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.

 

 

SECTION 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 the subfolders on the panel when clicked.

The Recycle Button takes you to the S-Drive Recycle bin, where you can either restore deleted files or hard delete them. The Recycle Bin does not automatically empty.

The Checked out files button and Legal Hold Files button are part of Records Management and will show a list of files that are checked out or on legal hold.

SECTION 2:

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

Breadcrumb Folder Navigation shows the current folder information and allows you to navigate to a folder by clicking anywhere in the breadcrumb path

SECTION 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

• Download files

• Upload files

• Create folders

• Delete Files

• 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 available in compact view. Please disable "Use Compact View" configuration to enable these features.

Each file in the file list will have these columns displayed 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 perform operations that are no shown in the toolbar.

 

 

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.

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.
   
   
   

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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:

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  'Required fields are missing [File Name]'

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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.
      
      

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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.

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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 way to add searchable descriptors to you files. Tags are searchable in S-Drive search and in Salesforce Global search, and by clicking on a tag, you can find files that have the same tag as the clicked one.

If you don't see Tags, ask your System Administrator to display the Tag column.

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 typing the tags, press Enter to see them.

Click Save to, then click Back to return to the file list.

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

 

Searching Files with Tags

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.

 

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.

• Deleted files go into the S-Drive recycle bin.

• 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 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.

There are two ways to use S-Drive email:

• Email icon on S-Drive file component toolbar

• Standalone S-Drive email component

Email icon on toolbar

To send an email using the Email icon, first select the files to email,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:

• From: Choose an address on your org wide address list

• To: Enter an email address or search for a User or Contact in Salesforce

• (1) Attached Files: This shows the files that were chose when you clicked the Email icon.

• (2) Attach: allows you to attach additional S-Drive files from any object. A window will open allowing you to choose an object and record, and will list the files available.

• (3) Select Email Template: Allows you to select a template to use for your email

• (4) Quick Text: Allows you to choose Quick Texts

• Related To: If you use an email template, choose an object and record to use with the merge fields in the template.

Emailing folders is not supported

S-Drive Email Standalone Component

The S-Drive 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.

It works the same way as the Email Icon described above, but since you don’t select files first, nothing is attached until you click the paperclip/attach button and choose files.

 

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).

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).

1. In Detail page you can click on the "Chatter" tab to see the chatter related information – the posts and comments – about the file.

2. In this place you can also post your thoughts about the file.

3. Here you can reach the chatter feed. Posts which are made about the specific file will be displayed in this section.
   
   

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You can also like the posts, make comments about them and vote on polls. The results of these polls can also be displayed in this section.
Note: In order to enable chatter, you should enable it using the S-Drive Configurations and your Feed Tracking in Salesforce should be enabled on the object type's you want to make posts about. If you do not enable Feed Tracking, you won't be able to use Chatter on S-Drive.

Downloading Files

There are three ways of downloading files in S-Drive: 

• One File Download

• Zip & Download (Multiple File & Folder Download)"--immediate

• Zip and Download Job (Multiple File and Folder Download)-- background job

One File Download

You can download individual files by clicking "Download"  quick action button or download action menu button. If "Download" item menu action is selected for file item, download will be controlled by the browser you use (Internet Explorer, Firefox, Chrome, Safari, Opera etc.) If you select "Download" action for a folder it directs to Zip & Download.

Zip & Download (Multiple Files and Folder Download)

When downloading more than one file, or downloading an entire folder (or a combination of files and folders), S-Drive will zip the files into a folder automatically. This can be done immediately, or by initiating a download job. Initiating a download job is recommended downloading more than 6 GB.

Immediate Zip & Download

 

 

After the Zip file is prepared, download starts. The Zip file is handled by your browser. For some browsers download may start immediately, while for other browsers it may ask to download file or not. Zip file can be found under browser's defined download folder. Zip files are named using the following format: [YEAR][MONTH][DAY][HOUR][MINUTE][SECOND]_[OBJECT NAME].zip .

Zip and Download Job

For downloads larger than 6 GB, we recommend initiating a zip and download job that will run in the background. You’ll have the option of receiving an email when the job is ready.

 

When the job is complete, you can go to the job panel

There you will see the job status. Once complete, click the down-arrow to download the zipped file or delete the job.

 

Opening Files

If you want to open the files automatically, you should click "Open" link.

• You can make some configurations for browsers (Internet Explorer, Firefox, Chrome, Safari, Opera etc.) to enable some types of files for opening. You can reference below links:

Internet Explorer: http://247support.custhelp.com/app/answers/detail/a_id/8892/~/internet-explorer%3A-no-download-prompt-appears http://erptraining.niu.edu/erptraining/PS_browser_settings/ie9.shtml
Chrome: http://blog.rubbersoft.com/2010/01/how-to-automatically-open-downloaded-files-in-chrome/ Firefox: http://meruscase.com/customizing-your-experience/how-do-i-auto-open-documents-in-firefox/http://kb.mozillazine.org/File_types_and_download_actions