Internal Record Widget
Internal Record Widget is designed for managing documents within internal record pages in Salesforce. It provides internal teams with direct access to files linked to specific records, streamlining the process of organizing, viewing, and updating documents without leaving the record page. It supports efficient document workflows, ensuring that all related files are easily accessible and securely managed within the Salesforce interface.
Once you select the Internal Record Widget type, you'll be guided to further settings to customize the widget according to your requirements.
- Widget Config Name- Assign a unique name to identify this widget configuration easily.
- Widget Config Description- Provide details about the specific application or purpose of this widget.
- Widget Title- Enter the title text that will be displayed within the widget.
- Configurations- Includes features like Create Folder, File Upload, Delete Folder, Delete Files, and Create Sharing Link, which can be enabled or disabled based on your needs.
- Configurations- Includes features like Create Folder, File Upload, Delete Folder, Delete Files, and Create Sharing Link, which can be enabled or disabled based on your needs.
- Widget Columns- Configure the columns to display in the widget. Allows users to configure the data fields (e.g., Name, Created By, Created On, Modified On) displayed in the widget. Click "Add Columns" to customize the view.
- Mandatory Widget Columns- Define required columns that must be filled when uploading a file.
- Preview in Salesforce – Opens the file preview within Salesforce.
- Open within library in a new tab – Opens the document in a separate tab within the document library.
- None – Disables file click actions, requiring users to manually download files.
- File Click Behavior - This setting determines what happens when a user clicks on a file within the widget. Users can choose from the following options:
- Preview in Salesforce – Opens the file preview within Salesforce.
- Open within library in a new tab – Opens the document in a separate tab within the document library.
- None – Disables file click actions, requiring users to manually download files.
- Widget Base Path - Sets the default document location, ensuring organized content and restricted access.
- File Upload Restriction- Limits the allowed file types for internal users.
- List View Controls - Controls how long text is displayed in the list view
- Clip - Truncates long text.
- Wrap- Displays text across multiple lines.
Following are the core features of Internal Record Widget and its configurations steps -
This configuration allows internal cloud users to create folders directly in the external folder attached to the Salesforce record.
Follow the steps mentioned below:
- Open CloudFiles Widget – Navigate to the widget in your record.
- Click "New Folder" – Locate and select the New Folder button.
- Enter Folder Name – Type the folder name in the popup.
- Confirm – Click Save/Create to add the folder.
Refer to the GIF below for a visual understanding
This configuration allows internal cloud users to upload files and folder to the connected external storage.
Follow the steps listed below to upload a file -
- Go to the Widget - Open the CloudFiles widget under the relevant account, opportunity, or record.
- Click "Upload Files" - Locate the Upload Files button at the top. Click it to open the file selection window.
- Select a File - Choose the file(s) from your system and confirm.
- Confirmation The selected file(s) will be uploaded and listed in the widget.
A maximum of 100 items/files can be uploaded at a time through the upload feature.
Refer to the GIF below for a visual understanding
You can upload entire folders for better file organization by following these steps -
- Go to the Widget - Open the CloudFiles widget under the relevant account, opportunity, or record.
- Click "Upload Files" - Click the dropdown arrow next to Upload Files.
- Select Folder - Choose Folder from the dropdown menu.
- Choose a Folder - Select the folder from your system and confirm.
- Confirmation - The folder and its contents will be uploaded and listed in the widget.
A maximum of 100 items/files can be uploaded at a time through the upload feature.
Refer to the GIF below for a visual understanding
The widget supports a drag-and-drop feature, making it easy to upload entire folders directly from your system. Follow these simple steps to use this feature:
- Navigate to the Widget - Navigate to the CloudFiles widget under the relevant record (Account, Opportunity, or other record).
- Locate Your Folder - Open your system’s File Explorer (Windows) or Finder (Mac) and locate the folder you want to upload.
- Drag the Folder to the Upload Area - Click and hold the folder. Drag it into the widget’s file section where the existing files and folders are displayed.
- Drop the Folder to Initiate Upload - Once you see the upload area highlight, release the folder. The system will automatically start uploading all the contents within the folder.
Refer to the GIF below for a visual understanding
This configuration allows users to create CloudFiles sharing link.
The Link Settings page allows you to configure various sharing options for a file link. Here's a breakdown of the settings:
1 - Status
- Online- The link is active and accessible.
- URL -The file can be accessed using the provided link.
- Copy Link Button- Allows easy copying of the link to share with others.
- Allow File Download- Users who access the link can download the file.
2 - Expiry
- On (Date & Time fields) - Allows setting an expiration date and time for the link. Once expired, the link will no longer be accessible.
- After (Views field) - Sets a limit on the number of times the link can be accessed. If this limit is reached, the link expires.
If both date/time and view count limits are set, whichever occurs first will cause the link to expire.
3 - Security
- Password Protected - If enabled, users must enter a password to access the file.
- Requires Email for Viewing - If enabled, users must provide an email before they can access the file.
Refer to the GIF below for a visual understanding -
The File Analytics Dashboard provides detailed insights into how your shared files are being accessed and engaged with. Below is a breakdown of the key components:
1 - File Details - This section provides general information about the shared file.
- File Name: Displays the name and format of the file.
- Created By: Shows the name of the user who uploaded the file.
- Created At: Indicates the date when the file was uploaded.
- Total Views: The total number of times the file has been accessed.
- Status: Displays whether the file is currently Live (accessible) or Expired.
- Available Actions:
- Edit Link Settings: Modify sharing permissions, expiration rules, and security settings.
- Export Analytics: Download engagement data for reporting purposes.
- Preview: Open and review the file.
2 - File Engagement Metrics - This section provides insights into how the file is being interacted with.
- Total Time Spent: The total duration for which the file has been viewed.
- Downloads: The number of times the file has been downloaded.
- Unique Views: The count of distinct viewers who accessed the file.
- Total Views: The total number of times the file has been opened, including multiple views by the same person.
- Engagement Graph: A visual representation of the total viewing duration.
3 - Viewer Details - This section tracks location-based access and engagement data.
Parameter | Description |
|---|---|
Views | Displays the geographic location from which the file was accessed. |
Shows the email address of the viewer (if email tracking is enabled). | |
Time Spent | Indicates the duration the file was viewed. |
Sessions | Tracks the number of times the file was opened. |
Last Viewed On | Displays the last date when the file was accessed. |
Refer to the GIF below for a visual understanding -
This configuration allows internal cloud users to delete files from connected external storage. Follow the steps mentioned below -
- Locate the File – Open the CloudFiles widget under the relevant record and locate the file.
- Open Options – Click the dropdown button next to the file.
- Select "Delete" – Choose Delete and confirm the action.
Note: This permanently deletes the file.
Refer to the GIF below for a visual understanding -
This configuration allows internal cloud users to delete folders from connected external storage. Follow the steps mentioned below -
- Locate the Folder – Open the CloudFiles widget under the relevant record and locate the folder.
- Open Options – Click the dropdown button next to the folder.
- Select "Delete" – Choose Delete and confirm the action.
Note: This permanently removes the folder and its contents.
Refer to the GIF below for a visual understanding -
