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Cloud Drop Configuration Guide


Contents




Cloud Drop Introduction

This guide explains how to use the Cloud Drop Force.com plug-in application.

Cloud Drop extends the file storage capability at a significant reduction in cost to comparable storage within Salesforce.

With Cloud Drop:

  • Easily attach large files to any standard or custom object in Salesforce.

  • Create temporary URLs for files that you can attach to Salesforce records.

  • Better manage files via version control, private vs. public access, and flexible hierarchical organization.

  • You have global access to stored files, utilizing the strength, reliability, and security of Rackspace Cloud files.


Using the Rackspace Cloud



Cloud Drop is built on the Rackspace Cloud storage platform. You can set up a Rackspace Cloud account at http://www.rackspacecloud.com, using their Cloud Files product.

To set up an account with Rackspace, from their website:

  1. Click the Sign Up drop-down and select Rackspace Cloud.


                 


  1. On the resulting order form, create your account. Click Next Step.


                 

 

  1. Complete your address information and click Next Step.


                 


  1. Complete the billing information. Note that you will only pay for storage you use. See the Rackspace website for more information on rates.


                 


  1. Select the appropriate service level agreement, read the terms, and click Submit.


                 


  1. Once you have Rackspace Cloud File account, log into Rackspace Cloud at https://login.rackspace.com/

                   


  1. You will be redirected to Rackspace Home Page once logged in.

         



  1. On Top right and side click on your Account then click on My Profile and Settings.

       



  1. On the Rackspace API Key screen, click Show. Make a note of the API Key. You will need it when you set up your Salesforce Cloud Drop login credentials.
     

                     

               


How to Install Cloud Drop



Cloud Drop is available from the App Exchange, https://appexchange.salesforce.com.

To install Cloud Drop


  1. When you search for and select “Cloud Drop,” you will see a screen such as the following:


               


  1. Click Get It Now.


 

               

 

  1. If prompted, select Log in to the AppExchange.

  2. Select the environment in which to install Cloud Drop.


               


  1. Review the terms and conditions, select “I have read and agree to the terms and conditions,” and click Confirm and Install.


                 


  1. You will be prompted to log into the Salesforce org where you want to install Cloud Drop:


                   


  1. The package installation details will be shown. Click Continue.


                   


  1. You will be prompted to authorize third-party access. Select “Yes, grant access to these third-party web sites,” and click Continue.


                   


  1. Click Next on the Approve Package API Access step.


                 


  1. Select “Grant access to all users” and click Next.


                 


  1. Click Install.


               



  1. When the package has been installed, the Package Details screen will appear.


                 



Cloud Drop Configuration



From the Cloud Drop Setup tab, configure Cloud Drop for use. You will perform these tasks in the following sub-tabs of the Cloud Drop Setup tab, which opens to the Overview tab.

               


General Overview


  • Rackspace Login – Associate Rackspace login credentials with your Cloud Drop account.

  • Remote Site Setting – Associate the Rackspace and Cloud Drop servers with your account.

  • Bulk Email Setting – Enable your Salesforce org to send bulk email via an external email server.

Layout Overview


  • Table Layout Setup – Select the fields available on your Cloud Drop list views (table view).

  • Page Layout Setup – Select the fields visible on your Cloud Drop new file and detail records.

  • Button Layout Setup – Optionally, configure profiles to limit the Cloud Drop buttons available to each profile.

General Setup


To perform the general setup tasks, click the General sub-tab, or the General step on the left.

               

The following Cloud Drop Setup steps are shown:

               


Step 1: Rackspace Login


You need a Rackspace account to proceed. See the Using the Rackspace Cloud section or click “Signup for Rackspace Cloud Files” on the Cloud Drop Quick Setup General sub-tab. Once you have Rackspace credentials:

  1. Click Rackspace Login on the left-hand side. Click Edit to add your Rackspace credentials.


                 


  1. Enter your Rackspace User Name, Auth Key (API Key) and select the Region.

  2. Optionally, enter the number of days after which you want the files deleted from the Rackspace server. You can leave this field blank to avoid this automatic deletion of files from Rackspace.

  3. Optionally, select “Send Crash Report to Support.”

  4. Optionally, select 'Send Uploaded File Failure to User'. Once this option is selected, you have to fill the TO Email address to receive the failure emails.

  5. Click Save.

Note: Region support functionality is available in Cloud Drop versions 1.37 and higher.

