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2.9 User guide for Salesforce Lightningr

2.9 User guide for Salesforce Lightningr

This section includes information about how to use S-Drive in Salesforce Lightning Experience.



S-Drive Lightning Component

The S-Drive Lightning Component is divided into 3 sections:

  1. Folders

  2. Toolbar

  3. File list

These sections are described in more detail below.

  1. Folders
    Left panel is the "Folders" panel. It displays your account's folder structure. Your home folder is named as "Home" and your folders are listed in a hierarchical way. You can click on a folder name to display its contents in the right pane. If a top-folder has sub-folders under it, it will show its contents on the panel when clicked.

  2. Toolbar
    Top panel is the "Toolbar" panel. It displays breadcrumb navigation for folders, search box, action buttons and view type buttons.

    a. "Breadcrumb Folder Navigation" keeps the current folder information. For example, if you are under "Home/Animals/Cats" folder, the location information will be displayed in this area (Figure 136-a). You can click any level to drill down to that subfolder.

    b. "Home" button is functioning same as "Home" link on breadcrumb navigation. It directs to root folder of S-Drive Folders.

    c. "Select All -Dropdown" button is used to Select All or Deselect All items in the list.

    d. "Sort -Dropdown" button is used to sort File List below. If a field selected (i.e. Create Date) files sorted by selected field as ascending order. If same field selected again it is sorted by descending order.

    e. "Download File(s)" button is used to download selected file(s). If just one file selected it directly download file. If more than one file or folder selected, it creates a zip file and download it.

    f. "Upload File(s)" button is used to upload file(s). See "Uploading Files" section for more information (Figure 136-f). This item is not displayed for the "Search Results View".

    g. "Import External File(s)" button is used to import files to S-Drive from external sources such as Google Drive, Box, etc. See "Importing External Files" section for more information.

    h. "Email Files" button is used to email files. See "Emailing Files" section for more information (Figure 136-g).

    i. "Share Files With Public Link" button is for creating public links for downloading or giving access. See "Sharing Files with Public Link" section for more information.

    j. "Create New Folder" button is used to create folders. See "Creating Folders" section for more information (Figure 136-h). This item is not displayed for the "Search Results View".

    k. "Delete Selected File(s)" button is used to delete file(s) or folder(s). See "Deleting Files" and "Deleting Folders" sections for more information (Figure 136-i).

    l. "Cut" button is used to move file(s) between folders. See "Moving Files" section for more information (Figure 136-j).

    m. "Copy" button is used to copy file(s) between folders. See "Copying Files" sections for more information (Figure 136-k).

    n. "Paste" button is used to paste the copied or cut file(s) to a folder. This button is not visible until files are selected for cut/copy. See "Moving Files" and "Copying Files" sections for more information (Figure 136-l). This item is not displayed for the "Search Results View".

    o. "Custom Actions" button is used to perform custom actions. See "Custom Actions" section in "S-Drive Admin Guide" for more information.
    p. Changes current view to List view. For more information, you can look at View Types section.

    q. Changes current view to Thumbnail view. For more information, you can look at View Types section.

    r.  Cchanges current view to Grid view. For more information, you can look at View Types section.

    s. "Settings" dropdown menu button. You can set current View Type of S-Drive Folders page as default and set current Sort Field as default. Also, you can select whether to Hide Breadcrumbs and/or Hide Folders Tree View.
    t. "Fields" button is used to change the shown fields in the files section. See "Changing Displayed Fields" section for more information.
    u. "Search Box" is used to search items (files, folders) in S-Drive Folders. Refer to the "Searching Items" section for more information (Figure 136-q).
    v. "myDrive" toggle button is used to navigate to myDrive folders. See "myDrive" section for more information.


  3. File list
    The main panel shows the list of files, the action menu, file type, and columns of information as set by the System Admin. This list can be shown in List View (seen here), Thumbnail View, or Grid View. See View Types for more information. From here, you can choose files and folders and perform actions on them (download, open, edit, etc.)

    If you click on a file name, the thumbnail image (in Thumbnail view or Grid view), or the Action Menu “Details” item, you will see the the File Detail View.
    On the Detail page there are different tabs to navigate, to view different kinds of information about the file. These three tabs are "Detail", "Chatter" and "Audit".
    The Detail view consist of three main parts: Preview image of file if it exists, File properties & custom fields and Action buttons.


