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Adopting Files and Enhanced Notes
Lightning Experience
@DouglasCAyers
/in/DouglasAyers
douglascayers.com
Doug Ayers
Salesf...
Forward-Looking Statements
Statement under the Private Securities Litigation Reform Act of 1995:
This presentation may con...
Doug Ayers
Salesforce MVP | Senior Solutions Architect
@DouglasCAyers
/in/DouglasAyers
douglascayers.com
• Ironic start to...
Agenda
What are Classic Notes & Attachments?
What are Lightning Files & Enhanced Notes?
Why Make the Switch?
Enabling Ligh...
What are Classic Notes & Attachments?
What are Classic Notes & Attachments?
What are Classic Notes & Attachments?
What are Classic Notes & Attachments?
What are Lightning Files & Enhanced Notes?
What are Lightning Files & Enhanced Notes?
That’s nice…
…but we have years of historical data
…and thousands of notes & attachments
The ship is sailing…
Users can’t search Classic Notes & Attachments in Lightning (source)
Users can’t create Classic Attac...
Why make the switch?
Larger Files Sizes
• 25MB vs. 2GB (80x larger!)
Previews
• View most files without downloading
Versio...
Why make the switch?
More Features
Multiple File Uploads
Why make the switch?
Private Sharing
• Keep private to yourself or share with others
Advanced Sharing
Why make the switch?
Private Sharing
• Keep private to yourself or share with others
Share to Users, Chatter Groups, and R...
Why make the switch?
Private Sharing
• Keep private to yourself or share with others
Share to Users, Chatter Groups, and R...
I’m convinced, where do I start?
Enabling Lightning Files & Enhanced Notes
Enabling Lightning Files & Enhanced Notes
Type “Notes Settings” in Setup Quick Search
Enabling Lightning Files & Enhanced Notes
Type “files” in Setup Quick Search then click “General Settings”
Enabling Lightning Files & Enhanced Notes
Add Files and Notes related lists to page layouts
Migrating Classic Notes & Attachments Data
Migrate Classic Notes & Attachments Data
Moving existing data to new objects
Classic Notes & Attachments Lightning Files &...
Migrate Classic Notes & Attachments Data
Moving existing data to new objects
Classic Notes & Attachments Lightning Files &...
My Conversion Tools
Salesforce Labs
“Magic Mover for Notes And
Attachments to Lightning
Experience”
Data Loader
Export, Tr...
Things to Consider When Converting Leads
Leads, Accounts, Contacts, Opportunities
https://releasenotes.docs.salesforce.com/en-us/summer17/release-notes/rn_sales_features_core_leads_related_records.htm
Pre...
Things to Consider When Merging Duplicates
Leads, Accounts, Contacts
Preserve Files & Enhanced Notes when Merge Records
Free custom solution for merge support available at bit.ly/AdoptLightni...
Free solution for merge support available at bit.ly/AdoptLightningFiles
Preserve Files & Enhanced Notes when Merge Records
Preserve Files & Enhanced Notes when Merge Records
Free solution for merge support available at bit.ly/AdoptLightningFiles
Helpful Utilities
View Files & Enhanced Notes Shared to Related Records
View Files & Enhanced Notes Shared to Related Records
Classic Notes & Attachments Related List
Shows them rolled up from c...
View Files & Enhanced Notes Shared to Related Records
Lightning Files & Enhanced Notes Related Lists
Only show those expli...
View Files & Enhanced Notes Shared to Related Records
Free solution for Lightning Experience available at bit.ly/AdoptLigh...
View Files & Enhanced Notes Shared to Related Records
Free solution for Lightning Experience available at bit.ly/AdoptLigh...
View Files & Enhanced Notes
Shared to Related Records
Solution
Reusable Lightning Component
for any object record page
Sho...
Helpful Utilities
Share Multiple Files to Multiple Records from List View
Share Multiple Files to Multiple Records from List View
Share Multiple Files to Multiple Records from List View
Summary
Files and Enhanced Notes are the new standard
Features: Advanced Sharing, Larger File Sizes, Versioning, File Prev...
Next Steps
Adopting Files and Enhanced Notes in Lightning Experience
Adopting Files and Enhanced Notes in Lightning Experience
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Adopting Files and Enhanced Notes in Lightning Experience

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Salesforce is phasing out the Classic Notes & Attachments related lists in favor of feature-rich Lightning Files and Enhanced Notes. Lightning Files and Enhanced Notes support previews, versioning, external sharing, and are the standard for Lightning Experience. In this session you will learn to enable these features for your users, understand migration options for Classic Notes & Attachments, and explore workarounds to preserve shared files when Accounts, Contacts, and Leads get merged.

