Content Management: 3%

Question 1

Use the _______ to create a library, add members to the library, and assign library permissions to the members.

Answer 1

New Library Wizard

Question 2

In Content, to assign feature licenses to users automatically, from Setup, enter Salesforce CRM Content in the Quick Find box, select Salesforce CRM Content, and then select __________________.

Answer 2

Autoassign feature licenses to existing and new users.

Question 3

To assign feature licenses to users manually, from Setup, enter Users in the Quick Find box, then select Users and click Edit next to the user’s name. Select the ________________ and click Save.

Answer 3

Salesforce CRM Content User checkbox

Question 4

What user permissions do he Salesforce CRM Content users need to have?

Answer 4

The user permissions include:

• Manage Salesforce CRM Content
• Create Libraries
• Manage Content Permissions
• Manage Content Properties
• Manage record types and layouts for Files
• Deliver Uploaded Files and Personal Content

Question 5

What tool can you use to create a library, add members to the library, and assign library permissions to the members?

Answer 5

New Library Wizard

Question 6

What 3 default fields exist in content page layouts?

Answer 6

The default fields are:

1. Description
2. Tags
3. Title

Question 7

Users are given access to content based on _____

Answer 7

Library

Question 8

What is the best practice for if you have a lot of Salesforce CRM Content users?

Answer 8

Create a public group and add the group to a library rather than adding users to the library individually.

Question 9

What can you do to enable Salesforce CRM Content functionality for leads, accounts, contacts, opportunities, cases, products, or custom objects?

Answer 9

Add the Related Content related list to the appropriate page layout.

Question 10

What can you do with Content if you want to send web-formatted content to colleagues, leads, or contacts and associate it with Salesforce records?

Answer 10

Add the Content Deliveries related list to the page layout for leads, accounts, contacts, opportunities, cases, campaigns, or custom objects.

Question 11

What do you need to do in order to allow users to publish, edit, and search in any of the Salesforce-supported languages, from Setup?

Answer 11

Enter Salesforce CRM Content in the Quick Find box, select Salesforce CRM Content, and then click Enable multilanguage search and contribute.

Question 12

True or False? Salesforce CRM Content is not available via the Customer Portal or partner portal.

Answer 12

False - Salesforce CRM Content is available via the Customer Portal and partner portal.

Question 13

Where can you find Salesforce CRM Content items in the Salesforce Console?

Answer 13

All Salesforce CRM Content items display as primary tabs in the Salesforce Console.

Question 14

What do Google docs in Salesforce CRM Content allow users to do?

Answer 14

Google docs in Salesforce CRM Content allows users to access all types of content from a single location and apply Salesforce CRM Content functionality, such as votes, comments, and subscriptions, to Google docs.

Question 15

What do Content Fields allow users to do?

Answer 15

Content Fields—Create, edit, or delete custom content fields. Custom fields allow users to categorize and define content during the publishing process.

Question 16

What does a library permission determine?

Answer 16

user privileges within a library

Question 17

Do you need to enable CRM Content for your organization?

Answer 17

Yes - Enable Salesforce CRM Content checkbox

If this option is checked, Salesforce CRM Content is enabled for your organization.

Question 18

What option can be used to automatically assign Salesforce Content feature licenses to existing users?

Answer 18

Autoassign feature licenses to existing and new users

If this option is checked, Salesforce automatically attempts to assign Salesforce CRM Content feature licenses to all existing users.

Question 19

When autoassigning licenses in Salesforce Content, what happens if no licenses are available?

Answer 19

If there aren’t enough licenses available, no licenses are assigned. Contact Salesforce to request more feature licenses. When a new user is created, a Salesforce CRM Content feature license is automatically assigned as long as licenses are available. A feature license corresponds to the Salesforce CRM Content User checkbox on the user detail page.

Question 20

What can you do in Content if your users use multiple languages?