    If your file has multiple pages, the previews of these pages are also displayable in this section. Using the
    buttons under the preview of the file, it is possible to navigate through all the pages.

    You can also expand the preview and go to a specific page of the file.

    The Chatter view consist of two parts: the publisher and the feed. To get detailed information on Chatter please check Chatter section. The number of feed items can be seen next to Chatter tab (1).

    The Audit view consist of information about the URL of the file, the created and expiration date, and hit and download counts.



    Back on the List View, the "Actions" column is used to display action buttons. The buttons shown here are based on configuration and profile permissions. There are two quick buttons for the most commonly used actions: Download & Delete. Clicking the down arrow button, shows a dropdown menu with more actions. Let's review the details about these item actions.

    • Open: It opens files that browsers support to view. If browser cannot open, it will be downloaded.

    • Download: You can download the selected file by selecting this action menu item. If you start download action for a folder, it creates a zip file then download it. See "Downloading Files" section for more information.

    • Copy URL: This option is displayed only for files. You can copy the file download URL to the clipboard. See "Copying URL to Clipboard" section for more information.

    • Details: For a file or folder when you click Details action, a modal window opens with file thumbnail and all information about file or folder. For more information, see Details Window.

    • Edit: This option is displayed for both files and folders. You can edit file/folder description by clicking this action menu item. See "Editing File/Folder Description" section for more information.

    • Delete: This option is displayed for both files and folders. You can delete selected file/folder by clicking this action menu item. See "Deleting Files" and "Deleting Folders" sections for more information.

    • Share: This option is displayed for both files and folders if manual sharing is allowed for this file object. You can share file/folder by clicking this action menu item. See "Sharing Files & Folders" section for more information.

    • Post to Chatter: This option is displayed only for files. You can post your thoughts related to this file by clicking on this action menu item. See "Posting to Chatter" section for more information.

    • Upload New Version: If versioning is enabled version actions are shown on menu. By this action, you can upload versions of a file.

    • Previous Versions: By this action, Versioning List page is opened, and all versions are listed. For more information please see "Uploading New Version of a File" and "Previous Versions of File" sections.

    • Custom Actions: You will see the custom actions that is built by your admin or developer in this section. Clicking on one of these actions will perform the custom action. See "Custom Actions" section in "S-Drive Admin Guide" for more information or contact your admin if you have questions on the custom actions that is built for your organization.

 

Compact S-Drive Screen


The compact view enabled S-Drive component will look like the following figure.

When using Compact View there are limited features in the toolbar. In this view, the available functionalities are the following:

  • Navigate to Home

  • Upload files

  • Create folders

  • Navigate to the Recycle Bin for displaying the trashed files and folders

Advanced operations such as search, public share, e-mail, and cut/copy-paste are not enabled in the toolbar of compact view. Please disable "Use Compact View" configuration to enable these features.
Each file in the file list will have these in the following order:

  • A checkbox to select the file

  • The thumbnail image of the file

  • Actions menu button

  • File Name

  • Configured Fields

 

Although the toolbar options are limited for a compact view, users can still use the file actions button to do the following operations:

  • Open

  • Download

  • Copy URL

  • Details

  • Edit

  • Delete

  • Post to Chatter

  • Upload New Version

  • Previous Versions

 

The available actions in the Detail view are:

  • Open

  • Download

  • Copy URL

  • Edit

  • Delete

  • Upload New Version

  • Previous Versions



 

When navigating to Details view, the users can see all the configured fields and actions on the detail page. "Details", "Chatter", "Audit" tabs are available in this view.

 

Note that Folder Tree is not available in the compact view mode.
If there is a pagination configuration for the compact view, the pagination options will show up on the bottom right corner of the component for navigation.

 

myDrive Folders

After the installation of S-Drive and clicking on "S-Drive" tab on the Tabs menu, or S-Drive app in App Menu in Lightning Experience, you will navigate to your S-Drive page.
The regular S-Drive page will be opened, and on the right-hand side of the toolbar menu, under the search bar, you will see a toggle button called "myDrive". When you click on this button you will switch into a new page called "myDrive".

myDrive provides a new place to upload your files and create new folders that are only visible to you and no one else in your organization. myDrive is not available for Communities or Attachments.
In myDrive, you can upload files, create folders, download or delete files and folders, and perform cut/copy/paste options, search for files in myDrive just as you do in S-Drive. The main difference of myDrive is that this place is private only to you. Therefore, you will not find any sharing related actions, such as "Share", "E-mail" and "Chatter" in myDrive.