Dreamforce: https://success.salesforce.com/apex/Sessions?eventId=a1Q3A00000stRRuUAM#/session/a2q3A000001ytb2QAA

More resources: https://douglascayers.com/adopting-files-and-enhanced-notes-in-lightning-experience/

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Adopting Files and Enhanced Notes in Lightning Experience

  1. 1. Adopting Files and Enhanced Notes Lightning Experience @DouglasCAyers /in/DouglasAyers douglascayers.com Doug Ayers Salesforce MVP | Solutions Architect at Mountain Point
  2. 2. Forward-Looking Statements Statement under the Private Securities Litigation Reform Act of 1995: This presentation may contain forward-looking statements that involve risks, uncertainties, and assumptions. If any such uncertainties materialize or if any of the assumptions proves incorrect, the results of salesforce.com, inc. could differ materially from the results expressed or implied by the forward-looking statements we make. All statements other than statements of historical fact could be deemed forward-looking, including any projections of product or service availability, subscriber growth, earnings, revenues, or other financial items and any statements regarding strategies or plans of management for future operations, statements of belief, any statements concerning new, planned, or upgraded services or technology developments and customer contracts or use of our services. The risks and uncertainties referred to above include – but are not limited to – risks associated with developing and delivering new functionality for our service, new products and services, our new business model, our past operating losses, possible fluctuations in our operating results and rate of growth, interruptions or delays in our Web hosting, breach of our security measures, the outcome of any litigation, risks associated with completed and any possible mergers and acquisitions, the immature market in which we operate, our relatively limited operating history, our ability to expand, retain, and motivate our employees and manage our growth, new releases of our service and successful customer deployment, our limited history reselling non-salesforce.com products, and utilization and selling to larger enterprise customers. Further information on potential factors that could affect the financial results of salesforce.com, inc. is included in our annual report on Form 10-K for the most recent fiscal year and in our quarterly report on Form 10-Q for the most recent fiscal quarter. These documents and others containing important disclosures are available on the SEC Filings section of the Investor Information section of our Web site. Any unreleased services or features referenced in this or other presentations, press releases or public statements are not currently available and may not be delivered on time or at all. Customers who purchase our services should make the purchase decisions based upon features that are currently available. Salesforce.com, inc. assumes no obligation and does not intend to update these forward-looking statements.
  3. 3. Doug Ayers Salesforce MVP | Senior Solutions Architect @DouglasCAyers /in/DouglasAyers douglascayers.com • Ironic start to my Salesforce Career • Nashville Developers Group Leader • RAD Women Apex Coach • CentralApp Salesforce Mentor • Technical Reviewer for Packt Publishing • Open-Source Developer • Blogger • 13x Certified
  4. 4. Agenda What are Classic Notes & Attachments? What are Lightning Files & Enhanced Notes? Why Make the Switch? Enabling Lightning Files & Enhanced Notes Migrating Classic Notes & Attachments Data When Converting Leads and Merging Duplicates Helpful Utilities Q&A
  5. 5. What are Classic Notes & Attachments?
  6. 6. What are Classic Notes & Attachments?
  7. 7. What are Classic Notes & Attachments?
  8. 8. What are Classic Notes & Attachments?
  9. 9. What are Lightning Files & Enhanced Notes?
  10. 10. What are Lightning Files & Enhanced Notes?
  11. 11. That’s nice… …but we have years of historical data …and thousands of notes & attachments
  12. 12. The ship is sailing… Users can’t search Classic Notes & Attachments in Lightning (source) Users can’t create Classic Attachments in Classic or Lightning (source) Heavy investment by Salesforce delivering 10+ Ideas (more features!) Why make the switch?
  13. 13. Why make the switch? Larger Files Sizes • 25MB vs. 2GB (80x larger!) Previews • View most files without downloading Versioning • Track one file, multiple revisions Rich-Text • Compose notes with rich-text formatting More Features
  14. 14. Why make the switch? More Features Multiple File Uploads
  15. 15. Why make the switch? Private Sharing • Keep private to yourself or share with others Advanced Sharing
