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Set Up and Maintain
Collaboration Tools
Salesforce Spring

salesforcedocs
Last updated February

Copyright salesforcecom inc All rights reserved Salesforce is a registered trademark of salesforcecom 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
Chatter Desktop

Salesforce CRM Content

Google Apps
Collaboration Resources for Admins

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

IN THIS SECTION

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
Chatter Desktop
Control access to Chatter Desktop and install and configure the Chatter Desktop Managed Version

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 Salesforce organizations created after June
have Chatter already enabled for all users by default However if you only want certain parts
of your organization to use Chatter you can do a profilebased rollout of Chatter instead With a
profilebased rollout only the users that have been assigned the required user profile or permission
sets have access to Chatter Profilebased rollout of Chatter is useful for larger companies and
companies or government agencies with regulatory constraints It allows them to plan a controlled
rollout and deploy Chatter on a departmentbydepartment basis

Available in Salesforce
Classic not available in all
orgs

We recommend rolling out Chatter for all users in your organization unless your company doesnt
want all users to have full access to Chatter Chatter is secure and works in accordance with all the
security and permission settings in your Salesforce organization

Available in 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

IN THIS SECTION

ProfileBased Chatter Rollout Overview
Profilebased rollout of Chatter enables Chatter for a subset of users instead of all users in the organization
Encryption for Chatter
Encryption for Chatter enables you to 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 Well help you set it up
Chatter Settings
Chatter is enabled by default in Salesforce and the Salesforce app 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 Salesforce Classic version of the Chatter publisher and let your users do more in Salesforce across
all devices
Enable and Assign Permissions to Use Code Snippets
Use code snippets to enter syntaxhighlighted code samples through the publisher in Lightning Experience and selfservice
communities based on the Customer Service template To make code snippets available enable them and assign the permission
to use them There are two ways to enable and assign code snippet permission through a user profile step or through a permission
set step
Assign Post Pinning Permission
Let post pinning get your most critical information the best exposure In group and topics feeds when someone posts critical
information an authorized user can pin that post to the top of the feed The post stays in place until an authorized user unpins it
After you enable post pinning through your orgs Chatter Settings you can assign the Pin Posts in Feeds permission through a
permission set or a user profile
Feed Tracking

Feed tracking tracks changes to objects and 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 control whether users receive email notifications about new posts comments and other changes
You can also change the format of the emails like add your companys logo and sender information
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 a lists appear in Chatter groups Changes to the group layout
affect all groups in your organization but they only show up on the group pages in the Salesforce app Changes to the group
publisher show up in the full Salesforce site and the Salesforce app
Topics on Objects
Topics on objects is one of the most powerful ways to crowdsource your companys key themes and issues
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

Set Up and Maintain Collaboration Tools

ProfileBased Chatter Rollout Overview

Guidelines for Deleting Your Users Chatter Messages

Salesforce administrators with the Manage Chatter Messages permission can access all users private messages via the SOAP API

You can view and delete any message such as for compliance purposes
Report on Chatter with the Dashboards Package
The Salesforce Chatter Dashboards package packs a punch You get multiple dashboards over reports and even custom report
types that you can use to monitor and manage Chatter adoption and engagement in your organization

ProfileBased Chatter Rollout Overview
Profilebased rollout of Chatter enables Chatter for a subset of users instead of all users in the
organization

EDITIONS

A Chatter profilebased rollout makes Chatter available for a part of your organization but not for

all users Once profilebased rollout is enabled for your organization you can turn enable Chatter
for the users with the required user profile or permission sets All other users in your organization
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 make posts

Available in Enterprise
Performance and
Unlimited Editions

IN THIS SECTION

Get Ready for ProfileBased Rollout of Chatter
If youre rolling out Chatter to a subset of your users you can control 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
Handle Chatter access by modifying existing permission sets or setting up new ones
ProfileBased Rollout Considerations
In organizations that use Chatter profilebased rollout limitations apply to 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 control 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 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

Available in Enterprise
Performance and
Unlimited Editions

Set Up and Maintain Collaboration Tools

ProfileBased Chatter Rollout Overview

To allow or restrict Chatter access assign the associated profile or permission set to users
You turn on Chatter for your organization
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 ChatterOwnGroups
Create and Share Content Deliveries for Chatter Files ChatterFileLink
Invite Customers To Chatter ChatterInviteExternalUsers
Manage Chatter Messages and Direct Messages ManageChatterMessages

EDITIONS

Available in both Salesforce
Classic not available in all
orgs and Lightning
Experience
Available in Professional
Enterprise Performance
Unlimited and Developer
Editions

Moderate Chatter ModerateChatter
Moderate Chatter Feeds ModerateNetworkFeeds

USER PERMISSIONS

Use Case Feed ViewCaseInteraction

To enable Chatter
Customize Application

View All Data ViewAllData
Modify your existing custom profiles with the desired permissions to control 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

For each of your existing custom user profiles
a Click Edit

Set Up and Maintain Collaboration Tools

ProfileBased Chatter Rollout Overview

b In the Administrative Permissions section select or deselect Enable Chatter depending on whether you want users with this
profile to have Chatter access or not

Important The Enable Chatter permission is available only if Chatter profilebased rollout is enabled for your organization
Selecting the Enable Chatter permission on a profile doesnt automatically turn on Chatter for the 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
Handle Chatter access by modifying existing permission sets or setting up new ones

EDITIONS

When you enable or disable Chatter through permission sets consider that
Permission sets persist over user profile settings when you enable Chatter 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

Permission sets dont persist over user profile settings when you disable Chatter 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

For your existing permission sets verify that they include the correct and required Chatter permissions
for the desired subset of users

