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You are here: Home / Salesforce CRM / Configuration / Best Practice: Multiple Chatter Posts of the Same File

Best Practice: Multiple Chatter Posts of the Same File

August 11, 2011 by David Schach 1 Comment

Salesforce Administrators learn to remind users: “Search before you create a new lead.” Pretty simple, right? Duplicated records are a pain.
Then why do I see some very accomplished Salesforce users in the Dreamforce app posting duplicate Content/Files in Chatter?
Here are some examples from the Files tab:

I did it too - uploaded the same file three times instead of linking.

I've learned my lesson in the past 8 months... I promise!

Seven users uploaded the same file to Content

The better thing to do – assuming that you need to post the same file multiple times (this should be rare, as it might be considered Chatter Spamming, but when referring multiple users or groups to a document, it can come in handy) is to upload the file ONCE and use references to it in subsequent feed posts.
This has a bonus: Better maintenance! Instead of other users not knowing which file to follow if they want to be notified anytime that file is updated, just ensure that there is only ONE copy in the org, and everyone can follow that. This is especially useful for legal documents, employee handbooks, FAQs, Dreamforce App Codes of Conduct… you get the idea.

Not sure how it’s done? Here are a few screenshots:

Chatter File attachment screen with choice to link to existing content or to upload new content

Note the selected choice!


List of files I can attach.  Leftmost column is word "attach" to choose the file.

Clicking on "attach" closes the window


The file is selected, and there is a link to change to a different file if I choose.

Only one file can be attached


And there you have it! Go forth and attach! … and after that, just link.

Related

Filed Under: Configuration, Native Application, Salesforce CRM, Tips and Tricks Tagged With: Chatter, Configuration, Content, Dreamforce

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Trackbacks

  1. Force Feed | Force Architects: Delivered Innovation Blog says:
    August 15, 2011 at 08:02

    […] Best Practice: Multiple Chatter Posts of the Same File @dschach Duplicated records are annoying and a waste of time. Instead, upload it once and reference it in subsequent feed posts. […]

    Reply

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