We Have a New Feature To Share

In Salesforce, when you upload a file, it begins its life in the cloud unshared. For other users to see that file, the owner must explicitly share it with them as a separate step. (This is assuming you didn’t attach it to a record or a library, where it gets shared automatically.)

But if you want to share more than one file, it can be laborious. In the Salesforce native user interface, you can share only one at a time.

In Folderize we now have improved on the Salesforce sharing functionality. A new option under the “Manage Documents” menu lets users share multiple files in a folder, in one step. They can share with users, libraries, or Chatter groups.

This feature is separate from the existing Folderize admin sharing controls which apply at upload time. The new feature is in Folderize release 4.12, expected to be live in January 2022.

Document Tagging Brought Up To Date

The original Folderize document management technique, introduced way back in 2014, was folder tagging. It matched up with Salesforce’s own “Content” tags. By just attaching a tag to a folder, it automatically pulled in Salesforce files tagged with the same term.

But things got murky when Lightning Experience came along. Salesforce omitted an interface for tagging files in Lightning. The Folderize “Use Tags” feature still worked in Lightning; but to add or change document tags, you needed to switch temporarily to the Classic file details page.

We finally tired of recommending that customers not turn on the Folderize tag feature in Lightning. Instead, we have updated the tagging functionality to be fully functional in either UI. The essence of the new capability, is that you manage document tags directly within the Folderize app; no need to go to the file details page. By the way, this makes the tag feature more convenient than ever for those still using it in Classic too.

The enhancement will be in release 4.11, expected late July 2021.

Much New In Version 4.9

Folderize version 4.9 is in beta test and we expect it to be live in April. Here are highlights of what’s new:

  • Mass file actions. These operations work for up to 500 files at once:
    • Move files between folders.
    • Download files.
    • Remove files from folder
    • Delete files from Salesforce.
  • Share files with Chatter groups at upload time. You can enable the new feature on the admin tools page (it is off by default).
  • Roll-up files to parent object. For example, set Opportunity files to appear automatically on the related Account.
  • User interface enhancements, such as a new multi-level main menu.

Note that the mass delete files feature gives you a capability not available within Salesforce itself!

Administrators will receive email when their instance is updated!

Also a reminder of features added in the previous major release (October 2020):

  • Thumbnails. In document lists, click the icon to show file image.
  • Mobile upload. Add files or photos to folders directly from Folderize Mobile.
  • Upload via traditional file selection instead of using drag-and-drop.

And a reminder of another ShareMethods innovation: Economically add file storage space to your Salesforce org, with the File Space Saver app.

Please send questions about any of what’s above to folderize@sharemethods.com!

Mobile Upload (Coming Soon)

You’ve been asking for this! Well some of you anyway!

Until now the Folderize mobile interface was read-only.  But some customers need to upload photographs that they snap with their phones. Although that can be done of course, as of Folderize v. 4.6 it is a multi-step process and requires the full-site interface.  Release 4.7 will make it easy, however.  An upload button in the app will let you select a file or photo from your smartphone and put it right in a folder.  Look for it in the September 2020 timeframe.

September addendum:  The mobile upload feature is finished and available in a beta test release.  Beta versions may be installed only in a sandbox or developer org.  Request it from Folderize support if desired.  (The production release is delayed some weeks for other work.)

Document Versions Issue

Release 4.6.1, now distributed to most orgs, addresses a glitch whereby Folderize was not reflecting the latest version of some files. But the issue may continue to appear for a subset of older files and if so, there’s a one-time fix you can apply by clicking a button.

The problem appeared only with regard to files updated in Classic via document detail page. Files updated via Folderize drag-and-drop worked correctly.

For the record, we think the problem is in Salesforce code, not in the Folderize app! However, we have compensated in our code for an inconsistency in theirs. We found that, technically, Salesforce performs file updates different ways, server-side, depending on the user interface where it originates. Our app was expecting the same internal behavior in all contexts!

The new release also brings affected document records up-to-date in part, but for technical reasons those in libraries are not visible by the batch repair process that runs on install. Thus to fix any remaining Folderize records that still may point to an out-of-date version, just go to Admin Tools, to the bottom into “Advanced Settings”, and click button “Sync Document Versions”.

Put Folderize On a Layout

Many of our customers have asked for this… finally we have come up with a solution.

You now can easily put a Folderize frame onto any Salesforce layout, Classic or Lightning.  The frame either may show documents related to the record (such as Account or Opportunity), or it can show all documents available to the user.

To accomplish this, you create a simple Visualforce page, then use that as a component in the layout. See Add Folderize to a Layout for all the instructions!

The Tale of One Extra Byte…

We heard from some Folderize users about the following situation.  Although we already have fixed this and updated most instances, it may still affect some files uploaded before the fix.

Symptom: A Microsoft Office file is uploaded to Folderize.  When a user downloads and attempts to open it, Microsoft displays a message that the file has a problem, and offers to run a recovery procedure.  (In the cases we saw, the procedure appears to change nothing, but declares the file fixed.)

Cause: Folderize uses a Salesforce JavaScript toolkit “forceTK” in its upload process.  The toolkit adds a spurious double newline (\n\n) to end of the upload, instead of the single newline that is needed.  This causes the file size in Salesforce to become one byte larger than the original.  The extra byte trips up a Microsoft Office file integrity test.

Solution: We have modified our upload procedure to omit the extra newline. (The patch is in Folderize version 4.5.3.) If you have any files that still exhibit the problem, to make it go away you’ll need to re-upload the original file as a new version.  Sorry for the trouble!  (We consider this a Salesforce bug, as they maintain forceTK, and we have notified them about it!)

Customize Folders Per Object

The Folderize feature introduced last year, object-record view, has been popular. But customers haven’t been shy about telling us what they want added to that!

Object-record view is designed to hold documents related to Accounts, Opportunities, or other Salesforce “objects”. But the initial version of that feature had just one folder scheme to customize, that would apply to all records and objects. Customers began letting us know right away that they wanted a separate structure for different objects.

OK, done! Well almost. As this is written, the new feature, letting you customize folders per object, is in testing. It will be available soon with release 4.5. We expect to automatically update most customer instances around year-end. In case your org doesn’t get the update (this can happen for various technical reasons), you can update manually as soon as the new release is on AppExchange.  For more information on how object-record view works, and how to set it up, see the help page.