can define them as part but the requirement.
No problem at all.
All right all right.
No I have library like no read Miss Edit 2 library administrator.
Let me save this Perfect And now you'll see more to me and use it.
Do we have access to this library desk marketing library.
All right.
And now let's understand about this library permissions.
Indeed.
So are to understand about library permissions go to set up search for content permissions
and then you should be able to see the library permissions.
And these are just some default permissions that is defined in the system.
You can very much edit them and delete them and you can create your new permissions as put your business
like you know you can create permissions like team members managers directors we piece like that or
you can create permissions like you know sales user or marketing user however you want to create them
all little this is completely customizable you can create them based on your requirements and you know
say for example.
EDIT Google for editing a particular omission you can edit the name.
No problem.
And then this defines a word along the axis.
This particular omission for whites.
So then I give the user the access of a library administrator.
The user can manage the library all day to pretty much like managing the library includes all the access
so they can add content to view content delete content everything so they can pretty much manage the
entire library and if they use it has blocked all the access then what happens.
Then though they have some restricted access only they can add content they can add content on behalf
of others they can archive but they can delete and that they can add comments they can attack content
but they can modify comments basically so they have some restricted access.
And the view was basically as the name says I think they can only view the content.
So yeah they can add comment they can deliver content and add some content they can do the other stuff.
So basically these permissions began defined based upon other requirements and however you define it
here.
Those options will be available when you add members to your library.
So when you add the members if you customize your library permissions
then you add a member.
Once you customize only those options will appear out here.
All right so this is the concept of library permissions.
Maybe like I can quickly show that to you.
Let me add a new library permission.
And let me name it DSA my custom library.
Machine.
I'm just doing that so that you know we know that this is the one that is created by us.
OK.
Let me add a few actions out here.
Awesome.
So we have created our one Custom Library poll machine and once you do that then you your members you
should be able to
view the four to one as well.
That is my custom library poem.
Shit all right.
Perfect.
So this is how and yeah.
You can see yellow.
So this is how you create libraries.
You add content and you provide access to the libraries so only those members who are added here they'll
be able to access the library meaning library and its contents.
So here you know you can add it by the public groups or standard users however you want it to be awesome.
And now we know how to create libraries how to manage libraries.
Let's also check out some of the other features that we have in libraries for us to switch library here.
Now that we have using this library using this option you can switch to other libraries.
So I say switch to this.
So I go to this library.
Let me go back to the marketing libraries or basically switch off of you.
And next is adding popular tags.
So bad zero.
Basically we use that bags for easy search and easy retrieval of documents right.
So daggers used to for easy and faster retrieval.
So for every library you can set tags and the tags when we say there are some staggering rules that
we have either it can be open tagging or guided tagging our restricted target.
When you say open tagging you know we can have look.
I'm going to want tags.
There is no restriction on what the tags that we give.
So whenever we upload a content we can give bags like know sales or marketing or whatever that makes
sense for the document and guided tags so guided tags meaning there are some suggested tags like.
Okay.
This is marketing right.
So let me see.
Marketing campaign like that and leads.
So these are some suggested bags but on top of these tags users can also add their own tax.
All right so that is called guided tagging and restrictive tagging meaning users can only choose one
among these stacks.
All right so these are the three different types of far tagging rules that are available so open as
use and get users can add any tags guided meaning only these tags and restrict it.
Sorry guided meaning these tags and users own tags restricted meaning only these tags so I have saved
it perfect and know what I'm going to do as I'm going to choose the content again
and let me say.
Doc hundred published to this.
It does marketing all right.
And here it says because we have chosen the restricted tagging.
Here it says this library provides suggested tags click attack to select it.
And the suggested bags are marketing campaign and leads.
So you can choose either one of them because it is a restricted tagging.
So it does not open we cannot add overall tax.
And then you can hit publish.
So basically no tags.
As already mentioned it is used for easy retrieval of documents.
And because of this particular library have we have said the tagging rules as restricted tagging only.
These are just dirt bags will be available before they use us to tag.
Otherwise open tagging or guided tagging.
Also you can use.
So that does about tagging and record types regular types is actually a pretty big concept so we be
talking about this concept of record types in a separate session and other ways we have.
Edit to delete edit members you can edit the members and the stocks about the recent activities what
happened and are active contributors to this library.
Awesome.
So I think pretty much that's it.
So regarding two libraries.
So now we know how to create libraries and how to manage libraries and says we'll see item content in
the upcoming videos that we'll understand more about the content content packs record types and all
these other concepts.