Cloud Drop User Guide


Contents


Upload Files through Force.com Site




Using Cloud Drop


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.

Uploading Cloud Drop Files

Once you have installed and configured Cloud Drop, you can start uploading Cloud Drop files.

  1. Select any record in a Salesforce standard object. Note that you must first add the Cloud Drop Visualforce page to that standard object’s page layout.

  2. Scroll to the Cloud Drop section of the record. Click New Document to create a new Cloud Drop file.

       

  1. In the next step, the files can be uploaded in two different ways. They are by, using the DRAG and DROP method, which is by dragging the files from the system to the drag and drop space, the 2nd method is we can select the files from our system by clicking "Select files to upload".  The customers can either drag and drop or upload a file

  1. Optionally, enter a Version Name following any convention your organization uses. The Version number is auto-populated, assigning a new version every time a Cloud Drop file is updated.

  2. Optionally, add Keywords to assist with searching.

  3. Set the Access Type to Private or Public.

Select Private if you do not need to generate a URL for users outside of your Salesforce org can to access the Cloud Drop file. Select Public to allow the generation of a URL to share the file outside of your Salesforce org. If you select Public, the Send Email button is enabled for the Cloud Drop file.

  1. Optionally, enter a Description. Depending on which fields you have configured in your Cloud Drop page layouts, there may be other fields to include.

Note: With Cloud Drop version 1.46 and higher, you can upload up to 10 files at a time, as shown here.

             


  1. Once you have completed the fields for your Cloud Drop file(s), click Upload to upload the file(s) to your Rackspace Account.

If you click Upload with no file selected, you will receive an error message.

           


If you try to upload a file with the same name as a file that is already associated with the Salesforce record, for example, after making changes to that file, Cloud Drop will append a date/time stamp to the previous version of the file.

             


Viewing/Downloading Cloud Drop Files

Follow these steps to view or download Cloud Drop files.

  1. From the record where the Cloud Drop file was uploaded, click view next to the name of the file you want to view or download.

       

  1. You will be prompted to Open or Save the file. The dialog varies,d espending on which browser you are using.


       

  1. To view the Cloud Drop File Details, click Open. From this Cloud Drop view, you can manage versioning, edit the file details, move or copy the file, or obtain a URL for it. You can also switch to Classic View, to see all fields.

       




If you prefer to view the standard Salesforce layout for the Cloud Drop record, click Classic View.

             



Editing Cloud Drop File Details

From the Cloud Drop view, click Edit to edit the file details for a Cloud Drop file.

             

From the Cloud Drop File details, you can edit the Description, Version Name, and Keywords, as well as any fields you have added to this page layout with the Layout step on the Cloud Drop Setup tab.
Click Save.

           



Deleting a Cloud Drop File

From the record where Cloud Drop file is saved, click del in the Action column next to the file you want to delete.

             

You will be prompted with message to confirm or cancel deletion. Click OK, if you want to delete; otherwise, click Cancel.

             


Searching for Cloud Drop Files and Folders

Use the Cloud Drop search box to search for Cloud Drop files or folders using the Name, Description, Verions Names, or Keywords.

             

Creating Folders for Cloud Drop Files

You can create folders to sort and manage Cloud Drop files.

  1. On the Cloud Drop tab or in the Cloud Drop section of a Salesforce record, click New Folder.

       

  1. Add a Name and Description (optional) for the folder you want to create. Click Save.

       

If you try to upload a file without a name as a file, you will receive an error message.

             


If you try to create a folder with duplicate name, you will receive a message to choose a different folder name.

             


Editing Cloud Drop Folders

If you want to change the name or description of a Cloud Drop folder, click edit in the Action column for the the folder. You can recognize Cloud Drop folders because their names look like buttons, rather than links.

           

You can update its Name or Description. Click Save.

           



Deleting Cloud Drop Folders

If you want to delete a Cloud Drop folder, click del in the Action column for the the folder. You can recognize Cloud Drop folders because their names look like buttons, rather than links.

           

You will prompted to confirm that you want to delete the folder. If the folder contains Cloud Drop files or Sub-Folders, clicking OK at this prompt will delete all the files and sub-folders in the folder, as well as the folder.

           


Creating Cloud Drop Sub-Folders

You can create any number of sub-folders within a Cloud Drop folder. With the parent folder open, click New Folder.

           

Give the sub-folder a Name and Description, just as you would for a folder. Click Save.

           

To view the contents of a folder or sub-folder, click the name of the folder from within any folder or sub-folder:

           

  • Click Previous to reach the previous file or folder.

  • Click New Document to new create a new Cloud Drop file.

  • Click New Folder button to create new sub-folder inside the current folder.

  • Click Go to Root to go to the root folder of the current folder.



Manage Cloud Drop File Versioning

You can upload multiple versions of a Cloud Drop file. Cloud Drop will autonumber each new version with the next version number. Upload a new version of a Cloud Drop file from its File Details page.

  1. On the Cloud Drop file view, click Upload New Version.

       

  1. You will be prompted to choose the new version to upload and enter its details. Click Upload.

     

All new versions of the Cloud Drop file will be displayed in a related list on the original version and the version number for each new version will be incremented from the previous version.

             




Sending Bulk Email Cloud Drop Files

With the Send Bulk Email option, you can send Cloud Drop(s) as email attachments, using templates.

  1. From the Cloud Drop tab, click Send Bulk Email.

       

  1. On the resulting screen, in the To, CC and BCC fields, select the multiple Contacts or Leads for the type of customer to whom to send the Cloud Drop file.

       

  2. If you want to chnage the From Email and From Name through which the email should be sent, then you have to use the Sendgrid server set up in Bulk Email Setting in Cloud Drop General setting option. When this is set up, the From Email and From Name will look like below screenshot:

  3. In the Attachment field, select the entity where the Cloud Drop file is stored: Cloud Drop tab, Opportunity, Contact, or Lead.

