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Organizing Your Content in Salesforce with SpringCM File It

Posted by Meryl Flynn, SpringCM Practice Lead

One of the biggest concerns for Salesforce Users is how to manage their documents.  Leveraging standard Libraries and Files can help, but oftentimes, it can take forever to find a specific document, or duplicate documents are made within the same org.  A better filing system is necessary for legal teams and sales users to work seamlessly. 

Fortunately, there’s a solution! SpringCM, one of the premier CLM and content management solutions in the Salesforce ecosystem, has an app called File It. This app helps create, store, organize and share documents from both standard and custom objects in Salesforce. The File It widget provides an Iframe window into your SpringCM environment, meaning you don’t have to switch from SpringCM to Salesforce to review and find your documents.

SpringCM has created many actions that can go along with the File It app.  For instance, you can email documents, send for electronic signature (via Echosign or DocuSign), or send for external review. One of the more desired functionalities of the File It app is that it creates a folder hierarchy within Salesforce and SpringCM to file documents in the correct folder. You can also add attributes that are text searchable in a document. This reduces time searching for documents or even creating new documents. Tagging documents with attributes also helps with analytics in SpringCM, allowing you to know intelligence such as what contracts are new, recently signed, or what the top contracts are for the Quarter.  Another great feature of the app is when you create a User in Salesforce and enable it as a SpringCM user, it will automatically create that user in SpringCM, saving your admin setup time.

The setup of File It is simple.  After you install the app from the AppExchange, you authorize SpringCM in your Salesforce account and vice versa.  

For every Salesforce Object you want to store content, you will have to map these objects to a corresponding folder name similar to the ones shown below:

Mapping your objects to folder names in SpringCM will mean that each time you navigate to a record (such as an Account, for example) in Salesforce a corresponding folder will be created in SpringCM with the name format that you specified. After you have mapped your objects to SpringCM folders, you have a SpringCM Visualforce page available to add to you Object’s page layout.

Once you have all your page layouts set up the way you want, the last step is to set up a Sync user with the correct permissions. One of the newer enhancements is that you can now change or delete a Sync user, too.

File It also can integrate with other applications, like eSignature tools such as DocuSign and Salesforce CPQ.  Buan Consulting is the only partner of SpringCM, Salesforce CPQ and Docusign, providing you the expertise to create a streamlined Quote-to-Cash process in your Salesforce instance.