Setting up Salesforce Files for Email

Step 1: Install TargetX Email Package

If you don't have Content Deliveries enabled, you need to put in a ticket with Salesforce to get it enabled BEFORE installing the November '21 Email package. Please see the article How to check to see if you have Content Deliveries Enabled for the steps to check your Org before proceeding.

The TargetX Email tool includes support for the use of Salesforce Image Files. You'll need to install the November '21 Base package (or higher) and the November '21 Email package (or higher) to use this feature.

1. To obtain package links, please see the TargetX Recruitment Suite: Admin Group.
2. Choose "Install for Admins Only." If additional security is required, please update the appropriate Profiles and Permission Sets.

Step 2: Update System Permissions for Email Users

In Lightning Experience, Salesforce Files unifies all your users' image files into a single system for easier management and collaboration. For additional information on Salesforce Files, see the Salesforce Help & Training article: Salesforce Files.

Users who will be working with Image Files for Email will need the following System Permissions: 

• Access Libraries
• Lightning Experience User
• Enable Chatter*

*If you have the Profile-Based Chatter roll-out and Chatter is enabled in your Org, you must enable the Enable Chatter system pjavascript:void('Unlink')ermission. If you do NOT have Chatter enabled in your Org OR you do NOT have the Profile-Based Chatter roll-out, this setting is unnecessary.

1. Navigate to Setup and search for Profiles.
2. Click the Profile for users that create/edit Email Templates.
3. Click System Permissions.
4. Click Edit.
5. Check the boxes for Access Libraries.
6. Check the Field for Enable Chatter.*
7. Check the Field for Lightning Experience User.
8. Save your changes.

Step 3: Update Object Permissions for Email Users

Users who will be working with Image Files for Email will need the following Object Permissions:

1. Navigate to Setup and search for Profiles.
2. Click the Profile for users that create/edit Email Templates.
3. Click Object Settings.
4. Click Edit.
5. Locate the Files object.
6. Click Edit.
7. Set the Tab Settings to Default On.
8. Save your changes.

Step 4: Enable Salesforce CRM Content

1. Navigate to Setup and search for Salesforce CRM Content.
2. Click the checkbox for Enable Salesforce CRM Content. You don't need to make any other changes to the settings in this window.
3. Save your changes.

Note: If you get an error that 'There are not enough content licenses to assign to all existing users,' uncheck the checkbox for Autoassign feature licenses to existing and new users and retry Save.

Step 5: Update User records for File Library Managers

Any user that needs to manage File Libraries permission definitions must have Salesforce CRM Content User enabled on their user record. Library Permission definitions can only be accessed via Classic Salesforce mode under Setup > Content Permissions.

This allows the user to access the following:

• Libraries page (Classic and Lightning) - Access to this page is only required for managing the Libraries themselves, NOT for uploading Files.
• Content Permissions page (only available in Classic) - Users only need to access this if they want to manage Library Permissions (i.e., add, edit, delete, modify the library permission definitions themselves; this page is NOT for assigning users to libraries). 

1. Navigate to Setup and search for Users.
2. Click Edit next to the user that needs Access as a File Library Manager.
3. Check the Field for Salesforce CRM Content User.
4. Save your changes.
5. Repeat for any users that need Access as a File Library Manager.

Step 6: Grant Access to File Libraries

The TargetX Base package install script creates TargetX Library Administrator and TargetX Library Author File Library permissions you can assign to users.

• TargetX Library Author is for users who will be uploading images for use with email.
• TargetX Library Administrator is for users that need to manage the library itself.

Users updating Email Templates with Salesforce Image Files will need Access to the Salesforce File Library TargetX Builder - Email Images. *DO NOT DELETE THE TARGETX BUILDER LIBRARY*

Note: The User that installs the Base package will be given Access automatically to the File Libraries as TargetX Library Administrator.

1. Make sure you are using Salesforce Lightning.
2. From the App Picker, search for Files.
3. Click Libraries.
4. Click the TargetX Builder - Email Images library.
5. Click the Manage Members button.
6. Add Public Groups or individual Contacts and select the appropriate Access.
7. Click Add.
8. Repeat for each Group/Contact that needs Access.

Step 7: Upgrade Is Complete

Important

TargetX email does not automatically update email templates with new file versions. Once you have created a file image and inserted it into an email template, uploading a new version of the image WILL NOT update the image in the template and will break it. 

We recommend uploading all new images as new files in the TargetX Builder - Email Images library. 

To make new versions of a file already in use visible, the user must go into any templates where the image is being used, re-select the image file, and re-save the template to update the image.