   


5. Click the search icon to select the Cloud Drop file from that object. In the resulting dialog, select the Cloud Drop file(s) and click Add. Click Send.
     

6. For Cloud Drop version 1.41 or higher, optionally, click Select Template.

   

In the resulting dialog, select the folder that contains the template you want, and then the template.

   

  1. The Subject and Body of the email will be populated from the selected template.

       

  1. If the template contains merge fields (for example, {!contact.name}), in the Template Record field, select the object that contains the merge field and then click the seach icon and select the record that contains the merge field value.

For example, in the below figure, once we select the contact record for “carole edgerson,” the merge field in the template will be replaced with its value from that contact record.

             

Notes:

  1. The Template Record must be selected after the template. If you change the template, you need to re-select the Template Record.

  2. The objects available for the Template Record picklist can be easily added and removed using the Select Object Picklist below the Outgoing Email Server Setting in the Bulk Email Setup section of the Cloud Drop Setup tab.


Switching Between Email Formats

For Cloud Drop version 1.41 or higher, when you select Bulk Email, you can switch between Text-Only and HTML format on your templates. This feature works the same way as it does with standard Salesforce email templates.

           



Generating a Temporary URL for a Cloud Drop File

This feature allows you to generate Temporary URL for file. The URL expires within the timeframe you define.

  1. From the Cloud Drop file for which you want the temporary URL, click Temp URL.

         

  1. After you click Temp URL, use this dialog to set the amount of time (in seconds, minutes, hours, days, months, or years) after which the URL will automatically expire, and no longer let the recipient download that file. Click Generate Temp URL.

       

  1. The Temp URL for the file can be easily copied and sent to other people. The Temp URL will work until the defined expiration period has past.

       

Notes:

  1. The amount of time units (seconds, minutes, hours, days, months, or years) must be an integer. If you try to enter anything else besides an integer, Cloud Drop will not let you generate the Temp URL.

  2. The amount of time units (seconds, minutes, hours, days, months, or years) cannot exceed two digits.

  3. If you have the Files Delete After {number of days} specified in the Rackspace Login section of the General tab on the Cloud Drop Setup tab, your files will automatically be deleted from Rackspace after the specified number of days. You can leave that field blank to keep files from being deleted from Rackspace.

Moving and Copying Cloud Drop Files

You can move or copy Cloud Drop files to another location.

  1. From the Cloud Drop file which you want to move or copy, click Move/Copy.

       

  1. Select the object where you want to move or copy the Cloud Drop file: Cloud Drop tab, Opportunity, Contact, or Lead.

       

  1. Based on the object selected, click the search icon and search that object for the record where you want to move or copy the Cloud Drop file.

       

  1. Once you select that record, click Move or Copy in the Action column beside the folder path for that record where you want to move or copy the file.

       

  1. You will be prompted to confirm your Move or Copy selection. Click OK.

       

  1. You will be redirected to the record where you moved or copied the Cloud Drop file. If you have moved or copied the file into a sub-folder, you will need to navigate to that sub-folder to see it.

       


Upload Files through Force.com Site


In Cloud Drop, we have ability to upload the files from Force.com Site without logging into Salesforce. This feature can be used for external users who do not have login access to Salesforce. For this we have to add one component to a VF page. This component is predefined by Cloud Drop app so we do not need to develop it but only have to place it in our VF page. Instructions are as below:

Go to Quick Find box and search for VisualForce pages and click on it. Not create new Visualforce Page and give it a name of your choice. Lets give it a name - "webupload" and paste the cloud drop component as below:

<Cloudrop:Cloudfileuploadcomponent fileupoadLabelname="Upload File" succespage="https://appexchange.salesforce.com/listingDetail?listingId=a0N30000003IzEDEA0" cancelpage="https://clouddropdemo-developer-edition.ap1.force.com/leadinfo" IscanceltoApexpage="false" IssuccesstoApexpage="false" id="thecmp"/>


This component have multiple parameters to set. Below are the description of each parameter available.


  • cancelpage - Name of page to which page redirects on success. If IssuccesstoApexpage attribute is set to true then simply give the VisualForce Page Name else give html page name (for html give full path including http:// ex: http://www.mansasys.com (for VF PAGE ex: vfpagename))
  • fileupoadLabelname - Name of Label for Fileupload section
  • IscanceltoApexpage - Boolean value which specifies Cancelpage redirect is to apexpage or html page
  • IssuccesstoApexpage - Boolean value which specifies succespage redirect is to apexpage or html page
  • rendered - A Boolean value that specifies whether the component is rendered on the page. If not specified, this value defaults to true.
  • succespage - Name of page to which page redirects on success. If IssuccesstoApexpage attribute is set to true then simply give the VisualForce Page Name else give html page name (for html give full path including http:// ex: http://www.mansasys.com (for VF PAGE ex: vfpagename))


After saving this VF page, you need to give permission of Cloud Drop app and its object/fields to the Site.com guest user. To do this, Go to Sites

If you do not have Site registered yet, then create new.


Once Site is registered, Click on Site Label (Cloud Drop Demo) and then click on "Public Access Setting".


Now give access to the Cloud Drop objects and its fields, access to Record Type and access to the VF page that we created recently to use this feature.


Field Level Security

Record Type

Cloud Drop Object Permission


Enable VisualForce Page



When this step is completed, we can upload file through Site.



In the above url we append a parameter called "RecId" which is the Record Id of Salesforce Object on which the file will be uploaded. This record id must be 18-digits id of record. We can give our own VF page content to support the cloud drop component. Cloud Drop component will only give you a section to upload file as highlighted above.