In this blog post you will find some of the best practices for managing content on Salesforce. We have identified the high level direction in this post for implementation consideration. Please feel free to add your comments so we can address any of your issues accordingly.
Decide organization level access for your Salesforce CRM Content
Each user must have a Salesforce CRM Content user license and plan had to be worked on for procuring the licenses, like number of licenses needed, permission for the specific users etc.,
List the number of libraries
Review the files that are planned to be stored in Salesforce CRM Content and determine how many libraries needed 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.
Permissions needed for different libraries
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. Customization on these library permissions or create new ones can be accomplished.
Note – that library permissions do not apply to personal libraries; all users can save content in their personal library
Decide on number of content types
Content types are the containers for custom fields; they determine which fields are available during the publishing process and how the fields display on the content details page. You can create multiple content types and assign a content field to any or all content types.
Decide on custom fields requirement on the content
All content types contain three default fields: Description, Tags, and Title. Additional fields can be created and assign them to one or more content types.
Third party content integration requirement
In Salesforce CRM Content, tags are descriptive labels that help classify and organize content. Contributors can assign tags to their files, content packs, Google docs, or Web links, thus enabling 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 new 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.
Decide on content delivery
A content delivery allows easily convert documents such as Microsoft PowerPoint and Word files into an optimized web-based version for easy online viewing. Once the delivery is decided, file’s encrypted URL can be sent to any recipient, such as leads, customers, partners, and colleagues, and then track how often the content is viewed or downloaded. In addition to tracking, content deliveries provide several benefits over sending files as attachments.
Multilingual support requirement
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.
Requirement for enabling content for portal users
Portal users with different levels of access to your Salesforce CRM Content organization can be setup.