Note: You can send the crash/error report to the Mansa support team for any errors by selecting that option here. Available in Cloud Drop versions 1.44 or higher.

Note: If you elect to have files deleted, they will be deleted from the Rackspace server only. To delete them from Salesforce, you will need to run the scheduler.

Step 2: Remote Site Setting

The remote site settings are configured in the Security Controls section. Navigate to Setup => Administration Setup => Security Controls => Remote Site Settings and add the following manually (with the New Remote Site button) if they are not already created. After each remote site creation, you can click Save & New to keep creating them until you are done. Here is an example of one of the remote sites:


               


  1. Verify that Remote Site ClouDropAuthentication is set to Remote Site URL https://auth.api.rackspacecloud.com

  2. For Cloud Drop versions 1.37 and higher, verify that Remote Site ClouDropAuthentication_server is set to Remote Site URL https://lon.auth.api.rackspacecloud.com

  3. Use the New Remote Site button and add the CreateContainerAPI site with Remote Site URL:

  4. Use the New Remote Site button and add the CreateCDNEnabledAPI site with Remote Site URL:

  5. Use the New Remote Site button and add the EmailServer site with Remote Site URL http://bulkemail.mansasyscloud.com

  6. To enable Email2Drop, use the New Remote Site button and add the MansaServer site with Remote Site URL http://mansasyscloud.com

  7. When all the remote sites are completed, your All Remote Sites screen will look something like this:


               




Step 3: Bulk Email Setting

The Bulk Email feature enables your Salesforce org to send bulk email to Leads or Contacts with Cloud Drop files as attachments. To set up Bulk Email:

  1. Click Bulk Email on the left-hand side.


                 


  1. Enter your Gmail credentials and use the Host Name ssl://smtp.googlemail.com and the Port Number 465. Click Save. If you want to use the Sendgrid server instead of Gmail to send the email, then you can change the From Email Address and From Name. Please refer below screenshot.

  2. The Select Object Picklist will appear below the Outgoing Email Server Setting area.


                 


  1. Select the object(s) on which to enable Cloud Drop attachments and the Template Record picklist. Click Save.

Note: The Template Record Picklist is available with 1.41 or higher version of Cloud Drop.

The object(s) selected here will be available for selection on the Attachment and Template Record Picklist fields in the Send Bulk Email screen as shown below:


                   


Step 4: Click to Finish

When you are done configuring the Rackspace, Cloud Drop, and Email servers, choose Click to Finish in the left column. A message regarding the status of your setup will be displayed.

                 


Layout Setup


To perform the layout setup tasks, click the Layout sub-tab, or the Layout step on the left. The following Cloud Drop Page Layout Setup steps are shown:

                 


Cloud Drop Fields in List Views

  1. Click Cloud Drop Table Layout to configure the fields in the Cloud Drop list views. The Cloud Drop Table Layout Setup screen opens.

                 


  1. Select the fields you want to include on the Cloud Drop list view, and use the position drop-down to set the numeric order with which the fields will appear on the page. Click Save.

 

                 


Notes:

  • The Position column must contain consecutive numbers. Numbers that are out of sequence (skipping numbers) will cause an error.

  • No two fields can have the same position.

  • The fields Name and Access cannot be hidden on the page layout because they are default fields.

  1. Click the Cloud Drop tab to see the fields you added to the list view layout.

                 


New Document and Document Details Page Layouts

By default, some Cloud Drop fields are always visible on the Cloud Drop records. Optionally, you can include additional Cloud Drop fields to be visible when you create a new Cloud Drop record or edit an existing Cloud Drop record.

Back on the Layout sub-tab of the Cloud Drop Tab, click New Document Page Layout Setup.

       


  1. Select Cloud Drop fields you want to be able to include when you are creating a new Cloud Drop document. (The default fields are already selected.) Click Save.

         

  1. Similarly, click Document Details Page Layout Setup.

         

  1. On the resulting screen, select the fields you want to see on Cloud Drop Details records. Click Save.

       

  1. To see the additional fields on your Cloud Drop records, click the Cloud Drop tab, and click New Document.

       

  1. The New Document dialog appears with the additional fields you selected. We can upload the files in two different ways. One is by Dragging and Dropping from system, and other is Uploading the selecting files. The customers can either drag and drop or upload a file

  1. Similarly, when you have saved documents in Cloud Drop, you can click a Cloud Drop document link on the Cloud Drop tab to see the document’s page.