Answer 20

check Enable multilanguage search and contribute

If this option is checked, a Language dropdown list is available when users publish, edit, or search for content. The Language dropdown list contains all languages that Salesforce supports.

Question 21

What happens if a user doesn’t choose a language when publishing content?

Answer 21

That content is associated with the user’s personal language by default. If a user’s personal language setting is different from the organization’s language, content published by that user is associated with the user’s language, not the organization’s language.

Question 22

In content, what three modes does the document view have?

Answer 22

1. The Preview tab on the content details page (preview mode)
2. The content delivery URL (delivery mode)
3. Full screen mode, which displays when you click the full-screen option on the content details page or in a content delivery.

Question 23

What option can you enable for searches in Salefsorce CRM Content to include Salesforce Files and what filters will they see?

Answer 23

Show Salesforce Files in Salesforce CRM Content

If this option is enabled, searches in Salesforce CRM Content include Salesforce Files. The Search dropdown list on the Content and Libraries tabs, and the filters on the Content tab include All Files, Shared with Company, My Groups, and My Libraries.

Question 24

True or False? Libraries are available to users even if they don’t have Salesforce CRM Content licenses.

Answer 24

TRUE -

In Lightning Experience, users without Content licenses can view libraries and work with library files and folders. In Salesforce Classic, they can view libraries and access files from libraries. Libraries are available without Content by default. Manage these settings in two places:

Question 25

What can you do to control access to libraries to a subset of users?

Answer 25

To control access for a subset of users, use the Access Libraries permission, available for profiles and permission sets on most standard user licenses.

Question 26

What does the Manage Library permission allow users to do?

Answer 26

Manage Library

Perform any action in the library. This privilege is required to edit a library’s name and description, add or remove library members, or delete a library. Manage Library is a super permission which provides all the following permission options listed except Deliver Content.

Creating a library requires the Manage Salesforce CRM Content app permission or Create Libraries system permission.

Question 27

When is a Custom Library permission assigned in Content?

Answer 27

When adding users to the library.

Question 28

What permissions does a user need to have in order to create a library?

Answer 28

Creating a library requires the Manage Salesforce CRM Content app permission or Create Libraries system permission.

Question 29

Content authors can change any ___ associated with their content and archive or delete their own content.

Answer 29

Content authors can also change any tags associated with their content and archive or delete their own content.

Question 30

True or False?

In Content, you cannot arichive content in a library.

Answer 30

False - You can archive and restore any content in a library, if you have the proper permissions.

Question 31

True or False?

Content deliveries are available in Salesforce Classic only.

Answer 31

True: However, Lightning Email generates delivery-based links as email attachments for Lightning Experience users who have access to the Content Deliveries feature.

Question 32

True or False, content deliveries give you control over how long the delivery is available to viewers and whether a viewer can download a file or only view it online.

Answer 32

True - In addition to tracking, content deliveries provide several benefits over sending files as attachments, such as giving you control over how long the delivery is available to viewers and whether a viewer can download a file or only view it online. By default, a content delivery shows the most recent version of the file being delivered.

Question 33

True or False - with content delivery users can only send content-delivery URLs to internal users.

Answer 33

False - users can send content-delivery URLs to leads, customers, or any unauthenticated user.

Question 34

What would you check in Content Delivery so the user who created the content delivery receives an email notification the first time the content delivery URL is clicked.

Answer 34

Notify Me of First View or Download

Question 35

What would you check so the recipient must enter the provided password before viewing the content delivery. The password appears when the content delivery is generated and for the life of the delivery on the delivery detail page.

Answer 35

Require Password to Access Content

The password appears when the content delivery is generated and for the life of the delivery on the delivery detail page.

Question 36

What happens if a library already contains published content and you select the Restrict the record types available in the library option?

Answer 36

It automatically moves all the record types used by the published content to the Selected Record Types list.

Question 37

What happens if you deselect the Restrict the record types available in the library option?

