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Set Up and Maintain
Collaboration Tools
Salesforce Spring

salesforcedocs
Last updated March

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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 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

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

IN THIS SECTION

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

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 when someone posts critical information an
authorized user can pin that post to the top Pin up to three posts Each 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 on Objects
Topics on 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 When users search for topics all objects that they have access to that are tagged with the topic
appear in results
Customize Chatter Influence
Customize activity thresholds for posts comments and likes to improve the Chatter influence calculation

Set Up and Maintain Collaboration Tools

ProfileBased Chatter Rollout Overview

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
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

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

IN THIS SECTION

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

Available in Enterprise
Performance and
Unlimited Editions

Set Up and Maintain Collaboration Tools

ProfileBased Chatter Rollout Overview

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
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

Set Up and Maintain Collaboration Tools

ProfileBased Chatter Rollout Overview

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

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

SEE ALSO

Tradeoffs and Limitations of Shield Platform Encryption

Which Standard Fields Can I Encrypt

Which Custom Fields Can I Encrypt

Encrypt Data in Chatter

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

IN THIS 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

Convert Character Combinations into Emoticons in the Feed
Emoticons let your users enter character combinations in their posts and comments to create expressions like

a smile emoticon

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

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 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

***