 

To go back to S-Drive files, you can use the toggle button.
Note: If your admin changed the settings of 'MyS3Object' in Salesforce's Sharing Settings, your files and folders in myDrive might be visible to others. To make your myDrive private to you, contact your admin to change the sharing settings to "private".


View Types

The file list panel in S-Drive can be displayed in 3 different formats: List View, Thumbnail View, and Grid View. Each is explained in more detail below.

List View

List view is default S-Drive view for all users. There is no thumbnail image for this view type. The files are listed in a regular order in this view type.

 

Thumbnail View

On thumbnail view, in addition to what is shown in List View there is thumbnail image of the document. Thumbnail view is active only for users who enabled Preview & Thumbnail feature.

Grid View

On Grid view, each item is listed on grid-card style with same height. Grid view is active only for users who enabled Preview & Thumbnail feature. In the Grid view, action buttons, menu & selection checkbox are different.

  1. Selection Checkbox: When mouse hovers over thumbnail image, a checkbox is shown on the top-left side. You can select or deselect item by using this checkbox.

  2. Detail Window: When hovering thumbnail image there is a glass icon on the center. If you click on image Detail Window is opened. To see more information please check Detail Window section.

  3. Download Button: You can download file or folder by using this button.

  4. Delete Button: It deletes file or folder. To see more information, you can see Delete section.

  5. Action Menu Button: You can access all actions about file or folder to click this down arrow button. To get detail information on actions menu please check List View Actions section.

Creating Folders

You can create folders by clicking "Create New Folder" button in the toolbar. You can create any number of sub-folders in a folder. Go to the folder that you want to create a sub-folder. Click "Create New Folder" button. After clicking the "Create New Folder" button, a new pop-up screen will be opened.

  1. "Folder Name": Type in the new folder name into this field. You have 255 characters' limitation for the folder name. You can rename a folder after creation. Filling in this field is mandatory.

  2. "Description": Type in the folder description into this field. You can use folder description to describe the folder. This field is an optional field that means you don't have to supply a description. You have 32000 characters' limitation for this field. However, you should keep it short for readability.

  3. "Inherit Sharing from Parent Folder": If you're creating a folder in a subfolder and you have sharing enabled, you can inherit sharing from parent folder. Inheriting sharing from parent folder means all manual shares that are defined on parent folder will be applied to newly created folder. You won't be able to see this option if you're creating a folder at the "Home" level or if you do not have permissions for sharing.

  4. "Close Button": If you decide not to create a folder, you can click on Close button. Operation will be canceled, and you'll return to the S-Drive Folders screen.

  5. "Create Button": After filling in the required fields, you can click on Create button to create the new folder. S-Drive will create the new folder and refresh the folder structure for you.

 Notes

  • If you try to create a folder without a name, with forbidden characters, or with a name that exists in the current folder you'll get one of the warning messages below:

  • 'Required fields are missing [File Name]'

You are attempting to create a folder that has the same name with an existing folder! You may not have access to the existing folder because of sharing rules.'

  • "Create Folder" button becomes invisible if you do not have permissions to create a folder.

  • "Create Folder" button becomes invisible for the "Search Results View" once a search operation is performed. So, you cannot create a folder in the search results screen. You need to click "Home" button and go to the folder where you want to create the subfolder.


Uploading Files

Uploading with Buttons

You can upload files by clicking "Upload File(s)" button in the toolbar (Figure 136-e). You can upload any number of files into a folder at a time. Go to the folder that you want to upload files. Click "Upload File(s)" button. After clicking the "Upload File(s)" button, a new pop-up screen will be opened as shown in (Figure II 23).

  1. “Uploaded Files”: This is the File list/Drag and Drop area. The names of the files to be uploaded will be displayed here once they are selected using Add or Drag and Drop along with a Status indicator to the left of the file name.

    1. "File” Column: This column displays the names of the files to be uploaded.

    2. “Description” Column: This field may or may not show based on Configuration. Custom fields can be displayed here for users to fill in when uploading files.

