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  • Tag: summer 14

    • Salesforce Files Sync

      Posted at 9:16 PM by Rakesh Gupta, on June 9, 2014

      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.

      Posted in Chatter, Summer'14 Release | 8 Comments | Tagged ADM 201, adm 201 certification, adm 201 salesforce, Allow File Sync, Chatter File, Con 201, Desktop Integration, dev 401, DEV401, Enable Salesforce Files Sync, File Sync, Generated link, Grant Users Access to Salesforce Files Sync, Install the Salesforce Files Client, limits when using the Salesforce Files Client, New file filter names, Permission for Salesforce File Sync, sales cloud consultant, salesforce, salesforce Admin exam, salesforce advanced developer certification, salesforce certified developer exam, Salesforce File Avaliable for Editions, Salesforce File Client, Salesforce FIle Generally Avalibale, Salesforce File limit, Salesforce File Sync, Salesforce File Sync limit, Salesforce Files, Salesforce Files Client, Salesforce Files client download, Salesforce Files Client limit, Salesforce Files Desktop Client, Salesforce Files Folder, Salesforce Files for Mac, Salesforce Files for Mac OS X, Salesforce Files For Windows, Salesforce Files Sync, Salesforce Files Sync limits, Salesforce1, Share file from Salesforce1, Slaesforce sales cloud consultant exam, summer 14, Summer 14 Chatter enhancement, Summer 14 enhancement, Summer 14 release summary, sync files between their devices and Salesforce, Sync Files System Permission, Ways to Share Synced Files
    • Control Manual Sharing for User Records

      Posted at 10:52 PM by Rakesh Gupta, on June 4, 2014

      After Summer’14 release you can prevent users from sharing their own user records with other users across the organization. You can also set Organization-Wide Default for the user object to Private. This feature is available in Professional, Enterprise, Unlimited, and Developer Editions.

      Business Use Case:- Higher management in Universal Container doesn’t want to allow their users to share own user records with other users and on the record detail page they don’t want to allow users to see owner’s details (When user click on owner name they drill-down to user record detail page).

      A solution of the above business requirement

      Before  Summer’14 release the Sharing button was available on all user detail pages for organizations with User Sharing. This button enables a user to grant others access to the user’s own user record, a method that is known as manual sharing. Now you can Enable or disable the Sharing button for all users. To solve above business requirements follow the below instructions

      1) Click on Name | Setup | Administration Setup | Security Controls | Sharing Setting
      2) Click on Edit in the Organization-Wide Defaults area
      3) Set Organization-Wide Default for the User object to Private and deselect Manual User Record Sharing checkbox to display the Sharing button on the user detail page, as shown in the following screenshot

      Set Organization-Wide Sharing for User Object

      Set Organization-Wide Sharing for User Object

      4)  Click on Save.

      Note :-  After Summer ’14 release organizations that are enabling User Sharing get the Sharing button hidden on all user detail pages by default. When the organization-wide default for users is set to Public Read Only, users get read access to all other user records, can see those users in search and list views, and can interact with those users on Chatter and Communities.

      It’s time to test this feature

      To test this feature I am login with a different user whom having read only access on another user’s Lead records. In this demo I took the example Lead object to test (OWD Private for user object).

      1) Navigate to your User detail page and now page doesn’t contains Sharing button, it will look like the  following screenshot

      No Sharing Button On User Record

      No Sharing Button On User Record

      2 ) Navigate to Lead record records and click on Owner Name as shown in the following screenshot

      Click on Record Owner Name

      Click on Record Owner Name

      It will redirect you a new page where it will display error message “A full profile is unavailable because you don’t have access to this user.“same like the following screenshot

      Owner Details is Unavailable

      Owner Details is Unavailable

      Pros and Cons of setting Organization-Wide Default for User to Private

      1) If OWD is set to private, than you can follow to those users in Chatter for which you having read only access to their user record
      2)  If you have disabled the Community User Visibility checkbox in the Sharing Settings page, community users can only be seen by themselves and their superiors in the role hierarchy.
      3) To Share the user records you can write sharing rule.

      Posted in Summer'14 Release, User Management | 2 Comments | Tagged ADM 201, Admin maintenance exam, Chatter, Chatter ehancement summer14, chatter enhancement, Con 201, Control Manual Sharing for User Records, DEV401, Enable or disable the Sharing button for all users, Manual User Record Sharing, prevent users from sharing records, salesforce, salesforce Admin exam, salesforce advanced developer certification, salesforce certified developer exam, salesforce release, Salesforce summer 14 release, Salesforce summer14 release, Set owd for user object to Private, SHarew user record, summer 14, Summer 14 enhancement, Summer 14 release summary, Summer 14 User object enhancement, Summer'14, summer'14 release, summer14 release preview, summer14release, User objectSalesforce, Userobject
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