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Set Up and Maintain
Collaboration Tools
Salesforce Spring
salesforcedocs
Last updated January
Copyright Salesforce Inc All rights reserved Salesforce is a registered trademark of Salesforce Inc as are other
names and marks Other marks appearing herein may be trademarks of their respective owners
CONTENTS
SET UP AND MAINTAIN COLLABORATION TOOLS
Salesforce Chatter
Salesforce Files
Salesforce Files Connect
Salesforce CRM Content
Google Apps
Collaboration Resources for Admins
INDEX
SET UP AND MAINTAIN COLLABORATION TOOLS
Help your users collaborate with each other and with people outside your organization For help with basic Salesforce administration
see Set Up Your Organization
Salesforce Chatter
Connect engage and motivate users to collaborate and work efficiently across the organization regardless of their role or location
Salesforce Files
Customize page layouts to include the Files related list so users see a list of files associated with a record
Salesforce Files Connect
With Files Connect Salesforce users can access share and search external data from systems like Quip Google Drive SharePoint or
Box
Salesforce CRM Content
Store share and manage your files in content libraries
Google Apps
Enable Google apps like Google Docs Gmail and Googlerelated AppExchange appscustomized for use within Salesforce
Collaboration Resources for Admins
In addition to online help Salesforce publishes printable documentation to help you learn about our features and successfully
administer Salesforce
Salesforce Chatter
Connect engage and motivate users to collaborate and work efficiently across the organization
regardless of their role or location
EDITIONS
Salesforce Chatter lets users collaborate on sales opportunities service cases campaigns and
projects with embedded apps and custom actions By default Salesforce organizations created
after June have Chatter already enabled for all users However if you want Chatter to be
available to a limited group of people in your org you can do a profilebased rollout instead
Available in Salesforce
Classic not available in all
orgs
With a profilebased rollout only users who have been assigned the required user profile or
permission set have access to Chatter A profilebased rollout is useful for larger companies and
companies or government agencies with regulatory constraints It allows such orgs to plan a
controlled deployment on a departmentbydepartment basis
Although we recommend an orgwide Chatter deployment the option to limit its availability is
there Ask Salesforce about enabling a profilebased Chatter rollout Chatter is secure and works in
accordance with all the security and permission settings in your Salesforce organization
ProfileBased Chatter Rollout Overview
A profilebased rollout of Chatter makes Chatter available to a controlled set of users instead
of all users in your organization
Available in Essentials
Group Professional
Enterprise Performance
Unlimited Contact
Manager and Developer
Editions
USER PERMISSIONS
To enable Chatter
Customize Application
Set Up and Maintain Collaboration Tools
Salesforce Chatter
Encryption for Chatter
Encryption for Chatter lets you encrypt sensitive data when its stored and not just when its transmitted over a network As of the
Winter release mass encryption and decryption of Chatter data is generally available To enable encryption for Chatter contact
support for help with setting it up
Chatter Settings
In Salesforce and the Salesforce mobile app Chatter is enabled by default Configure various Chatter features and customize the
Chatter experience for your users on the Chatter Settings page in Setup
Publisher Actions and Layouts
Actions add functionality to the Chatter Publisher in Salesforce Classic Actions let your users do more in Salesforce across all devices
Enable Code Snippets and Assign Permissions to Use Them
Use code snippets to enter syntaxhighlighted code samples through the Chatter publisher To make code snippets available enable
them and assign the permission to use them There are two ways to enable code snippets and assign permission through a user
profile step or through a permission set step Code snippets are available in Lightning Experience and Experience Builder sites
that are based on the Customer Service template
Assign Pin Post Permission
Pin your most critical information to the top of a feed In group and topics feeds an authorized user can pin up to three posts A
pinned post stays in place until an authorized user unpins it After you enable post pinning through Chatter Settings you can assign
the Pin Posts in Feeds permission through a permission set or a user profile
Feed Tracking
Feed tracking detects changes to tracked record fields and posts them as updates in the What I Follow feed Users who follow a
record see those updates in their view of What I Follow with one exception Updates users make themselves arent posted to What
I Follow Users can see those updates in their profile feeds
Chatter Email Settings and Branding
Chatter email settings let you change the format of your companys outgoing emails and control whether users receive email
notifications
Chatter Post Actions and Layouts
Actions on posts and comments appear in the dropdown menu on a post or comment Users can edit bookmark mute and delete