         

  1. The document’s page contains any additional fields you selected in Step 6.

             

  1. To manage the buttons that appear on the Cloud Drop document page, on the Layout sub-tab of the Cloud Drop Tab, click Cloud Drop Button Layout Setup.

             


  1. Select a profile in the Profile Name drop-down, and then select the buttons you want visible on the Cloud Drop page detail for that profile. Click Save.

       

  1. Once you have saved button configurations for your profiles, they will appear in the bottom half of this screen.

       

  1. A user with that profile can view a Cloud Drop file by clicking its link on the Cloud Drop tab.

       

  1. If you configure a user’s profile in this way, the user will not see any buttons that were not selected for the Cloud Drop tab. For example, the System Administrator users configured in Step 12 cannot see the Send Bulk Email button on their Cloud Drop tab.

       


Note: By default, all profiles can see all Cloud Drop buttons. Use this feature to restrict the visibility of certain button for specific profiles.

The Cloud Drop button restriction only takes affect if the profile has at least one user associated with it.


Adding the Cloud Drop Visualforce Page to the Account Page Layout


In order for the Cloud Drop Visualforce page to appear as a section on Accounts, you need to add it to the page layouts.

  1. Go to Setup => App Setup => Customize => Accounts => Page Layouts.

  2. Click Edit next to the Account page layout to which you want to add Cloud Drop.

  1. On the left-hand side of the Account Layout edit options, scroll to Visualforce Pages and select it.

  1. Drag a section onto the Account page layout. In the example, we are dragging a section below the Address Information section.

  1. In the Section Properties dialog, name the section Cloud Drop. De-select the Edit Page option. Select 1-Column. Click OK.

  1. Then drag the AccountCloudDrop Visualforce Page to the Cloud Drop section you just created. Click Save.

  1. Click the wrench icon to edit the properties of the Cloud Drop section.

  1. To add the scrollbars to the Account page Cloud Drop section, on the Visualforce Page Properties dialog, select Show Scrollbars. Click OK.

  1. Click Save on the Account Page Layout.

Configuring Cloud Drop Visualforce Pages For Other Standard Salesforce Objects


You can configure the page layouts for the following standard Salesforce objects. Add the Visualforce Pages below following the instructions in the above section.

         


Enabling Cloud Drop on Custom Objects

You can also add Cloud Drop to any Salesforce Custom Object. To enable Cloud Drop on a Custom Object:

  1. Go to Setup=> Develop => Apex Class => New to create a class for the Custom Object (you will perform this in the sandbox, and then copy the new class to your production environment).

  1. Enter the code shown below in the new class. Click Save.

 

public class testcontroller
 
{ 
public testcontroller(Apexpages.Standardcontroller controller) { }
public Pagereference init() {
 
string oid=Apexpages.currentPage().getParameters().get('id');
 return new Pagereference('https://cloudrop.ap1.visual.force.com/apex/forallobjects?id='+oid); 
 }
 
}

   

         


To create the Visualforce Page for a Custom Object:


  1. Go to Setup=> Develop => Pages => New to create a Visualforce page for the Custom Object (you will perform this in the sandbox, and then copy the new class to your production environment).

  1. Enter the label, name, description (optional), and update the following code to include the custom object’s API name for which you are creating the Visualforce page. Click Save.


 

<apex:page standardController="Property__c" extensions="testcontroller">

<apex:form >

<apex:pageBlock >

<apex:pageBlockSection >

<apex:commandButton value="Attach File" action="{!init}"/>

</apex:pageBlockSection>

</apex:pageBlock>

</apex:form>

</apex:page>

         

           


  1. After you create the Visualforce Page, you can drag and drop Page Layout sections as described in the above steps for the Account object.


Setting Up Users for Cloud Drop

You have to add the users who will be using the application to the Cloud Drop installed package.

  1. Select Setup => App Setup => Installed Packages.

  2. To the left of Cloud Drop, click Manage Licenses to set up user licenses for each user.

  1. Click Add Users for each user you want to give a Cloud Drop license.

  1. In the Available Users section, select each user you want to assign a Cloud Drop license. Click Add.

Note: The number of users cannot exceed the number of Cloud Drop licenses you have purchased. Only those users with licenses can see and use Cloud Drop.


