- Margaret has the following questions. Do you have any suggestions on where to direct her to find he correct information in these areas of interest?
1. Can we assign an approval process for library document? This will help us figure out at what stage the review is at and if it’s approved.
2. Can I assign workflow rules to a document library so that way if a doc is approved (aka a field status changes to a specific value), the right folks are notified so I can do what they need to do to post the document
3. Because we are going to be uploading tons of publications at a time from different sources, there might be duplications. Is there a way to de-dup the entries?
4. Metadata – I have created custom fields that will support these publications, but it looks like the custom fields are available for all library docs. Is there a way to restrict this to just a particular workspace like a page layout can restrict field visibility?
5. We might need to update the metadata for multiple entries. Is there an easy way to do this vs. going into each entry and editing it one by one?
6. I can use the data loader to upload the library documents, but there doesn’t seem to be way to export them. I wanted to export them so if we need to make global updates (e.g. a metadata value), I want to be able to do an export, make the changes, and import (via update) back up.
Also here are responses to your other questions:
3. De-dupe - there is no built in automatic way to de-dupe files that have been uploaded multiple times. However, Content does support full text search so if a search query returns multiple results that might be a way to figure out that the same file has been uploaded multiple times. Another process could be to ensure that certain metadata that's unique to a particular file is set (for e.g. maybe the source repository has a File ID) if this is the case, searching for a specific File ID will return multiple results if there has been a duplicate created by mistake.
4. Restricting content types to a specific library:
https://help.salesforce.com/HTViewHelpDoc?id=content_types_restrict.htm&language=en_US5. We are making our Metadata API available for both Chatter and Content Files in Spring '15. This will be available via our SObject API.
6. Here is some documentation on Exporting Files and Content:
https://help.salesforce.com/HTViewHelpDoc?id=admin_exportdata.htm&language=en_USExcerpt from the link above: Select Include images, documents, and attachments and Include Chatter files and Salesforce CRM Content document versions to include these items in your export data.