    3. "Size” Column: This column displays the sizes of the files to be uploaded. Html Upload Widget also supports custom object fields to edit these fields' values before uploading.

    4. Status: A status indicator appears to the left of the file names that are selected for upload. It displays the status of the files which are being uploaded. There are five possible scenarios: Queued, Uploading, Complete, Failed, and Multipart Processing.

  2. + Add: Use this to browse files on your computer for upload. To select multiple files at a time from a folder, click on each file while you are holding "Ctrl" key. After selecting files to upload, click "Open" button. Selected files will be added to the Upload Files screen. Note that selected files are not uploaded yet, you are just creating an upload list. You can use "Add file(s)" and "Remove file(s)" buttons multiple times to organize the upload list.

  3. - Remove: After adding some files to the "upload files list", you may decide to remove some files from the list. You can do this by selecting the file(s) from list and then clicking "Remove file(s)" button. To select multiple files, hold the "Ctrl" key, while selecting files to be deleted.

  4. Upload: After selecting the files to be uploaded and editing their description, you can click this button, to start uploading files. Files that completed uploading will show a green check mark for success or a yellow exclamation point for failure. After Uploading files, you will be given the option of clicking “Complete” to return to the file list or “Add More” to upload more files. If any files failed to upload, you can hover over the yellow exclamation point to see the error message. If you click to the "Upload file(s)" button after a failure or cancellation, "COMPLETED" files in the upload list will be skipped for this iteration and only unprocessed, failed or canceled items will be uploaded.

  5. Cancel: Use this button to cancel during upload. If you are uploading multiple files, the files that have already been uploaded will not be affected if you hit Cancel.

  6. Upload Progress Bar: This progress bar displays the upload information after clicking the "Upload file(s) Button". For Html Upload Widget, percentage of the progress (i.e. 49%) and the uploaded files count of total files count (i.e. 1/2) is displayed in the upload progress bar. If upload is completed successfully, it displays "Upload(s) completed successfully" message inside the progress bar. You can cancel the upload at any time by clicking the "Cancel Upload" button. (Note: Cancel Upload button is just visible while upload is in progress.

  7. Inherit Sharing from Parent Folder: If you are uploading a file into a folder, this box may show depending on your configuration and sharing rules. If checked, any manual share rules on the parent folder will be inherited by the file(s) that are uploaded.

Uploading Files with Drag and Drop

You can also upload files with by dragging and dropping from the desktop or your file explorer to S-Drive on your browser. Select and drag your files from your local interface and drag it to anywhere on the S-Drive component. It will turn blue and you can drop it.

Once you drop the file or files, the Upload panel will open as shown below. If the File Object has a required field, you will have to fill them in. Then click the upload button. Once uploaded, click on continue to finish.

In order to use Drag and Drop in Chrome, you must disable the Chrome site isolation setting. In the Chrome url bar, go to chrome://flags/#site-isolation-trial-opt-out and set the flag to disabled.

Tagging

Tagging is a feature coming with 2.5 release and it is available for Salesforce Classic and Lightning Experience. You can both add tags to your S-Drive files and delete the existing tags. Tags are also searchable here. By clicking on the tags, you can find files that have the same tags with the clicked one.
If you don't see Tags, refer to Admin Guide 2.5 – 3.2.1. S-Drive Configuration Tab Section H to learn how to configure it.

Adding Tags

In order to add tags to a file, go to Details of the file for the Lightning Experience.

Tagging is a feature coming with 2.5 release and it is available for Salesforce Classic and Lightning Experience. You can both add tags to your S-Drive files and delete the existing tags. Tags are also searchable here. By clicking on the tags, you can find files that have the same tags with the clicked one.
If you don't see Tags, refer to Admin Guide 2.5 – 3.2.1. S-Drive Configuration Tab Section H to learn how to configure it.

Adding Tags

In order to add tags to a file, go to Details of the file for the Lightning Experience.

 

After going to Details, click the Edit button in the Detail section to add tags.

Then you will see this edit section. You can either add single tag or multiple tags by separating them with a comma. After adding the tags, press Enter to see them.

 

After entering two tags and clicking the enter button, tags will be added.

After tags are added, click the Save button to save the tags.

After saving the tags, the final look will be like below.

After saving the tags, the final look will be like below.

