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Tuesday, September 26, 2017

Salesforce: Files Sync

Salesforce Files Sync lets you store your documents in the cloud and access them from any device: your computer, laptop, phone or iPad. You'll never again have to wonder where you left the current version - anywhere you access the file it will be up to date!

Files Sync is a desktop agent to sync files and folders from your computer with Salesforce Files. This is pretty similar to other providers such as Dropbox, Microsoft OneDrive, Box, and etc, where you can sync files and access it from anywhere, any devices, but also from Salesforce.

Here are few benefits using Files Sync:
- The files are stored in Salesforce platform
- The files are accessible from Salesforce1 mobile, and computers with sync agent installed
- No additional cost, it comes along with your Salesforce license
- 10 GB storage for each user
- Create folder and subfolders from desktop (computer)
- You can choose files in Salesforce to be synced, so not all Files will be synced by default.

I have a unique case, this company is blocking file hosting service, including their sync agent software, such as Dropbox, OneDrive and etc. However, Salesforce is a legitimate application used by the company, so Files Sync is the only one will work for syncing files.


Here are few steps to configure Files Sync:

1. Enable Files Sync
From Setup | Feature Settings | Salesforce Files | General Settings, select Enable Files Sync.


Once this enabled, you should see Sync Files permission under Profile or Permission Set.


2. Grant Users Access
The Sync Files permission need to assign to users, this can be done through Profile or Permission Set.


3. Install Salesforce Files Sync
The user needs to install Files Sync agent to their computer. Download the installer from personal settings, enter Files Sync in the Quick Find box, then select Salesforce Files Sync. Available for both Windows and Mac OS X.


Follow the installation instructions for your operating system, then log in with your Salesforce credentials.


4. File Upload and Download Security (Optional)
From Setup, enter File Upload and Download Security in the Quick Find box, then select File Upload and Download Security.

This is to control how various file types are handled during upload and download. Select Don't allow HTML uploads as attachments or document records" to prevent users from uploading files that can pose a security risk.



Notes:
1. When the user has Sync Files permission enabled and desktop agent installed and log in, she or he will see additional column Sync in Classic, this is not available yet in Lightning (Summer '17 release).

before

after


2. Additional "Synced" menu is added to the menu under Files tab.



3. The user can sync file from Salesforce by clicking sync icon next to the file, this is not available yet in Lightning (Summer '17 release).



4. When sync agent in the desktop is working properly, the icon in taskbar should be the blue-white cloud with checked. If it is in blue-black cloud, something is wrong, either the user does not have permission for Files Sync, or the Org. has not been enabled for Files Sync. Right-click the icon and select "Sync Status..." for more information.

working properly 

something wrong


5. When you overwrite the file in a computer which syncs to Salesforce, the file version history is maintained by Salesforce, you can retrieve the older versions from Content details page.



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