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Salesforce Content Delivery Cheatsheet

Salesforce Content Delivery Cheatsheet

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TIPS FOR USING CONTENT DELIVERIES

Summary

A content delivery allows you

to easily convert Microsoft
PowerPoint Word Excel and

Adobe PDF documents into

an optimized Web page for
online viewing Once you
create your delivery you can

send its URL to colleagues

partners leads or any other
recipient and then track how
often the content is viewed
or downloaded You control
how long the delivery is
available to viewers and
whether a viewer can
download a file or see it
online only

Enabling Content Deliveries
To enable content deliveries for your organization
From Setup enter content deliveries and public links in the Quick Find
box and select Content Deliveries and Public Links
Click Edit and then select Content Deliveries feature can be enabled for
users Public Links can be enabled for users Requires Content
Deliveries and Content Deliveries and Public Links can be enabled
to let communities users share files managed by libraries
Requires Content Deliveries

Choose a default option for contentdelivery passwords Because users can send contentdelivery
URLs to leads customers or any unauthenticated user Salesforce recommends requiring password
protection if your users plan to send confidential documents via content delivery The options allow
you to select an organizationwide default for contentdelivery password protection
Password protection is optional and defaults to OFFIf this option is selected users can
choose to require a password when they create a content delivery but the Require Password
to Access Content field on the createdelivery wizard is not selected by default
Password protection is optional and defaults to ONIf this option is selected the Require
Password to Access Content field on the create delivery wizard is selected by default
Users can deselect the option if they dont want to require a password
Password protection is requiredIf this option is selected a password is generated each time
a content delivery is created Users cannot opt out of the password requirement
Note
If you choose to require a password users who create a content delivery receive a password

when the delivery is generated users must send the password and the delivery URL to

delivery recipients Delivery recipients are prompted for the password when they click the

content delivery URL

Content delivery passwords display with the contentdelivery URL when the delivery is

created You can also access the password on the delivery detail page for the life of the
content delivery
Files within libraries are governed by settings within the library so they require an extra
setting in addition to the user permissions To let a user share files managed by a library
enable Deliver Content for that user in the library
When content delivery is enabled all users can add the Content Deliveries related list to their page layouts

for leads accounts contacts opportunities cases campaigns or custom objects All Salesforce CRM

Content users will see a Deliver Content option on each content details page

Last updated February

Tips for Using Content Deliveries

Enabling Content Deliveries

Implementation Tips
Password Protection
Because contentdelivery
URLs can be sent to leads
customers or any
unauthenticated user
Salesforce recommends
requiring password
protection if your users will
send confidential documents
via content delivery

Carefully consider the following implementation tips before creating and sending content deliveries
To ensure quality of service the total number of contentdelivery views allowed within a hour
period is limited to and the amount of bandwidth allocated to content deliveries is limited to

GB If recipients try to view deliveries after rate limit are exceeded theyll be prompted to try again

later Salesforce may be able to increase rate limits on an exception basis For more information contact
your sales representative
When you create a content delivery Salesforce copies the original file and creates a new version of
that file specifically for online viewing Note the following information concerning supported file types
Microsoft Office through Microsoft Office Word Excel and PowerPoint files are supported
for online views

Adobe PDF files are supported for online views but copyprotected PDFs are not

JPG BMP GIF and PNG are supported for online views

Any document over MB isnt supported for online views

You can create a content delivery with any file type but if the file type isnt supported for online
viewing your recipient can only download the document in its original file format
Content deliveries require Adobe Flash version If recipients dont have Flash installed they
can download it
Customer portal and parnter portal users cant create content deliveries
Only the creator of a content delivery can delete the delivery record or edit details such as the expiration
date

Each time someone clicks a content deliverys URL Ssalesforce records the click as one view and

distinguishes between internal and external views An internal view is a view by a Salesforce user For

example clicking the delivery URL on the delivery detail page or the View option on the Content

Deliveries related list is an internal view The Content Deliveries related list provides a count of all views
for each delivery To see information about a specific view open the delivery details page
Note For passwordprotected content deliveries a view is recorded each time recipients click

the delivery URL regardless of whether they enter the password and view the delivery

Salesforce CRM Content users can deliver content from shared libraries or a personal library

Storage Implications

In Salesforce CRM Content file storage is consumed when content is published to shared libraries or saved

to a private library Creating content deliveries doesnt have an extra effect on storage limits but users
who frequently upload files to their personal libraries for the purpose of content delivery should consider
their organizations filestorage limits Administrators can use reporting to identify who consumes the
most storage and which files are largest

For nonSalesforce CRM Content users file storage is consumed each time a content delivery is created

After a file is uploaded to Salesforce it cant be reused for multiple content deliveries Users need to upload
the file each time they want to create a content library Deleting a content delivery deletes the source file
in Salesforce and increases filestorage space

Tips for Using Content Deliveries

Creating Content Deliveries

Creating Content Deliveries
To create a new content delivery
From the Content Deliveries related list Related Content related list or the content details page click
Deliver Content
Upload a file
Optionally modify the Delivery Name field This name identifies your content delivery in
Salesforce We recommend using a name that will make the delivery easily distinguishable from other
deliveries on the same record The default delivery name includes the file name and todays date
Select the delivery methods that determine how your content can be viewed The options that appear
depend on the file format you uploaded
Choose Allow Recipient to View in the Browser to create an online version
of the file that recipients can view in their browser
Choose Allow Recipient to Download as file type file to allow the
recipient of your content delivery to view the content in its original format For example if you

uploaded a Microsoft Word file this field will be Allow download as doc fileI

Note If a preview of the file doesnt exist in Salesforce users can download the delivered
file regardless of whether downloading is allowed File previews are made the first time they
are requested in Salesforce but not before Viewing a files detail page or posting it to a feed
generate file previews

Choose Allow Recipient to Download as PDF to allow recipients to download a

pdf version of the file This option is only available for Microsoft PowerPoint Word and Excel
files
Select Notify Me of First View or Download if you want to receive an email the first

time your recipient clicks the contentdelivery URL

If the content you are delivering is timesensitive select the Remove Access to Content
on checkbox and enter an expiration date By default the expiration date is days from the current
date After creating your content delivery you can change the expiration date at any time on the
delivery detail page
Optionally select Require a Password to Access Content When you create the

content delivery you will receive a password to include with the delivery URL that you send to your

recipients The password is available for the life of the delivery on the delivery detail page
Optionally use the lookup to associate your content delivery with a Salesforce record The record you
were viewing when you clicked Deliver Content is selected by default
Click Save Next Your delivery will usually be ready within a few moments but you can click Notify
Me to exit the content delivery wizard and be notified via email when your content delivery is ready
If you did not exit the content delivery wizard click Preview to verify that you are satisfied with the
delivery
Important Formatting in the original file may not display correctly in the online version If you
chose Allow Recipient to View in the Browser preview your content delivery

before sending its URL to your recipients If you are not happy with the quality of the online

version click Previous and choose to make your content available in its original file format or

a PDF only

Tips for Using Content Deliveries

Creating Content Deliveries

Copy and paste the delivery URL and if applicable its password into an email or instant message for

delivery The URL is available on the delivery detail page For more information see Viewing and

Editing Content Deliveries

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