securely share files,reports and dashboards in Salesforce

 sharing Salesforce Files :

1.File are just digital documents that can be uploaded to Salesforce.

2.Files can be shared with users or groups, and you can even create a public link that allows you to share them with people outside of your company.

3.Files can also be stored in private libraries or even marked as private when they are attached to a record.

4.Files such as images or PDFs can be previewed without having to be downloaded.

5.Replace old way of managing files in Salesforce classic.

Note : Salesforce Files is the way to organize your documents in Salesforce. 

Files in Salesforce Classic :

1.Classic Notes 

Classic notes, as they are now referred to, allowed users to write a brief text‑based note and attach it to a record, such as an opportunity or an account.

2.Attachements 

Users also had the option of attaching actual files, such as a Word or PDF document, to a Salesforce record.

3.Documents

users could upload actual documents to a document repository, but these files were separate from notes and attachments.

Ways to Share Files :

1.Chatter feed

you can post them to a Chatter feed.

2.Users and Groups

 You can also share them with specific users and groups

3.Public link

To collaborate with external users or customers, you can create publicly accessible links.

4.Attach to record

you can attach a file to a record.

Note :  All of these files can be managed From one central repository

Files Home :

Files Home is the place where you can easily manage all your Salesforce files.

 Files home allows you to search for files that you either own or can access.

 You can even preview files without having to download them first.

 If necessary, you can upload private files that will be marked as private.

 Once uploaded, you can share files with users, groups, or with a public link.

 

 Assignable File Permissions :

 

1.Viewer

The viewer permission indicates that the user can view, download, and share a file, along with being able to attach a file to a post.

  

2.Collaborator

A collaborator can also do these things, along with a few other things.

Viewer Vs Collaborator :

Viewer :

1.View or preview

2.Download

3.share

4.Attach file to post

Collaborator :

1.View or preview

2.Download

3.share

4.Attach file to post

5.Upload new version

6.Edit details

7.Change permission

Note :

A viewer can view or preview a file, download, share, or attach the file to a post.

A collaborator can do all of those same things, but they can also upload a new version, edit file details, and even change permissions for files that have already been shared.

A super important thing for you to realize is that if a user has been granted the Modify All Data system permission, they can access files they do not own, regardless of whatever permission has been assigned to them.

(or)

Users with " Modify All Data" permissions can access files they do not own.

Users with " vIew All Data" permission can view files they do not own.

Private Files :

Private indicates that the file has not been shared with anyone other than the owner.

The File Privacy on Records option lets you control the visibility of a file when it's attached to a record. 

If you don't see the File Privacy on Records option when you edit a file's details, ask your admin to add it. 

Only admins and file owners can change the value of File Privacy on Records.

Sharing Reports and Dashboards :

1.Viewer

Viewer access allows users to view reports or dashboards and see what level of access has been granted to that folder.

2.Editor

Editor access allows the users to also save, rename, or delete reports or dashboards in a folder.

3.Manager

And manager access grants the additional ability to share a folder, as well as change the folder's name, or even to delete that folder.

System Permissions :

By default, Salesforce users will have access to a My Personal Custom Reports folder and a My Personal Dashboards folder from where they create and customize personal reports and dashboards.

Summary :

Files can be uploaded and shared from :

1.Files Home

2.Chatter feeds

3.Object records

4.Public links

Uploading to record requires adding Files related list to objects page layout.

Files uploaded to home - private by default.

Beware modify/view All Data permissions.

Mark as private or move to private library to ensure privacy.

reports and dashboards :

Permissions for reports/dashboards controlled through folder access.

Set at the root level for nested folders.

Note : Even though you can have nested folders, access is set at the root folder level.

Each usr has access to :

-My Personal custom reports.

-My Personal dashboards

Note : Each internal user will have access to a my personal reports folder for custom reports and one for personal dashboards.