posts add topics and create tasks from posts
Group Layouts
The group layout lets you customize which fields buttons actions and lists appear in Chatter groups Changes to the group layout
affect all groups in your organization but they appear only on the group pages in the Salesforce mobile app Changes to the group
publisher appear in both the full Salesforce site and the Salesforce mobile app
Topics for Objects
Topics for objects offers a powerful way to crowdsource your companys key themes and issues Users can add topics to records to
organize them by common themes
Customize Chatter Influence
Customize activity thresholds for posts comments and likes to improve the Chatter influence calculation
Allow Users to Thank Their Coworkers
Recognize your coworkers with thanks badges and post your thanks directly to the Chatter feed
Guidelines for Deleting Your Users Chatter Messages
Salesforce administrators with the Manage Chatter Messages permission can access all users private messages via SOAP API You
can view and delete any message for example for compliance
Set Up and Maintain Collaboration Tools
ProfileBased Chatter Rollout Overview
Report on Chatter with the Dashboards Package
The Chatter Dashboards package for Salesforce Classic packs a punch You get multiple dashboards over reports and even
custom report types Use the dashboards to monitor and manage Chatter adoption and engagement in your organization
Chatter Desktop
Control access to Chatter Desktop and install and configure the Chatter Desktop Managed Version
ProfileBased Chatter Rollout Overview
A profilebased rollout of Chatter makes Chatter available to a controlled set of users instead of all
users in your organization
EDITIONS
Once profilebased rollout is enabled for your organization you can enable Chatter for the users
with the required user profile or permission sets Users without the right profile or permission set
dont have access to Chatter
Available in both Salesforce
Classic not available in all
orgs and Lightning
Experience
Example Lets say you assign a profile or permission set that excludes Chatter access to a
subset of users These users still have access to Salesforce objects but they dont see the
record feed and they cant post or comment
Available in Enterprise
Performance and
Unlimited Editions
Get Ready for ProfileBased Rollout of Chatter
If youre rolling out Chatter to a subset of your users you can manage Chatter access with custom user profiles and permission sets
Theres a little upfront work you can do to prepare
Control Chatter Access Through User Profiles
Modify existing custom user profiles to allow or deny access to Chatter
Control Chatter Access Through Permission Sets
Manage Chatter access by modifying existing permission sets or setting up new ones
ProfileBased Rollout Considerations
In organizations that use Chatter profilebased rollout limitations apply There are limits with user profiles permissions sets and the
interaction between users with and without Chatter access
Get Ready for ProfileBased Rollout of Chatter
If youre rolling out Chatter to a subset of your users you can manage Chatter access with custom
user profiles and permission sets Theres a little upfront work you can do to prepare
EDITIONS
From a highlevel perspective a profilebased rollout of Chatter consists of these steps
Available in both Salesforce
Classic not available in all
orgs and Lightning
Experience
Note Before you begin disable Chatter for your entire organization in Setup go to Chatter
settings and deselect Enable
Salesforce enables the Chatter profilebased rollout feature for your organization
You determine who gets access to Chatter
You review and modify existing custom user profiles and permissions sets
Verify that in a custom user profile or permission set the Enable Chatterpermission has the
desired setting
To allow or restrict Chatter access assign the associated profile or permission set to users
You turn on Chatter for your organization
Available in Enterprise
Performance and
Unlimited Editions
Set Up and Maintain Collaboration Tools
ProfileBased Chatter Rollout Overview
Note Perform step as a separate final step If step is combined with another step or performed out of order unpredictable
and undesirable results can occur
SEE ALSO
ProfileBased Chatter Rollout Overview
Control Chatter Access Through User Profiles
Control Chatter Access Through Permission Sets
Control Chatter Access Through User Profiles
Modify existing custom user profiles to allow or deny access to Chatter
When Salesforce turns on Chatter profilebased rollout for your organization it adds the Enable
Chatter permission to your existing user profiles and permissions sets Enable Chatter is automatically
enabled for all standard profiles Its also automatically enabled for custom profiles when any of
these userlevel permissions are enabled manually or as part of a license
Create and Own New Chatter Groups ChatterOwnGroupsUsers with this permission can
create groups in Chatter
EDITIONS
Available in both Salesforce
Classic not available in all
orgs and Lightning
Experience
Create and Share Content Deliveries for Chatter Files ChatterFileLinkUsers with this
permission can use files with Chatter like uploading attaching and sharing
Available in Enterprise
Performance and
Unlimited Editions
Invite Customers To Chatter ChatterInviteExternalUsersUsers with this permission can invite
