Quick Start Guide
How to Grant User Access and FirmWorks Files Licenses
Every user needs a permission set and a package license. The quickest route is a permission set group: FirmWorks Files User for everyday users, FirmWorks Files Admin for administrators who will create configurations and reports, FirmWorks Files Reporter for report builders, and FirmWorks_Files_ExperienceUser for Experience Cloud users. All of the options are described in Permissions and Licensing.
To assign the FirmWorks Files permission set on its own to multiple users at one time:
Setup > Users > Permission Sets > FirmWorks Files > Manage Assignments (button) > Add Assignments > Check the desired users (small checkboxes next to Edit) > Assign
To assign from a single User record:
Setup > Users > Users > Click on the desired user > Permission Set Assignments (Related List) > Edit Assignments (button) > Move the FirmWorks Files Permission Set to the Right.
The second step to provide users with access to the FirmWorks Files Application will be to allocate a license to them.
Setup > Installed Packages > FirmWorks Files > Manage Licenses > Add the desired users
The FirmWorks Files Home tab in the FirmWorks Files app has shortcuts for licenses, permission sets, configuration and reporting.
FirmWorks Files Configuration
Add the ‘Tag & Upload’ Quick Action
The package includes a Tag & Upload quick action that opens the File Tagger screen so users can tag and upload files in one step. Add it to any object’s page layout:
Setup > Object Manager > (object) > Page Layouts > (layout) > Mobile & Lightning Actions > drag Tag & Upload into the Salesforce Mobile and Lightning Experience Actions section > Save
To offer it everywhere, add it to the Global Publisher Layout instead. If you prefer your own action, create a Global Action of type Lightning Component using firmworks:FileTaxonomy, as shown.
Adding FirmWorks Files Components to Lightning Record Pages
The FirmWorks Files Managed Package provides plug-and-play Lightning Components. They appear in the Custom - Managed section of the Lightning App Builder palette.
The ones most record pages use:
- FileViewer provides searching, tagging, previewing, sharing and downloading of a record’s files. It has no upload button, so pair it with File Tagger or File Tagger Button For Upload.
- File Tagger Button For Upload is a customizable button that opens the Tag & Upload screen in a pop-up.
- File Tagger is the Tag & Upload screen placed directly on the page. It is also the component behind the Tag & Upload quick action.
- Record’s Content Viewer shows every file on the record as tabs, a carousel or tiles.
- File Report Runner For Records tells users whether the record is in compliance with a saved File Report.
Others: Single Content Record Viewer shows one specific file, File Report Results shows a saved report’s results, Download Records Files downloads all of a record’s files, Content Viewer (LWC) is a Lightning Web Component version of Record’s Content Viewer, and FirmWorks Notes shows the record’s notes. Every component and setting is listed in the Component Reference.
To add any of these components, drag and drop the desired component into the target region of the Lightning Record Page and Save. Then set the component’s Configuration: Name to a FirmWorks Files Configuration, or leave it blank and name a configuration after the object so it applies automatically. Prefer this over filling in the component’s individual field settings.
Repeat these steps for all Lightning Record Pages per Object where FirmWorks Files will be used.
Choosing Your FirmWorks Files Upload Experience
The FirmWorks Files Managed Package provides two plug-and-play Lightning Components to provide a user-friendly way to Tag & Upload Files directly on any Standard or Custom Object Lightning Record Page.
For those conscious of optimizing record page real estate, File Tagger Button For Upload will meet those needs and more. The compact Lightning Component is a single customizable button that will launch the Tag & Upload screen, consuming minimal space on Lightning Record Pages yet still providing all key features for tagging and uploading files quickly.
For those looking to reduce the number of clicks or screens needed to accomplish a single task, File Tagger provides a landscape-like interface that will display the same Tag & Upload options as File Tagger Button For Upload, but directly on the Lightning Record Page.
All FirmWorks Files Lightning Components can also be controlled via standard Salesforce Component visibility.
Creating and Customizing FirmWorks Files File Tags
In the context of FirmWorks Files, a ‘tag’ is the categorization of a file using a custom field on the Content Version Object.
Navigate to the Content Version Object within the Object Manager to create custom fields. Once a custom field on the Content Version Object is saved, it will automatically appear in the FirmWorks Files Lightning Components for immediate use.
Setup > Object Manager > Content Version > Fields & Relationships > New
The following field types are not currently supported as tag fields that users set on upload. Formula fields can still be shown as display fields in FileViewer.
- Auto-Number
- Formula
- Geo-Location
- Text Area (Long)
- Text Area (Rich)
- Text (Encrypted)
Controlling Fields Per Object
By default, the FirmWorks Files Lightning Components will display all custom fields from the Content Version Object anywhere the FirmWorks Files Components are in use.
The recommended way to control this is a FirmWorks Files Configuration. Open the FirmWorks Files Configurator tab, create a configuration named after the object (for example Account), choose its display and filter fields, and it becomes the default for every FirmWorks Files component on that object’s record pages and for the Tag & Upload quick action. Configurations also handle required fields, defaults, sharing and much more. See FirmWorks Files Configuration.
The sections below describe the older per-component field settings. They still work, but they must be repeated on every page and cover only field lists.
If you are using FirmWorks Files to tag and organize a wide variety of documents, you may have tags that are applicable to Files attached to Accounts and different tags that are applicable to Files attached to Opportunities.
User-Friendly configurations within the FirmWorks Files Lightning Components allow for you to easily control which custom fields are available within the FirmWorks Files Components based on the Lightning Record Page Assignments.
Control Custom Fields by Object/Lightning Record Page
To control visibility of the custom Content Version fields on different Object’s Lightning Record Pages, enter a list of the applicable field’s API names separated with a comma (comma delimited) into the Configuration: Content Version Fields field. For anything beyond a field list, create a FirmWorks Files Configuration and choose it in the component’s Configuration: Name setting instead.
Example: Custom Field 1 and Custom Field 2 are fields to tag Files uploaded to Contact records, but there is also a Custom Field 3 that is utilized to tag Files on Account records.
By entering Custom_Field_1__c, Custom_Field_2__c into the lightning configuration, only the desired Contact related custom fields for tagging are displayed on the Contact Lightning Record Page.
Alternatively, Custom_Field_3__c should be entered into the same configuration on the Account Lightning Record Page.
Control FirmWorks Files Filter and Search Fields
To control visibility of the custom Content Version fields available to Filter and Search by on different Object’s Lightning Record Pages, enter a comma delimited list of the applicable field’s API names into the Configuration: Filter Fields field.
Control FirmWorks Files List Columns
FirmWorks Files provides users the ability to view File Search results by List, similar to Salesforce’s List Views.
The List will always have the Files’ Title as the first column, but configuration within the FirmWorks Files Lightning Component provides control of which fields to include and their order. Enter a comma delimited list of the desired field’s API names in desired order
For FirmWorks Files support, please contact support@getfirmworks.com