We have many years of experience and knowledge around Salesforce CRM Content and Chatter Files, so we decided to put together a Best Practices series of posts for others to learn from. Salesforce.com has some wonderful features and functions, but to ensure users have a great experience certain techniques must be applied.
Salesforce CRM Content Tags are a great way to quickly add “subjects” to Content, but TAGS come with some unique issues. One – You can’t easily change a tag once created. Two – They are case sensitive, Three – If you have more than 30 tags, they don’t show on the Filter list on the Content Tab. There is one advantage that we love and that is to SUBSCRIBE to a TAG. This allows users to be notified when a new piece of Content is published with a specific TAG on it.
We recommend using Salesforce CRM Content – Custom Fields as the filters. The issue here however is that you can’t subscribe to them, so what to do?
COMBINE TAGS and CUSTOM FIELDS!
How to do it? If you have a Product Price List, Create a Tag “Price List” and a filter Custom Field named = “Purpose” and Picklist Value = “Price List”. Have your users subscribe to “Price List” TAG. Now users can easily filter and be notified when a new Price List is published. For new versions be sure to have users subscribe to the Content itself. Lastly ensure your Tags are restricted on your Libraries to prevent others from creating them and try to stick to less than 12 tags even for very large organizations, believe me it works!
For more information and our expertise with salesforce.com please email us @ firstname.lastname@example.org or call @ 908-376-9773 and we would be happy to review your project and ensure you are applying the right best practices to leverage the salesforce.com features and functions and maximize your user adoption.