Removing Tags

If you want to delete the tags from the files, go to Details/Edit section again. Click X button, then click Save button.


Then the final look will look like below.

 

Searching Files with Tags

Like in the Salesforce Classic, you can search and find files across S-Drive that have the same tags with the clicked one. Click the tag in the Detail section of the file.

You can see the result as below. Right now, there is only one file that has the alternating current tag.

Importing External Files

SDrive supports importing the files which are stored in Google Drive, Box, One Drive, or SharePoint. By using the Files Connect feature of Salesforce, our system is now integrated to the given systems for file navigation and important.

 

You can find "Import External Files" button on the toolbar. And when the button is clicked, it shows all possible external storage platforms which S-Drive has integration to. So, when any of them is selected, it shows a new modal for user to input external data object name, which is set by admin who set Files Connect configuration for external drive. Check S-Drive Admin Guide for information about configuring External Data Objects.

After putting down the external data object name and click save, your external storage platform is ready for navigation and importing files.

You can select the files or navigate within the folders and select the files which you want to import to S-Drive platform. And when files are selected and "Import External Files" clicked, the selected ones are queued for transfer to S-Drive as given in the figure(d).
(a)"Import External Files" Used for importing the selected files from external storage to S-Drive. It copies the files to the S-Drive folder root on which user previously clicked the import button on the toolbar.
(b)"Go Back" Used for returning to S-Drive File list component.

Deleting Files

There are two possible ways to delete files: "Single File Deletion" or "Multiple File Deletion". Note that "Deleting Folders" will be handled in a different topic.

  • If versioning is enabled and selected file has versions, all versions of selected file will also be deleted.

  • The S-Drive recycle bin is never automatically emptied.

  • Files in the S-Drive recycle bin still exist in the AWS S3 bucket. Once deleted from the S-Drive recycle bin, they are deleted from the bucket.

  • Files deleted from the S-Drive recycle bin go into the Salesforce org recycle bin. You can not restore a file from the Org recycle bin.

  • Do not delete S-Drive files from a list view (such Account Files.) Doing so will cause unintended results.

Single File Deletion


To delete a file, click the "Item Actions" button in the "Actions" column of the selected file and select "Delete" item menu action from the dropdown menu. Using this method, you can delete files one by one. The files you chose to delete will immediately go to the Recycle Bin. In Recycle Bin you can choose to delete the files permanently or restore them. You can access recycled files/folders by clicking on the "Recycle Bin" button which is at the bottom of the Folder's Tree.

 

When you navigate to Recycle Bin, you will see the list of files and folders you have deleted. You can recover or delete the files/folders in Recycle Bin. You can choose multiple items to delete or recover at once. For these purposes you can use the Toolbar menu buttons or the Actions menu.

When you recover files/folders they will be sent back to where they were located before deletion.
If you decide to delete the files, you can click on the "Delete File" item action or the "Delete" button on the Toolbar. After clicking the "Delete File" item action menu you'll be asked if you are sure.


If you select "Yes", file will be deleted immediately, and you'll return to the S-Drive Folders screen. If you select "Cancel", file won't be deleted, and you'll return to the S-Drive Folders screen.
 

Multiple File Deletion

To delete multiple files at a time, select files and then click the "Delete File(s)" button in the toolbar of the S-Drive application. The files you have chosen to delete will immediately go to the Recycle Bin. In Recycle Bin you can choose to delete the files permanently or restore them. You can access recycled files/folders by clicking on the "Recycle Bin" button which is at the bottom of the Folder's Tree.

 

When you navigate to Recycle Bin, you will see the list of files and folders you have deleted. You can recover or delete the files/folders in Recycle Bin. You can choose multiple items to delete or recover at once. For these purposes you can use the Toolbar menu buttons or the Actions menu.

 

When you recover files/folders they will be sent back to where they were located before deletion.
Using this method, you can delete multiple files at a time. After clicking the "Delete File(s)" button you'll be asked if you are sure. Select "Yes" to delete selected files, "Cancel" to cancel delete operation.

Deleting Folders

When you delete a Folder, all files inside the folder are deleted as well.