users who dont have a Salesforce license to Chatter
USER PERMISSIONS
Manage Chatter Messages and Direct Messages ManageChatterMessagesUsers with this
permission have management access to Chatter Messages and Direct Messages Experience
Builder sites
To enable Chatter
Customize Application
Moderate Chatter ModerateChatterUsers with this permission can moderate Chatter feeds
Moderate Chatter Feeds ModerateNetworkFeedsUsers with this permission can moderate feeds in sites
Use Case Feed ViewCaseInteractionUsers with this permission can access Case feeds
View All Data ViewAllDataUsers with this permission can view all data regardless of their membership status in a feed or ownership
of a record
Modify your existing custom profiles with the desired permissions to manage access to Chatter and create custom profiles if necessary
Log in as a Salesforce administrator
From Setup enter Profiles in the Quick Find box then select Profiles
Set Up and Maintain Collaboration Tools
ProfileBased Chatter Rollout Overview
For each custom user profile
a Click Edit
b In the Administrative Permissions section select or deselect Enable Chatter depending on whether you want users with this
profile to have Chatter access
Important The Enable Chatter permission is available only if Chatter profilebased rollout is enabled for your organization
Salesforce enables profilebased rollout at your request After profilebased rollout is enabled selecting the Enable Chatter
permission on a profile doesnt automatically enable Chatter for people with that profile People cant use Chatter until
you turn on Chatter for your organization
c Save your changes
If applicable create custom user profiles with the desired permissions and assign them to users
SEE ALSO
Get Ready for ProfileBased Rollout of Chatter
Control Chatter Access Through Permission Sets
Chatter Settings
ProfileBased Rollout Considerations
Set Up and Maintain Collaboration Tools
ProfileBased Chatter Rollout Overview
Control Chatter Access Through Permission Sets
Manage Chatter access by modifying existing permission sets or setting up new ones
EDITIONS
When you enable or disable Chatter through permission sets consider that
When you enable Chatter in a permission set the permission set takes precedence over user
profile settings All users with a Chatterenabled permission set have access to Chatter even if
Chatter isnt enabled in their user profile
Available in both Salesforce
Classic not available in all
orgs and Lightning
Experience
When you disable Chatter in a permission set the permission set doesnt take precedence over
user profile settings All users with a Chatterenabled user profile have access to Chatter even
if Chatter is disabled in their permission set To prevent that person from accessing Chatter
disable Chatter in both the persons user profile and permission set
Available in Enterprise
Performance and
Unlimited Editions
When Chatter profilebased rollout is enabled for an org Chatter is automatically enabled when
some userlevel permissions are already enabled And some Chatter settings are disabled For
more information see ProfileBased Rollout Considerations on page
USER PERMISSIONS
Verify that existing permission sets include the correct and required Chatter permissions for the
desired subset of users
To enable Chatter
Customize Application
In Setup navigate to Permission Sets
For each existing userlevel permission set
a In the System section click System Permissions
b Click Edit and select Enable Chatter The Enable Chatter permission is available in a permission set only after Chatter profilebased
rollout is enabled for your org
Set Up and Maintain Collaboration Tools
ProfileBased Chatter Rollout Overview
c Save your changes
If applicable create permission sets with the desired permissions and assign them to users By default all permissions in a new
permission set are disabled Enable the appropriate permissions in the new permission set to give users access to Chatter plus extra
levels of management authority
Create and Own New Chatter Groups ChatterOwnGroupsUsers with this permission can create groups in Chatter
Create and Share Content Deliveries for Chatter Files ChatterFileLinkUsers with this permission can use files with Chatter
like uploading attaching and sharing
Invite Customers To Chatter ChatterInviteExternalUsersUsers with this permission can invite users who dont have a Salesforce
license to Chatter
Manage Chatter Messages and Direct Messages ManageChatterMessagesUsers with this permission have management
access to Chatter Messages and Direct Messages Experience Builder sites
Moderate Chatter ModerateChatterUsers with this permission can moderate Chatter feeds
Moderate Chatter Feeds ModerateNetworkFeedsUsers with this permission can moderate feeds in sites
Use Case Feed ViewCaseInteractionUsers with this permission can access Case feeds
View All Data ViewAllDataUsers with this permission can view all data regardless of their membership status in a feed or
ownership of a record
Set Up and Maintain Collaboration Tools
ProfileBased Chatter Rollout Overview
Note Selecting the Enable Chatter permission in a persons permission set doesnt automatically turn on Chatter for that person
People cant use Chatter until you turn on Chatter for your organization
SEE ALSO
Get Ready for ProfileBased Rollout of Chatter
