Updated: June 11, 2019
There are several different ways that users can upload and manage files in Salesforce. I will go over the different options available to users and how they will be affected as Salesforce transitions from Classic to Lightning. (Hint: we are now able to accomplish anything we need using a single tool!)
1) The Documents tab (Classic only)
The original file repository, where you can store logos, email templates, and other documents, will not be moving over to the new Lightning Experience. Its ease of use and convenience was great in Classic, but the new Files in Salesforce provides a much more robust set of features for your documents, as well as higher file size limits. The maximum file size for Documents is 5MB compared to up to 2GB or Files.
You can migrate your Documents over to the new Files using the Magic Mover tool. Your files in Documents will not disappear and will remain available in Salesforce Classic, but they will not be accessible in Lightning until they are converted to Files.
2) The Notes and Attachments related list
Going the way of the Documents tab, the Notes and Attachments related list will also be a thing of the past as Salesforce transitions from Classic to Lightning. Fortunately, Salesforce offers a couple of tools to make the transition easier on your users.
In Salesforce Files General Settings, we can turn on “Files uploaded to the Attachments related list on records are uploaded as Salesforce Files, not as attachments.” This ensures that even when users upload files via the old Notes and Attachments related list in Lightning, the attachments will be automatically uploaded as new Salesforce Files. It is important to note that when files are uploaded via the Notes and Attachments related list on a record in Classic, the maximum file size is 25MB.
We can also use the Magic Mover tool to transition current notes and attachments to the new Salesforce Files. Your page layouts will be updated to include the new Notes and Files related lists and to exclude the Notes and Attachments list.
3) The Google Docs tab can be enabled if you have a Google Apps account (Classic)
Google Apps must be enabled and configured in Classic but are not completely missing from Lightning. In Lightning, you can still see Google Docs on records by adding the Google Docs & Attachments related list to the page layout. Unfortunately, if you want to add a new Google Doc, you will need to do so from Classic, and clicking on an existing Doc will automatically switch to Classic.
4) Salesforce CRM Content (Classic)
While Salesforce CRM Content has provided a great way to manage and share files up to this point (10MB to 2GB file size limit depending on upload method), some of its features will not be moving over to Lightning.
Fortunately, Salesforce Files can do what CRM Content could do, and even more…
5) Salesforce Files
Files is the newest and most robust way to manage and share files that Salesforce has ever had. Using Files, we can:
- Upload any file type
- Store files up to 10MB (2GB if uploaded through Chatter)
- Preview files
- Search Salesforce for Files
- Follow Files
- Share with other users and groups
- Share with customers by generating links
- Attach Files to Chatter posts
Files can be easily accessed by clicking the Files tab. From here, you can see organized content that is owned by you, shared with you, or followed by you, and you can view and manage Files libraries. You can edit a file, download it, generate a public link, or even upload a new version.
So as you can see, Salesforce has been moving toward consolidating its file management into Files so users do not have to use multiple tools for file management. By utilizing Files, you should be able to upload, follow, and share content more easily and quickly than ever before.
Interested in finding out how StarrData can help you get the most out of Salesforce, contact us today and learn more.