  16. 16. Why make the switch? Private Sharing • Keep private to yourself or share with others Share to Users, Chatter Groups, and Records • One file/note, accessible by multiple people in multiple places Viewers and Collaborators • Decide who can edit the file/note with you or only view them Advanced Sharing
  17. 17. Why make the switch? Private Sharing • Keep private to yourself or share with others Share to Users, Chatter Groups, and Records • One file/note, accessible by multiple people in multiple places Viewers and Collaborators • Decide who can edit the file/note with you or only view them Public Link Sharing • Share link with anyone, no password required Advanced Sharing
  18. 18. I’m convinced, where do I start? Enabling Lightning Files & Enhanced Notes
  19. 19. Enabling Lightning Files & Enhanced Notes Type “Notes Settings” in Setup Quick Search
  20. 20. Enabling Lightning Files & Enhanced Notes Type “files” in Setup Quick Search then click “General Settings”
  21. 21. Enabling Lightning Files & Enhanced Notes Add Files and Notes related lists to page layouts
  22. 22. Migrating Classic Notes & Attachments Data
  23. 23. Migrate Classic Notes & Attachments Data Moving existing data to new objects Classic Notes & Attachments Lightning Files & Enhanced Notes Note Attachment ContentVersion, ContentNote ContentDocument, ContentDocumentLink ContentDistribution
  24. 24. Migrate Classic Notes & Attachments Data Moving existing data to new objects Classic Notes & Attachments Lightning Files & Enhanced Notes ContentVersion, ContentNote ContentDocument, ContentDocumentLink ContentDistribution Note Attachment
  25. 25. My Conversion Tools Salesforce Labs “Magic Mover for Notes And Attachments to Lightning Experience” Data Loader Export, Transform, Import Not Trivial AppExchange Do it yourself bit.ly/AdoptLightningFiles Free, Open-Source Managed Package Option Since 2015 Migrate Classic Notes & Attachments Conversion Options
  26. 26. Things to Consider When Converting Leads Leads, Accounts, Contacts, Opportunities
  27. 27. https://releasenotes.docs.salesforce.com/en-us/summer17/release-notes/rn_sales_features_core_leads_related_records.htm Preserve Files & Enhanced Notes when Convert Leads Since Summer ’17, Files & Enhanced Notes now carry over to Account, Contact, and Opportunity
  28. 28. Things to Consider When Merging Duplicates Leads, Accounts, Contacts
  29. 29. Preserve Files & Enhanced Notes when Merge Records Free custom solution for merge support available at bit.ly/AdoptLightningFiles
  30. 30. Free solution for merge support available at bit.ly/AdoptLightningFiles Preserve Files & Enhanced Notes when Merge Records
  31. 31. Preserve Files & Enhanced Notes when Merge Records Free solution for merge support available at bit.ly/AdoptLightningFiles
  32. 32. Helpful Utilities View Files & Enhanced Notes Shared to Related Records
  33. 33. View Files & Enhanced Notes Shared to Related Records Classic Notes & Attachments Related List Shows them rolled up from child records (contacts, opptys, etc) to parent account Free solution for Lightning Experience available at bit.ly/AdoptLightningFiles
  34. 34. View Files & Enhanced Notes Shared to Related Records Lightning Files & Enhanced Notes Related Lists Only show those explicitly shared to the record itself, not those of related child records Free solution for Lightning Experience available at bit.ly/AdoptLightningFiles
  35. 35. View Files & Enhanced Notes Shared to Related Records Free solution for Lightning Experience available at bit.ly/AdoptLightningFiles
  36. 36. View Files & Enhanced Notes Shared to Related Records Free solution for Lightning Experience available at bit.ly/AdoptLightningFiles
  37. 37. View Files & Enhanced Notes Shared to Related Records Solution Reusable Lightning Component for any object record page Shows Files and Enhanced Notes shared to any related child record bit.ly/AdoptLightningFiles
  38. 38. Helpful Utilities Share Multiple Files to Multiple Records from List View
  39. 39. Share Multiple Files to Multiple Records from List View
  40. 40. Share Multiple Files to Multiple Records from List View
  41. 41. Summary Files and Enhanced Notes are the new standard Features: Advanced Sharing, Larger File Sizes, Versioning, File Previews How to migrate existing data using my conversion apps Things to consider when converting leads and merging duplicates Helpful Utility: View Files Shared to Related Records Helpful Utility: Share Multiple Files to Multiple Records bit.ly/AdoptLightningFiles
  42. 42. Next Steps

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