Control Chatter Access Through User Profiles
Chatter Settings
ProfileBased Rollout Considerations
ProfileBased Rollout Considerations
In organizations that use Chatter profilebased rollout limitations apply There are limits with user profiles permissions sets and the
interaction between users with and without Chatter access
The Enable Chatter option isnt available on profiles or permission sets unless profilebased rollout of Chatter is enabled for the
organization
When you enable Chatter in a permission set the permission set takes precedence over user profile settings All users with a
Chatterenabled permission set have access to Chatter even if Chatter isnt enabled in their user profile
When you disable Chatter in a permission set the permission set doesnt take precedence over user profile settings All users with
a Chatterenabled user profile have access to Chatter even if Chatter is disabled in their permission set To prevent that person from
accessing Chatter disable Chatter in both the persons user profile and permission set
Enabling Chatter in a persons user profile or permission set doesnt automatically turn on Chatter for the organization Turn on
Chatter for your organization in Setup after you modify user profiles and permission sets
Standard Salesforce user profiles have Chatter enabled by default You cant disable Chatter for these standard profiles
Dont deselect the Enable Chatter permission on a cloned Chatter External user profile The user sees an error message and cant log
in
Dont deselect the Enable Chatter permission on a cloned Chatter Free or Chatter Moderator profile You get an error message and
cant save the profile
Enabling Chatter and profilebased rollout for an organization also enables a set of dependent Chatter user permissions If Chatter
is disabled for the organization these permissions are also disabled at the same time However if Chatter is reenabled these
permissions arent automatically reenabled and the administrator must enable them explicitly
When profilebased rollout of Chatter is enabled for an organization Chatter is automatically enabled for standard profiles For custom
profiles and permission sets Chatter is automatically enabled if any of these userlevel permissions are enabled manually or as part
of a license
Create and Own New Chatter Groups ChatterOwnGroupsUsers with this permission can create groups in Chatter
Create and Share Content Deliveries for Chatter Files ChatterFileLinkUsers with this permission can use files with Chatter
like uploading attaching and sharing
Invite Customers To Chatter ChatterInviteExternalUsersUsers with this permission can invite users who dont have a Salesforce
license to Chatter
Manage Chatter Messages and Direct Messages ManageChatterMessagesUsers with this permission have management
access to Chatter Messages and Direct Messages Experience Builder sites
Moderate Chatter ModerateChatterUsers with this permission can moderate Chatter feeds
Moderate Chatter Feeds ModerateNetworkFeedsUsers with this permission can moderate feeds in sites
Set Up and Maintain Collaboration Tools
Encryption for Chatter
Use Case Feed ViewCaseInteractionUsers with this permission can access Case feeds
View All Data ViewAllDataUsers with this permission can view all data regardless of their membership status in a feed or
ownership of a record
When profilebased rollout of Chatter is enabled for an organization two org preferences are set to OFF
Allow Coworker Invitations inviteCsnUserEnabled
Allow Customer Invitations inviteChatterGuestEnabled
In organizations that have thanks badges enabled users with access to Chatter cant thank users who dont have access to Chatter
If your organization already has Chatter enabled and switches to profilebased rollout of Chatter manually enable Chatter in all
existing custom profiles and permission sets Otherwise users that are assigned these custom profiles and permission sets lose access
to Chatter
When profilebased rollout of Chatter is enabled in Salesforce Classic users who cant use Chatter also cant use global search
Advanced search is available to these users
Encryption for Chatter
Encryption for Chatter lets you encrypt sensitive data when its stored and not just when its
transmitted over a network As of the Winter release mass encryption and decryption of Chatter
data is generally available To enable encryption for Chatter contact support for help with setting
it up
Encryption applies to all Chatter feeds It lets your company comply confidently with privacy policies
regulatory requirements and contractual obligations for handling Chatter data
Encrypted fields work normally throughout the Salesforce user interface business processes and
APIs There are some exceptions for example encrypted fields cant be filtered When you encrypt
a field existing values arent encrypted immediately Values are encrypted only after you interact
with them for example you add or edit field content
Encrypted fields include
Feed posts and comments
EDITIONS
Available in Salesforce
Classic not available in all
orgs Lightning Experience
and the Salesforce mobile
app
Available for an extra cost
in Enterprise Performance
and Unlimited Editions
Requires purchasing
Salesforce Shield
Available in Developer
Edition at no charge for orgs
created in Summer and
later
Feed questions and answers