To enable Chatter
Customize Application

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 This permission is available 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 following Chatter permissions in the new permission set so users have these permissions
Create and Own New Chatter Groups ChatterOwnGroups
Create and Share Content Deliveries for Chatter Files ChatterFileLink
Invite Customers To Chatter ChatterInviteExternalUsers
Manage Chatter Messages and Direct Messages ManageChatterMessages
Moderate Chatter ModerateChatter
Moderate Chatter Feeds ModerateNetworkFeeds
Use Case Feed ViewCaseInteraction
View All Data ViewAllData
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 to user profiles permissions sets and the interaction between
users with and without Chatter access
The Enable Chatter option isnt available unless profilebased rollout of Chatter has been enabled for the organization
Permission sets persist over user profile settings when you enable Chatter All users with a Chatterenabled permission set have
access to Chatter even if Chatter isnt enabled in their user profile
Permission sets dont persist over user profile settings when you disable Chatter 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
Selecting the Enable Chatter permission in a persons user profile or permission set doesnt automatically turn on Chatter for the
organization Turn on Chatter for your organization after you modified user profiles and permission sets
Standard Salesforce user profiles have Chatter enabled by default You cant disable Chatter for these standard profiles
Dont deselect 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 profilebased rollout of Chatter and Chatter 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 then enabled
again these permissions arent automatically reenabled and the administrator must enable them explicitly

Set Up and Maintain Collaboration Tools

Encryption for Chatter

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 ChatterOwnGroups
Create and Share Content Deliveries for Chatter Files ChatterFileLink
Invite Customers To Chatter ChatterInviteExternalUsers
Manage Chatter Messages and Direct Messages ManageChatterMessages
Moderate Chatter ModerateChatter
Moderate Chatter Feeds ModerateNetworkFeeds
Use Case Feed ViewCaseInteraction
View All Data ViewAllData

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 users who cant use Chatter because of their profile or permissions also cant use
global search Advanced search is available to these users

Encryption for Chatter
Encryption for Chatter enables you to 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 Well help
you set 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
Note When you encrypt a field existing values arent encrypted immediately Datas
encrypted as its added and used for example after 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 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

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

Set Up and Maintain Collaboration Tools

Chatter Settings

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

SEE ALSO

Tradeoffs and Limitations of Shield Platform Encryption

Which Standard Fields and Data Elements Can I Encrypt

Which Custom Fields Can I Encrypt

Encrypt Data in Chatter

Chatter Settings
Chatter is enabled by default in Salesforce and the Salesforce app 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 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

IN THIS SECTION

Chatter Group Settings
Configure group features like group archiving records in groups and unlisted groups Chatter
groups are the main collaboration space in Chatter where people share information post updates and ask questions
Enable Emoticons in the Feed
Emoticons let your users add expressions like a smiley face to their posts and comments by typing a character combination
Let Users Set Out of Office Messages in Chatter
Let your users schedule and customize a message next to their name in Chatter to show the dates theyre out of the office You can
enable or disable Out of Office in Chatter Settings Out of Office is available only in Lightning Experience
Customer Invitations
Allow users to invite customers to private groups that they own or manage Customers are users outside of your companys email
domains They have limited Chatter access and can only see groups theyre invited to and interact with members of those groups
Coworker Invitations
Allow Salesforce users to invite coworkers who dont have Salesforce licenses to Chatter Invited users can access Chatter people
profiles groups and files but cant see record data unless they have a Salesforce license
Enable Actions in the Publisher
To add global actions to the 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

Set Up and Maintain Collaboration Tools

Chatter Settings

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
Configure group features like group archiving records in groups and unlisted groups Chatter groups are the main collaboration space
in Chatter where people share information post updates and ask questions
Available in both Salesforce Classic and Lightning Experience
Available in Essentials Group Professional Enterprise Performance Unlimited Contact Manager and Developer Editions

IN THIS SECTION

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 reviewed on a weekly basis
Enable Records in Chatter Groups
Records are allowed in groups by default 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 allow users to collaborate more privately in Chatter
Unlisted Group Limitations
Consider the limitations of unlisted groups before you decide to enable them in your organization

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 reviewed on a weekly basis
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 activate or edit the automatic archiving settings To change the 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

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

Set Up and Maintain Collaboration Tools

Chatter Settings

Note To allow group owners and managers to archive activate or disable automatic archiving in the Salesforce app and in the
Lightning Experience customize the group layout and add the necessary fields

SEE ALSO

Group Layouts

Enable Records in Chatter Groups
Records are allowed in groups by default Customize the group publisher to include the Add Record
action so users can add records to groups

EDITIONS

The Add Record action on the group publisher lets users add account contact lead opportunity
contract campaign case and custom object records to groups The Add Record action isnt available
by default so you must configure the group publisher to include this action

Available in both Salesforce
Classic not available in all
orgs and Lightning
Experience

We recommend that you also customize object layouts to include the Groups related list on record
detail pages Customize the layout of all the standard and custom objects in your organization that
support grouprecord relationships The Groups related list shows users the list of groups associated
with the record
If you dont want to users to add records to groups enter Chatter in the Quick Find box
in Setup then select Chatter Settings and deselect Allow records in groups in the
Groups section Disabling the feature hides the Group Records list on the group detail page and
the Add Record action in the group publisher

Available in Essentials
Group Professional
Enterprise Performance
Unlimited Contact
Manager and Developer
Editions

For custom objects you can choose which record types users can add to groups For each custom object you want to manage go to
the custom object detail page and under Optional Features select Allow in Chatter Groups
Note Custom object records added to a group before Summer when selecting record types was added continue to appear
in the Group Records list Be sure to enable this feature for each existing custom object that you want to allow in groups

SEE ALSO

Customize the Chatter Group Layout and Publisher

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