You can create a Salesforce Library to store the documents which have been created by Dynamo. Using Library is one way to manage the documents which are created by a template without using any Main Record. (Different options to manage outcome documents). Using Salesforce Library requires your organization has Salesforce CRM Content enabled.
Instructions 1-3 are similar to use Salesforce Library to manage Dynamo templates. Skip these steps if you have already done them.
1. Enable Salesforce CRM Content
Enable Salesforce CRM Content for your organization:
- In Salesforce Classic UI: In Setup, under App Setup -> Customize -> Salesforce Files -> Settings, click Salesforce CRM Content.
- In Salesforce Lightning UI: In Setup, under Feature Settings -> Salesforce Files, select Salesforce CRM Content
Click Edit.
Check the Enable Salesforce CRM Content checkbox.
Check the Autoassign feature licenses to existing and new users checkbox if you want to give all users access to CRM Content.
Click Save.
Enable Salesforce CRM Content for users:
If you have not auto assign all users access to CRM Content, you can give them access manually.
- In Salesforce Classic UI: In Setup, under Administration Setup -> Manage Users, click Users.
- In Salesforce Lightning UI: In Setup, under Administration -> Users, click Users
Next to the appropriate user, click Edit.
Check the Salesforce CRM Content User box.
Click Save.
2. Create Public Groups
- In Salesforce Classic UI: In Setup, under Administration Setup -> Manage Users, select Public Groups.
- In Salesforce Lightning UI: In Setup, under Administration -> Users, select Public Groups.
Click New.
Type in a Label for the public group, the Group Name will be automatically populated. For example, you can have 2 groups named as "Dynamo End-users" or "Dynamo Administrators"
Grant Access Using Hierarchies does not work with Salesforce CRM Content, so having this checked depends on whether you use this public group to some other purposes also. If this is only used with Dynamo and Content Libraries, leave the check box unselected.
Add users to the public group. This can be done user by user, by roles or by other public groups.
Click Save.
3. Add new users to an existing Public Group
- In Salesforce Classic UI: In Setup, under Administration Setup -> Manage Users, select Public Groups.
- In Salesforce Lightning UI: In Setup, under Administration -> Users, select Public Groups.
Next to the appropriate public group, click Edit.
Add new users one by one, by roles or by other public groups.
Click Save.
4. Create a Salesforce Library for the outcome document
Go to the Libraries tab.
Under My Libraries, click New.
Give your library a name, and click Save and Add Members.
From the drop down menu, select Public Groups. Select Dynamo Administrators and Dynamo Users public groups from the list, and click add.
Grant at least Author permissions to those who will save documents in the library (Dynamo Users group). Click Save.
The end-users who will create the document by using Dynamo and wish to save the outcome document to the Library have to be at least Author. (Dynamo Users group)
If there is any users or Public Groups having only Viewer permission, the person can see the existing outcome documents but do not have permission to edit or update them. They can neither upload any documents into the library, thus will cause an error when they try to save the document using Dynamo, if the template has pointed the saving location to that specific library.
The above instructions only configure your Salesforce organization and create a "storage" for the outcome document. End-users can upload the documents or any files into the Library they wish using Salesforce standard uploading features.
Dynamo provides the function that end-users can click to a button when creating and editing the document, thus the outcome document will be uploaded automatically to the right Library in Salesforce. The function can be setup in the Dynamo template files. Learn how to setup in the template file.