Answer 37

It automatically moves any record types in the Selected Record Types list to the Available record Types list.

Question 38

When sharing a file with a library, the file’s record type must be permitted in the shared library unless the ___________________________option is selected for the shared library.

Answer 38

When sharing a file with a library, the file’s record type must be permitted in the shared library unless the Allow content with any record type to be linked to this library option is selected for the shared library.

Question 39

_____________ and _____________ convert files into an online format that’s available through links. You can send links to people inside or outside your organization.

Answer 39

Content deliveries and public links convert files into an online format that’s available through links. You can send links to people inside or outside your organization.

Question 40

For Knowledge Articles, data Category visibility for users may be configured via what 3 key areas?

Answer 40

1. Default Data Category Visibility
2. Profiles or permission sets
3. Roles

Question 41

True or False? Public links let you share documents with a password option.

Answer 41

False - Public links let you share documents without a password option.

Question 42

True or False? With Data Category Security, you would begin with the most restrictive level of access at the base and then open up or grant access from there.

Answer 42

False - With Data Categories this model is flipped and you’d actually start with an open security model as the default and then restrict visibility from there.

Question 43

True or False - If a data category is visible by default, it is not seen by a user whose role restricts access to that data category.

Answer 43

Yes, True if a data category is visible by default, it is not seen by a user whose role restricts access to that data category.

Question 44

True or False? In Knowledge data categories, restrict data category visibility via profiles.

Answer 44

False - it’s not possible to restrict data category visibility via profiles and documentation is in the process of being updated to reflect this.

Question 45

With Knowledge data categories, if you have an article that’s classified with multiple category groups, what do you need to make sure for your users to see the article?

Answer 45

If you have an article that’s classified with multiple category groups, users will need visibility to at least 1 category in each group in order to see the article. Administrators should consider this when designing and implementing multiple data category groups and when classifying articles so that they’re visible for appropriate audiences.

Question 46

With Knowledge Data Categories, if a user has no access to the whole category group, what articles can they see?

Answer 46

They can only see uncategorized articles for that group.

Question 47

Users who are not assigned to a category’s visibility by role, permission set, or profile can only see uncategorized articles and questions unless?

Answer 47

• The user has the “View all Data” permission.
• A category group has been made visible to all users on the Default Data Category Visibility page in Setup.

Question 48

What are the three types of visibility for Category Group Articles in Knowledge Data Categories?

Answer 48

1. All Categories: All categories are visible
2. None: No categories are visible
3. Custom: Selected categories are visible

Question 49

With custom data category visibility, you can only see the data categories permitted by what 3 things?

Answer 49

Their role, permission sets, or profile.

Question 51

A user would like to add an existing Google Doc to a CRM Content Library. What would you do to meet this request?

Answer 51

1. In Salesforce Classic Setup, enter Google Apps Settings in the Quick Find box, then select Google Apps Settings.
2. Click Edit next to the Add Google Docs to Salesforce option in the Activate Google Apps Services list.
3. Select Activate.
4. Read and indicate whether you agree to the Terms of Use.
5. Click Save.

Question 52

An organization is planning to use CRM Content to store marketing materials as well as internal documents. The additional information to be stored in these types of files are different. What 2 features of CRM Content could be used to cater to this?

Answer 52

Record Types and Content Fields

Library administrators can choose which record types are available in a library. They can also set the default record type for publishing content to the library.

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Question 53

A sales manager would like to create a folder in the ‘Sales Team’ library but the ‘New Folder’ button is missing. What 3 things could be causing this issue?

Answer 53

1. Manage Salesforce CRM Content app permission is not checked
2. Library Administrator permission is not assigned to them
3. Library has more than 5K files

Question 54

How are Libraries and Library Permissions used in the set up of Salesforce Content?

Answer 54

Libraries can be used to manage and organize files and the permissions and access users have to the files. Member can include individual content users or public groups (but NOT roles).

Note that file types cannot be restricted by a library.