How to Upgrade Cloud Drop

Upgrading Cloud Drop is very easy. Use the same link that you used to install Cloud Drop to install the upgraded version:

https://appexchange.salesforce.com/listingDetail?listingId=a0N30000003IzEDEA0

  1. Review the package upgrade details and package components. Click Continue.


  1. Review the Approve Package API Access details. Click Next.


  1. Select Grant access to all users and click Next.

  1. Click Install.


  1. After installation, you can review the package contents by clicking View Components.



Enabling Cloud Drop in the Partner Portal

If you use a Partner Portal and you want to share Cloud Drop files with your partners, follow these steps.

  1. Navigate to the Partner Relationship Management Settings, Setup => Customize => Partners => Settings. Click Edit.

  1. Select “Enable Partner Relationship Management.” Click Save.


  1. When you enable Partner Portal for the first time, you will receive a warning that enabling it is not reversible. Click OK.

  1. There is an optional wizard that you can follow when first configuring your Partner Portal to configure Sharing Rules and Folder Access for only internal users.

  2. Return to the Partner Portal Settings, Setup => Customize => Partners => Settings. Click Partner Portal.

  1. Click Customize Portal Tabs.

  1. Locate the Cloud Drop tab in the list of Available Tabs and use the right arrow to move it to the list of Selected Tabs. Click Save.


  1. On the Portal Setup screen, scroll to the Assigned Profiles section and select the Partner profile you want to use to build the Cloud Drop Partner profile. We selected Partner Community User.


  1. Click Clone on the Partner Community User profile. Salesforce standard profiles cannot be edited, so we must create a copy to modify the profile.

  1. Give the profile copy a new name and click Save.

  1. On the new profile, click Edit to assign object and field level permissions.


  1. Scroll to the Custom Object Permissions section of the profile and select Read, Create, Edit, and Delete access for the Cloud Drop object. Click Save.

  1. Scroll to the Field-Level Security section of the profile and select View next to Cloud Drop.

  1. Click Edit on the next screen to grant field level access for the Cloud Drop object.

  1. Select all the fields for the Cloud Drop object. Click Save.


  1. Return to the Partner Portal Settings, Setup => Customize => Partners => Settings. Click Partner Portal.

  2. Scroll to the Assigned Profiles section for your Partner Portal and click Edit Profiles.

  1. Select Active for the profile you cloned and modified. Click Save.

  1. The profile you created for your Cloud Drop Partner Portal users is now visible in the list of Assigned Profiles for your Partner Portal.




Enabling Cloud Drop in Customer Portal

If you use a Customer Portal and you want to share Cloud Drop files with your customers, follow these steps.

  1. Navigate to the Customer Portal Settings, Setup => Customize => Customer Portal => Settings. Click Edit.

  1. Select “Enable Customer Portal.” Click Save.

  1. On the Customer Portal Settings page, Setup => Customize => Customer Portal => Settings, click Customer Portal.

  1. Click Customize Portal Tabs.


  1. Locate the Cloud Drop tab in the list of Available Tabs and use the right arrow to move it to the list of Selected Tabs. Click Save.

  1. Go to Setup => Create => Objects => Cloud Drop. Click Edit.


  1. On the Cloud Drop Object page, select Available for Customer Portal. Click Save.


  1. On the Customer Portal Setup screen, scroll to the Assigned Profiles section and click High Volume Customer Portal.


  1. Click Clone on the High Volume Customer Portal profile. Salesforce standard profiles cannot be edited, so we must create a copy to modify the profile.


  1. Give the profile copy a new name and click Save.

  1. On the new profile, click Edit to assign object and field level permissions.


  1. Scroll to the Custom Object Permissions section of the profile and select Read, Create, Edit, Delete, View All, and Modify All access for the Cloud Drop object. Click Save.


  1. Scroll to the Field-Level Security section of the profile and select View next to Cloud Drop.

  1. Click Edit on the next screen to grant field level access for the Cloud Drop object.


  1. Select all the fields for the Cloud Drop object. Click Save.


  1. Return to the Customer Portal Settings, Setup => Customize => Customer Portal => Settings. Click Customer Portal.

  2. Scroll to the Assigned Profiles section for your Customer Portal and click Edit Profiles.

  1. Select Active for the profile you cloned and modified. Click Save.


  1. The profile you created for your Cloud Drop Customer Portal users is now visible in the list of Assigned Profiles for your Customer Portal.