adopting files and enhanced notes in lightning experience

Adopting Files and Enhanced NotesLightning Experience

@DouglasCAyers/in/DouglasAyersdouglascayers.com

Doug AyersSalesforce MVP | Solutions Architect at Mountain Point

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Doug AyersSalesforce MVP | Senior Solutions Architect

@DouglasCAyers

/in/DouglasAyers

douglascayers.com

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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

What are Classic Notes & Attachments?

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 Attachments in Classic or Lightning (source)

Heavy investment by Salesforce delivering 10+ Ideas (more features!)

Why make the switch?

https://help.salesforce.com/articleView?id=Attachments-are-not-returned-in-Lightning-Experience-search&language=en_US&type=1

https://releasenotes.docs.salesforce.com/en-us/spring17/release-notes/rn_files_add_related_list_to_page_layouts.htm


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

Why make the switch?More Features

Multiple File Uploads


Private Sharing

• Keep private to yourself or share with others

Advanced Sharing


Private Sharing


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


Private Sharing


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

I’m convinced, where do I start?

Enabling Lightning Files & Enhanced Notes

Enabling Lightning Files & Enhanced NotesType “Notes Settings” in Setup Quick Search

Enabling Lightning Files & Enhanced NotesType “files” in Setup Quick Search then click “General Settings”

Enabling Lightning Files & Enhanced NotesAdd Files and Notes related lists to page layouts

Migrating Classic Notes & Attachments Data

Migrate Classic Notes & Attachments DataMoving existing data to new objects

Classic Notes & Attachments Lightning Files & Enhanced Notes

NoteAttachment

ContentVersion, ContentNoteContentDocument, ContentDocumentLinkContentDistribution

Migrate Classic Notes & Attachments DataMoving existing data to new objects

Classic Notes & Attachments Lightning Files & Enhanced Notes

ContentVersion, ContentNoteContentDocument, ContentDocumentLinkContentDistribution

NoteAttachment

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 & AttachmentsConversion Options

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

Preserve Files & Enhanced Notes when Convert LeadsSince Summer ’17, Files & Enhanced Notes now carry over to Account, Contact, and Opportunity

Things to Consider When Merging Duplicates

Leads, Accounts, Contacts

Preserve Files & Enhanced Notes when Merge RecordsFree custom solution for merge support available at bit.ly/AdoptLightningFiles

Free solution for merge support available at bit.ly/AdoptLightningFiles

Preserve Files & Enhanced Notes when Merge Records

Preserve Files & Enhanced Notes when Merge RecordsFree solution for merge support available at bit.ly/AdoptLightningFiles

Helpful Utilities

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


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

View Files & Enhanced Notes Shared to Related RecordsFree solution for Lightning Experience available at bit.ly/AdoptLightningFiles

View Files & Enhanced NotesShared to Related Records

Solution

Reusable Lightning Componentfor any object record page

Shows Files and Enhanced Notesshared to any related child record


Helpful Utilities

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 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


Next Steps

adopting files and enhanced notes in lightning experience

Technology