You can delete folders using the same approach mentioned in the "Deleting Files" section. However, there are some limitations for the folders. When you try to delete a folder, the delete request should not exceed the maximum CPU time on the Salesforce servers. If you cannot delete the folder because of this issue, you need to select a smaller set of folders, to be able to continue with delete process.
 Notes

  • If you try to delete another user's file or folder, you may get an error message: "You don't have enough permission to delete this file!" that means there are sharing restrictions over files set by your System Administrator or the file owner. You need to obey the restrictions set by your System Administrator (or file owner). You need to contact with your System Administrator or file owner to correct any sharing related problem.


 Notes on File Recovery
Please consider these situations when you delete / recover files and folders.

  • If you want to delete a file or folder permanently, first you must delete them from the S-Drive folders, and then delete them from the S-Drive Recycle Bin.

  • If you delete a sub-folder and then delete the folder it was placed, both folders will be displayed in the Recycle Bin. When you try to recover the sub-folder, it will be sent to the main file, and still be in recycle bin. In order to recover any sub-folders or files, you should recover the main folder they are in.

  • If you send some files to Recycle Bin in Lightning Experience, the files won't be deleted in Classic.

Emailing Files

Emailing files is very easy using S-Drive. You can email any number of files at a time. S-Drive does not attach files to emails; it adds links to the files at the bottom of the email message. You can set the expiration time for these links also. You and your email recipients don't have to wait for sending/downloading large attachments. They'll just click the link in the email, and they'll download attachments directly from source in a secure and fast way. You can use email templates in your organization. Let's see how this can be done. First select the files to email from the folder you want by clicking checkboxes next to each file, then click "Email" button in the toolbar. Email screen will be opened.

Email Files screen contains many features. Let's review the details of the fields in this screen:

  1. "Email Format": Used to select the email format. If you want to remove any HTML formatting and send a text email, click "Switch to Text-Only". Click "Switch to HTML" to use HTML formatting or to track the email. This option will not be displayed if you selected an HTML template from the "Select Template" menu.

  2. "To...": The main recipient of the email. This field must be filled with a Salesforce contact. You cannot type in the email address; you need to search for contacts by clicking the "Lookup" button and then getting a user from the list. You can also type in some characters of the contact name and then click the lookup button. After clicking the "Lookup" button "Search Contacts" screen will be opened. If you decide to change or remove the "To..." recipient of the email you can clear this field. "Lookup" button is not available for Customer Portal users.
    This field is used just for sending email to Salesforce contacts. Other recipients can be added to "Additional To...", "CC..." and "BCC..." fields. Also note that the email message is added to the Activity History of the Salesforce.com contact. You can access activity history of a contact from his contact page under Salesforce.com Contacts tab. See S-Drive Admin Guide for enabling Activity History for standard and custom objects. Important Note: For Contact, Account, Case and Opportunity S-Drive Attachments, "To" field is auto-filled with related contact information, if available. You can configure this option for custom objects using "S-Drive Admin Guide – Creating Custom Object Files" section.

     

    a. "Search Criteria": Type in the search criteria in this field. S-Drive searches over name, last name and email fields for the typed keyword after clicking the "Go" button or pressing the Enter key. You can leave it blank and press "Go" button to search across all your contacts .

    b. "Go Button": After typing in the search criteria, click this button to start the search and retrieve the search results.

    c. "Name Column": Results will be listed in this section after the search. Results' name will be displayed in this column.

    e. "Email Column": Results' emails will be displayed in this column.

  3. "Additional To...": You can add additional mail recipients here. For multiple email recipients you need to comma-separate them. Also, you can click the "Lookup" button to select recipients from Salesforce contacts. "Lookup" button is not available for Customer Portal users.

  4. "CC...": Carbon copy the email. If you want to carbon-copy the email to some recipients, you can add them comma-separated here. Also, you can click the "Lookup" button to select recipients from Salesforce contacts. "Lookup" button is not available for Customer Portal users.

  5. "BCC...": Blind carbon copy the email. If you want to blind-carbon-copy the email to some recipients, you can add them comma-separated here. Also, you can click the "Lookup" button to select recipients from Salesforce contacts. "Lookup" button is not available for Customer Portal users.

  6. "Subject": Type the subject of the mail to this field. This field is required. If you select a template this section is auto filled with the subject of the email template..

  7. "Body": Type the email message to this field. If you select a template this section is auto filled with the body of the email template.

