Salesforce Files Sync

Last Updated on July 17, 2014 by

File Sync

Salesforce File Sync makes file management easier than ever. Your users install a desktop client called Salesforce Files. They can then securely store, sync, and share files between Chatter, their desktops, and mobile devices. After Summer’14 release this feature are generally available in Enterprise, Performance, Unlimited, and Developer Editions. Follow the below steps to enable Salesforce file sync for your organization and make it available for users

Enable Salesforce Files Sync in Your Organization

To enable Salesforce File Sync to allow users to sync files between their devices and Salesforce, follow the below instructions

1) Click on Name | Setup | App Setup | Customize | Chatter | Settings
2) Navigate to File Sync section and select Allow File Sync check-box as shown in the below screenshot

Enable Salesforce Files Sync in Your Organization
Enable Salesforce Files Sync in Your Organization

3) Click on Save.

Grant Users Access to Salesforce Files Sync

After enabling Salesforce File Sync for your organization, next task is grant your users access by either creating and assigning a permission set or by granting permission on profile. In this demo I will create new permission set and assign it user. To grant Salesforce file sync access to users follow the below instructions

1) Click on Name | Setup | Administration Setup | Manage Users | Permission Sets
2) Click on New button and it will redirect you to new window where you have to fill few details to create new permission set as shown in the below screenshot

New Permission Set for File Sync
New Permission Set for File Sync

Note:- Select a user license option. If you plan to assign this permission set to users with both Salesforce and Chatter Only licenses, select “None”.

3) Navigate to System section and click on System Permissions, At the top of the System Permissions page, click on Edit button
4) Under System Permissions, select Sync Files check-box as shown in the below screenshot

Sync Files System Permission
Sync Files System Permission

5) Click on Save.

Changes to the Files Tab with Salesforce Files Sync Enabled

After enabling Salesforce File Sync for your organization, you and your users will notice some changes on the Files tab in Chatter. With Salesforce Files Sync enabled, the Files tab gains two new features, as shown in the below screen shot

Changes to the Files Tab with Salesforce Files Sync Enabled
Changes to the Files Tab with Salesforce Files Sync Enabled
    1. New filter names :- Filter the files list by recent, owned, shared, followed, and synced files. The new Synced filter shows the files in your Salesforce Files folder. From the Synced filter, users can search, preview, follow, share, and upload new versions of their synced files.
    2. Salesforce Files client download :- One-click access to download the desktop client.

Note:-  Users who have the “Sync Files” permission see the new filter names. Users without this permission continue to see their existing filter names.

Install the Salesforce Files Client

Users can install the Salesforce Files client so they can sync files between their desktop, Chatter, and mobile devices. The Salesforce Files client is supported on Microsoft® Windows® 7 and Apple® OS X 10.7. To download and install Salesforce Files follow the below instructions

1) Click on Name | Setup | Personal Setup | Manage Users | Desktop Integration | Salesforce Files
2) Click on Download as shown in the below screenshot

Download Salesforce Files Client
Download Salesforce Files Client

3) Follow the installation instructions for your operating system.
4) Log in with your Salesforce credentials.

Log in with your Salesforce credentials.
Log in with your Salesforce credentials

5) On the next window click on Allow button authenticate Salesforce Files as shown in the below screenshot

Allow Salesforce File Sync
Allow Salesforce File Sync

Ways to Share Synced Files

Share Synced files with People and Groups on Chatter, or with anyone outside your organization via a Generated link. Share them directly from the Salesforce Files Folder on your desktop, the Files tab in Chatter, or your mobile device with Salesforce1. If you share a file with a person or group with Collaborator rights, then when collaborators download, edit, and upload a new version of the file, you’ll get the latest version automatically synced. When you edit and sync a new version of the file, the people and groups you’ve shared with will automatically get the latest version on Chatter. In this demo I will share file from Salesforce Files Folder on my desktop to Chatter File. To do this copy file into Salesforce Files Folder that you want to share on Chatter, you can take help from below screenshot

Share File From Salesforce File Desktop Client
Share File From Salesforce File Desktop Client

Navigate to File tab and check file you uploaded through Salesforce File Client.

File Auto Sync to Files Tab
File Auto Sync to Files Tab

Share Synced Files Directly from the Salesforce Files Client

Synced files can be shared from inside the Salesforce Files Folder

1) On your desktop, in your Salesforce Files folder, right-click the file you want to share.
2) Choose a menu option under Salesforce Files: share with people in your organization, with Chatter groups, or with people outside your organization via link.

