Salesforce Files: A Simple Guide

In today’s digital era, managing files and documents efficiently is paramount for businesses to thrive. Salesforce, a leading customer relationship management (CRM) platform, offers a powerful solution for managing files with Salesforce Files. In this comprehensive guide, we’ll explore the ins and outs of Salesforce Files and how you can leverage its features to streamline your document management process.

What are Salesforce Files?
Salesforce Files is a feature within the Salesforce platform that allows users to store, share, and collaborate on files directly within their Salesforce org. Whether it’s documents, presentations, images, or any other file type, Salesforce Files provides a centralized location for all your files, making it easier for teams to collaborate and access important information.

In Salesforce, files are stored using two main objects: ContentDocument and ContentVersion. ContentDocumentLink object is used to link a record with a file. Here’s an explanation of these objects and their relationships:

ContentDocument: The Master Record
This object represents the actual document or file. It acts as the parent to ContentVersion records. The ContentDocument object stores the latest version of the document and provides metadata about the document, such as its title, type, and size.
It holds vital information about each document, like its title, description, and file type. When you upload a file to Salesforce, it creates a ContentDocument record to keep track of it.
Here’s a brief overview of the ContentDocument object:

• Purpose: To store metadata about files uploaded to Salesforce.
• Usage: Holds information about each document, such as title, description, file type, and more.
• Serves as the parent record for ContentVersion records (representing different versions of the document).
• Fields:

1. Title: The title of the document.
2. Description: A description of the document.
3. File Type: The type of file (e.g., PDF, Word document, image).

ContentVersion: Tracking Document Changes
This record stores the actual content of the document, including its binary data. It also maintains a version history, allowing users to track changes over time and revert to previous versions if needed. Each ContentVersion is associated with a ContentDocument, ensuring a seamless link between the file’s metadata and its content. This object represents a specific version of a document in Salesforce. Each time a file is uploaded or a new version is created, a record is created in the ContentVersion object. Every time you upload a new version of a document or make changes to an existing one, Salesforce creates a ContentVersion record.
Here’s a brief overview of the ContentVersion object:

• Purpose: To represent a specific version of a document or file in Salesforce.
• Usage: Stores the binary data of the file. Maintains version history and metadata of the file.
• Fields:

1. Title: The title of the document.
2. PathOnClient: The file path.
3. VersionData: The binary data of the file.
4. ContentDocumentId: The ID of the ContentDocument (parent file).

ContentDocumentLink: The Bridge to Related Records
The ContentDocumentLink object in Salesforce serves as a bridge between files stored in Salesforce (ContentDocument) and related records. It enables users to link documents to various Salesforce objects, allowing for easy access and sharing of files within the organization.
Here’s a brief overview of the ContentDocumentLink object:

• Purpose: To establish a link between files (ContentDocument) and related records in Salesforce.
• Usage: Enables users to share files with specific records or groups of users within the organization.
• Fields:

1. LinkedEntityId: The ID of the record to which the file is linked.
2. ContentDocumentId: The ID of the ContentDocument (file) being linked.
3. ShareType: Specifies the sharing access level for the file (Viewer, Collaborator, or Inferred).

Order of Saving Files:
When a file is uploaded to Salesforce, the following sequence of events occurs:

• A record is created in the ContentDocument object to represent the file.
• A record is created in the ContentVersion object to represent the specific version of the file.

Relationship Among the Objects
Firstly, when a file is uploaded to Salesforce, a ContentDocument record is created. The ContentDocument serves as the master record for the file, holding essential metadata such as title, description, and file type.
Following the creation of the ContentDocument, a ContentVersion record is generated. The ContentVersion represents a specific version of the document or file. It stores the binary data of the file and maintains a version history, allowing users to track changes over time. The ContentVersion record is a child of the ContentDocument, ensuring a seamless link between the file’s metadata and its content.
Lastly, a ContentDocumentLink record is created to establish a link between the file (ContentDocument) and related records in Salesforce. The ContentDocumentLink serves as the bridge between files and related records, enabling users to share files with specific records or groups within the organization.

Creating Files Programmatically in Apex
In Salesforce, you can also create files programmatically using Apex, Salesforce’s proprietary programming language. Here’s a simple example demonstrating how to create files programmatically:
To create a file:
ContentVersion cv = new ContentVersion();
cv.Title = ‘Project Proposal’;
cv.PathOnClient = ‘Proposal.pdf’;
cv.VersionData = Blob.valueOf(‘File Content’); // Replace ‘File Content’ with the actual file content as a Blob
insert cv;

Link a file with Record:
ContentDocumentLink cdl = new ContentDocumentLink();
cdl.LinkedEntityId = ‘<>’; // Id of the record you want to link the file to
cdl.ContentDocumentId = ‘<>’; // Id of the ContentDocument
cdl.ShareType = ‘V’; // ‘V’ for Viewer access, ‘I’ for Inferred permission
insert cdl;

By leveraging Apex, you can automate the creation of files, empowering your organization to streamline document management processes and enhance collaboration effortlessly.

In conclusion, mastering Salesforce’s document management system empowers businesses to efficiently organize, share, and track their files within the platform. Understanding the roles of ContentDocument, ContentDocumentLink, and ContentVersion, along with the ability to create files programmatically, opens up endless possibilities for optimizing document workflows and driving productivity in the Salesforce environment.