In this article, you will know how to manage the templates files and give users access to the template using Salesforce CRM Content.

Dynamo recommended you use Salesforce CRM Content to manage templates and outcome documents. Salesforce Libraries enable you to manage all the template files or outcome documents in one place.

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 to store Dynamo templates

Situation updated on April 2017:

Currently, managing Libraries is not available in Lightning Experience. All the creation and configuration need to be done in Classic UI. Nonetheless, all existing libraries and files in libraries will be visible in Lightning UI under Files tab.

  1. Go to the Libraries tab.
  2. Under My Libraries, click New.
  1. Type the library's name in the Name field. For example: "Dynamo Templates"
  2. Click Save and add members.
  1. From the drop down menu, select Public Groups. Select Dynamo Administrators and Dynamo Users public groups from the list, and click add.
  1. Grant at least Viewer permissions to those who will compose documents and at least Author permissions to those who will edit templates. For example:
    • Dynamo End-users (named as "Dynamo users" in the example): Viewer
    • Dynamo Adminstrators: Author
  2. Click Save.
5. Add Dynamo template files to the Salesforce Library

There are 2 ways to add files to the Salesforce Library. Depends on the situation or your working progress, select the appropriate method below

Upload template files to library using Dynamo

Under Dynamo tab in Office application or in Dynamo Online Editor, select Save or Save As

Select Libraries tab.

Select Publish to a shared library and the library's name

or in Share with, select the library's name.

Click Save.

Upload files using Salesforce standard feature

In the Libraries tab, select Contribute

Choose the Dynamo template file from your computer.

In Sharing, select Publish to a shared library.

Select the library name.

Click Publish

6. (Optional) Create custom field and record type for Dynamo templates

You can create a custom field and record type for Dynamo templates. The custom field can look up for the specific object that has been using in Dynamo templates. As the result, you can configure the "Create" buttons: When end-users click the "Create" button in one Salesforce object to generate a new document, Dynamo will add filters to the template list:

  1. Filter the list of templates by "Main Object": only those templates using that object as the "Main Object", instead of listing all Dynamo templates available in Salesforce.
  2. Allow end-users to filter the list dynamically: a drop-down menu above the template list where end-users can filter the available templates based on fields such as Language, Country, for instance.

Learn how to create a record type for Dynamo templates

Learn more about the "Main Object"

Learn how to add dynamic filter in the template list

Best Practices:

  1. The easiest way to manage Libraries' permissions in Salesforce CRM Content is through Public Groups. The recommended setting is to have at least one or two public groups, one for Dynamo End-users and one for Dynamo Administrators.
  2. Create at least one Salesforce Library to store Dynamo template files. You can have one or more libraries for Dynamo templates, where you control the user accesses via public groups or user roles. For example, if you have 2 set of template lists for 2 different Business Units, you can create 2 libraries, in which only members of the Business Unit can access to the files:
    • Dynamo Templates BU1
    • Dynamo Templates BU2
  3. Use record type and custom fields to give better descriptions of Dynamo template files. That will help in providing more filtering options in the future.