Share Synced Files Directly from the Salesforce Files Client
Share Synced Files Directly from the Salesforce Files Client

3) When prompted, enter the names of the people or groups in your organization and an optional message to share the file with them. If you’re sharing the file via link, copy the link.

Synced Files Directly from the Salesforce

If you want to sync file that you posted on Chatter feed then use the Sync icon as soon in the below screenshot

Sync File directly from Chatter Post
Sync File directly from Chatter Post

limits when using the Salesforce Files Client

  • The maximum amount of data that individual users can sync in their Salesforce Files folder is 10 GB. If the folder reaches this limit, new files won’t sync until other files are removed from the folder.
  • The maximum file size that can be uploaded using the Salesforce Files folder is 500 MB.
  • The maximum number of versions per file is 2048.
  • The Maximum number of users who can sync the same file simultaneously is 1000 users.
  • The Maximum number of synced files and folders :- Users can sync up to a combined total of 2000 files and folders but not more than 500 folders at once. For example, users can sync 1,700 files and 300 folders, or 2,000 files, but not 300 files and 1,700 folders.

8 thoughts on “Salesforce Files Sync

  1. On .. The Maximum number of users who can sync the same file simultaneously is 1000 users.

    Seems you cannot sync a file shared to you, so how could multiple users sync the same file simultaneously?
    Also, out curiosity, where did you get these numbers from, can’t seem to find these in SF doc.

    1. Hi Hamanka,

      This is an issue we have identified as an important enhancement to Files Sync that has yet to be delivered. If you are member of the Salesforce Files Sync Group please see here for the thread: https://success.salesforce.com/0D53000001a3FUV

      If not, here is a copy of my original post:

      Hi @Adam Wegel (Salesforce), following up on our use case where (many) pilots need to be able to sync operations manuals (owned by one person) and get new versions pushed to their devices, I have been looking for this ability to sync files you do not own in the Winter ’15 release notes but cannot see it there. Will this ability be part of this release? Thanks, Niels

      And here is the main answer:

      Hi Niels, thanks for reaching out, we’re aiming to have the ability to sync files “Shared With Me” available via pilot in Winter ’15. @Nissim Dokey (Salesforce) is the PM for the Files Sync client and for this feature. Nissim can you reach out to Niels when you’re ready to enable customers with this pilot feature? All this is Safe Harbor of course.
      Like
      · 26 August 2014 at 20:37

      The most recent news is that they have decided to keep the Pilot an internal SF pilot, so for me this is still pending.

  2. Hi again Rakesh,

    I have two more questions:

    • Why can I not sync files that I own that are files in Content? I see the files in the listing of files I own in the files tab, but the sync symbol is not shown and I cannot find a way to sync them.
    • Sync has introduced the concept of Folders, which I can create in my Salesforce Files folder and then see in the browser in the Files Tab. What I can’t see is how to create/edit/delete folders via the browser interface. Is that possible to do?

    Many thanks again!
    Niels

  3. Hi Rakesh,

    Am testing Sync in our CS20 Sandbox and have these questions:

    • I can only sync files that I actually own. Files that are shared to me as collaborator do not have the sync symbol and I cannot find a way to sync them to my Salesforce Files folder. This is key for us as I have hundreds of pilots that need to sync their critical manuals to their devices and auto matically get updates pushed to them, just like when you share a folder in Dropbox
    • In the limits section above there is this limit: “The Maximum number of users who can sync the same file simultaneously is 1000 users.” This must mean that more than one User can sync a given file, which would not be possible if you can only sync files you own… Hence my question why can i not sync files that I do not own?

    • In the desktop client contextual menu there are no sharing options. The “Salesforce Files” menu item is not there. I am running Win 8.1

    • Otherwise the sync works fine.

    Your help in answering the first question is especially appreciated.

    Best regards,
    Niels

    1. Feedback from SF support:


      We were able to discuss that you can only download, edit and upload new version for “Files Shared with Me”, and you can sync “Files Owned by Me”.

      I understand that the information above does not correspond to what was stated on Salesforce Files Limits “Maximum number of users who can sync the same files simultaneously | 1,000 users.”

      We agreed that I will reach out with my Email & Desktop Integration Team and/or Tier 3 Support for feedback.

      Pretty disappointing…

      Also a “bit”of a stretch to compare this limited solution to Dropbox, where folder sharing provides the exact functionality one would expect. Share and sync. Auto-push of updates to any file in the shared folder to everyone that is sharing that folder….

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