Link labels and URLs
Feed polls and poll choices
Content from your custom Rich Publisher Apps
Note If you participated in the pilot turn encryption for Chatter off and on again to include new fields Contact Salesforce for
assistance with encrypting all previously created data
Enabling encryption for Chatter disables Einstein Spam Detection and exposes Chatter to the global limitations that come with encryption
Set Up and Maintain Collaboration Tools
Chatter Settings
Chatter Settings
In Salesforce and the Salesforce mobile app Chatter is enabled by default Configure various Chatter
features and customize the Chatter experience for your users on the Chatter Settings page in Setup
EDITIONS
To access the Chatter Settings page in Setup enter Chatter in the Quick Find box and
select Chatter Settings
Available in Essentials
Group Professional
Enterprise Performance
Unlimited Contact
Manager Developer and
Databasecom Editions
To disable Chatter for your entire organization deselect Enable in the Chatter Settings section
Chatter Group Settings
Use Chatter group settings to configure group features like group archiving records in groups
and unlisted groups
Set the Format of Timestamps on Case Feed Posts
In case feeds show users a relative timestamp on new posts like m ago or an absolute timestamp like January at PM
Comments and replies are also shown with relative timestamps
Convert Character Combinations into Emoticons in the Feed
Emoticons let your users enter character combinations in their posts and comments to create expressions
Let Users Set OutofOffice Messages in Chatter
Let your users schedule and customize an outofoffice message and place it next to their name in Chatter You can enable or disable
this feature in Setup under Chatter Settings Setting an outofoffice message is available only in Lightning Experience
Customer Invitations
Let users invite customers to the private groups that they own or manage Customers are users outside of your companys email
domains They have limited Chatter access and can see only the groups that theyre invited to They can interact only with members
of those groups
Coworker Invitations
Let Salesforce users invite coworkers without Salesforce licenses to Chatter Invited users can access Chatter people profiles groups
and files but they cant see record data unless they have a Salesforce license
Enable Add Actions in the Chatter Publisher
In Salesforce Classic before you can add global actions to the Chatter publisher you must first enable the Actions in the Publisher
feature in Chatter Settings Actions add functionality to the Chatter publisher and let your users do more in Salesforce across every
device
Feed Post and Comments Editing Overview
With feed post editing users can edit their own feed posts Record owners can also edit any post on records they own no matter
who created the post
SEE ALSO
Salesforce Chatter
Topics Privacy
Chatter Group Settings
Use Chatter group settings to configure group features like group archiving records in groups and unlisted groups
Available in both Salesforce Classic and Lightning Experience
Set Up and Maintain Collaboration Tools
Chatter Settings
Available in Essentials Group Professional Enterprise Performance Unlimited Contact Manager and Developer Editions
Chatter Group Archiving
Group archiving is enabled by default for your organization If a group has no new feed posts or comments for consecutive days
the group is archived automatically When group archiving is enabled feed activity in groups is automatically reviewed weekly
Enable Records in Chatter Groups
By default records are allowed in groups But you can also customize the group publisher to include the Add Record action so users
can add records to groups
Enable Unlisted Chatter Groups
Enable unlisted groups for your organization to help users collaborate more privately in Chatter
Unlisted Group Limitations
Before you decide to enable unlisted groups in your organization consider these limitations
Chatter Group Archiving
Group archiving is enabled by default for your organization If a group has no new feed posts or
comments for consecutive days the group is archived automatically When group archiving is
enabled feed activity in groups is automatically reviewed weekly
Mentioning a group doesnt count as feed activity and doesnt delay group archiving Archived
groups count toward your orgs group limits but not toward a users group membership
limits
There are more group archiving settings on the group settings page Thats where group owners
and managers can archive or activate the group and edit automatic archiving settings To change
archiving settings for multiple groups at once use the Salesforce API
If your organization doesnt want to use group archiving disable this feature in Setup Enter
Chatter in the Quick Find box select Chatter Settings and deselect Allow Group
Archiving in the Groups section
Note You can take steps to allow group owners and managers to archive activate or disable
automatic archiving in the Salesforce mobile app and Lightning Experience Customize the
group layout and add the necessary fields
SEE ALSO
Group Layouts
EDITIONS
Available in both Salesforce
Classic not available in all
orgs and Lightning
Experience
Available in Essentials
Group Professional
Enterprise Performance
Unlimited Contact
Manager and Developer
Editions