  8. "Attachment Expiration": This field is used to set the expiration time for the attached files (Figure II48). Default is "Never Expires" (but organization-wide default value can be customizable over "S-Drive Configuration", consult to your system administrator to change the default value). Means that link in the email will be active until the account is closed or the file is deleted. If you uncheck "Never Expires", other options will appear. If you check the "Never Expires", other options will disappear again.

     

    a. "Number Field": Type in the number for the selected time type (i.e. 30 minutes, 4 hours, 5 months). For this field, only positive integer values are allowed. If you type another character, you'll get "E-mail attachment expiration must use just numbers (e.g. 50)!" error message.

    b. "Time Type": You can select minute(s), hour(s), day(s), month(s) or year(s) for this field.

    c. "Attachment Details": This section gives information about attached files (Figure II 48-c). If you click "Details" button next to the "X attachment(s)" text, you'll see the file names and file sizes of the attached files. You can remove attached files using red - button next to the attached file name. You can hide attachment details by clicking "Details" button again.

    For example, if you select 30 minutes for the attachment expiration, recipients of the email will not be able to download the attached files after 30 minutes of sending the email.

  9. "Use Email Signature": If you want to use your email signature that you created over Salesforce account, check this option. If you do not want to append signature to the email, uncheck this option . "Use Email Signature" option is not available for Customer Portal users.
    To display or change your email signature, login to your Salesforce account. Go to "Setup -> Personal Setup -> Email -> My Email Settings" and you'll see a section named "Email Signature".

  10. "Send Button": To send your message, click Send button. If everything is fine, you'll get "Email has been sent successfully" message. If it fails, you'll get "Email Failed" message along with the reason of the failure.

  11. "Select Template": You can click "Select Template" button to choose a predefined email template. Choose a folder and select a template from the folder. If necessary, you can modify the content of the template in your email; however, you cannot modify Custom templates. Once you select the template email screens "Subject" and "Body" sections will be filled with the contents of the predefined template. Template selection screen is not available for Customer Portal users.

  12. "Close": You can close email screen by clicking this button. It will close the email screen and return you back to the S-Drive screen (Figure II 50).


You cannot email folders. If you try to email a folder as an attachment, you'll get "You can't email a folder. Please check your selection list and try again!" message.



S-Drive Email


The Email Lightning component allows users to write emails with attachments of any S-Drive files on any object.
Please refer to Admin Guide to learn how to enable S-Drive Email.

Write an email
Fill the email field with proper email addresses, to send to multiple contacts separate the email addresses by commas, write an email body and format it by using the toolbar at the top of the email body text area. The body and the subject can be left blank.

Attach Files


Click on "Attach button" to open the file selector pop up. First choose the object type you want to attach files from. If you chose "S-Drive Tab" you may choose your files to attach, otherwise select the file object type and finally choose the record the files you want to attach are located using the search box. S-Drive in compact view should now show up. Use the selection box to choose your files to attach and then chick on the attach icon in the toolbar at the top. When you are done click on the "Attach" button at the bottom. If you wish to not attach any files click "Close".

Send the mail


Click "Send" at the bottom of the email editor, the user will be prompted with an email success message. If object and field level security disables users to insert or update any of the fields of the Email Message object, users will be prompted with the following error message. To Keep track of emails sent enable users to edit fields in the EmailMessage object.

View Emails from Activities

If you want to see emails sent from your Activities panel in a record first activate Salesforce Enhanced Email. Go to Setup > Enhanced Email > Enable. When Enhanced Email is enabled you will be able to see emails sent in the activity history.

Changing your email footer

To have a custom email footer go to S-Drive Configuration > General Settings > Mail Settings > Custom Email Footer.

Post Files to Chatter

You can make comments on different files you have on your S-Drive files. For this purpose, you can use the "Post to Chatter" functionality. Click on Item Actions Menu of a file and click on "Post to Chatter" (Figure II 55).

Figure II 55

Choosing this option will open a pop-up dialogue where you can share your thoughts on these files with Salesforce's Chatter.

In this pop-up page, you can either post your thoughts, or create a poll and mention users who have access to this file. See the URL of the file in this pop-up box, by clicking on the "Show URL" button on the bottom left side.

You can reach the Chatter posts about the file from the "Detail" page of the file, by clicking on the "Chatter" tab (Figure II 58-1). In this page you can also share posts (Figure II 58-2).