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3. Welcome Webinar Attendees
Webinar Attendees see 2 components:
1. Viewer Window 2. Control Panel
Type your question here
4. Goals for Today’s Session
Discuss the key rollout decisions and how to evaluate
them
Provide best practice guidance
Highlight key resources you can leverage
Answer any outstanding questions you may have
We will not review how to perform admin setup in this
session – we have provided online videos for this purpose
5. Share Any Content Find the Best Proactively Deliver Get More Value with
Easily & Instantly Content Every Time the Right Content User Feedback
Technology Can Provide the Tools to Help Cure Information Overload, But You
Also Need Organizational Commitment to Change
6. The Five Questions You Need to Answer
1 How many workspaces do you need, and what workspace
permissions should you create?
2 How do you want to use tags and content types to organize
documents as you publish them?
3 How do you want to integrate Content with your other
Salesforce apps?
4 How are you going to migrate your existing content?
5 How do you launch Content to the rest of your organization?
7. 1 What Are Workspaces, and How Do They Work?
Workspaces are “buckets” of content
Sales Workspace You decide which users or groups can
see which sets of content
Marketing Sales
Each workspace can be configured
differently in terms of users and how
you organize content
Content is ‘owned’ in one workspace
but can be shared with multiple
workspaces
Users can have different rights in
different workspaces
8. 1 How Do I Decide How Many Workspaces to Create?
Who do you want to access this content?
Other than simply viewing content, what other rights
do you want each workspace member to have?
Workspaces are similar to folders in terms of controlling access rights to
documents; however, workspaces, unlike folders, are not the primary method of
navigating to find content
9. 1 Best Practice Recommendations
Start with a “Sales Content” workspace for “official” sales materials
Marketing and Sales Operations to have “author” permissions
Sales to have “view” (and potentially comment/tag) permissions
Add a second “Marketing” or “Sales Collaboration” workspace second
Provide marketing with a “draft room” to collaborate on materials before
sharing with sales
Enable sales teams to share their own “informal” materials (e.g., RFP
responses)
Use Public Groups to simplify user administration
Leverage existing groups, or create new ones using the role hierarchy
Add individual users as needed
10. 2 Multiple Ways of Finding Materials in Content
Search Tags Content
Fields
Who can tag, What custom fields do
and what tags you want to add, if any?
can they use?
11. 2 What Are the Tradeoffs Between Tags and Filters?
+ Users can subscribe to them - Users cannot subscribe (today)
+ Are dynamic/flexible - Require admin setup, and are more
“top down”
+ Visualize available content
- Do not help visualize content
- Cannot be “required” fields
+ Can be “required” fields
- Are not mutually exclusive
+ Can be “dependent” fields
+ Can have mutually exclusive values
12. 2 What Options Do I Have for Tagging?
Range of Tagging Options
Open Tagging Guided Tagging Restricted Tagging
• Users with tagging • Workspace admins • Workspace admins
rights can enter create “suggested” create “suggested”
any tags they want tags tags
• Users choose • Users can only
“suggested” tags or choose from list of
add their own “suggested” tags
13. 2 What Types of Custom Fields Might I Create?
Standard Custom
Author Approved for external use
?
File Type Product line
Tag Competitors
Workspace Review Date
14. 2 Use Content Types to Manage Multiple Custom Fields
Admins: Think of Content Basic
Document
Types as “Record Types for
documents”
Content Types represent the
different content within their Sales Product Reference
Asset
business
Sales Asset could have a
‘Product’ attribute
Resumes have an
“education level” field
Can define which content
types can be used in each
workspace
15. 2 Example: Internal Salesforce.com Configuration
40 teams using Content throughout company
16. 2 Example: Internal Salesforce.com “Sales Asset”
Property Name Type Description
Title Text The title of the content
Description Text A description of the content
Tags A list of Guided Tags A recommended list of guided tags
relating to current product and
marketing initiatives and product
names.
Sales Tool type Internal Prep Document, Describes the main type of the
Datasheet, Client Presentation, asset.
Whitepapers and Analyst Reports,
Case Study, Competitive
Products & Services Multi-select list of products The product(s) that the content
relates to. Tip: Use same names
as in CRM.
Region Global, North America, EMEA, … For regional content
Approved for Client Use Checkbox: Default is No Allows you to select whether
(required) content is approved for client use
Next Review Date Date (formula) Formula (e.g. 6 months from
publishing date) to define when
docs should be next reviewed
17. 2 Best Practice Recommendations
Don’t overcomplicate categorization
With full-text search on key file formats, less of a need to add tons of metadata
More fields act as a barrier to contributing content
Test your categorization with end-users before implementing
Add 15-20 documents, ask end-users to search/filter, and have them provide feedback
Use your existing categorization as a starting point, but take the chance to review it
Use custom fields for mutually exclusive and non-keyword values
Create “review date” and “customer-approved” fields for sales assets
Make custom field values specific to a workspace (e.g., document type values)
Use an categorization approach that is appropriate for the workspace
Workspaces with fewer members usually require less structure
Use different tagging approaches and custom fields for different workspaces
Align your categorization model in Content with your data model in CRM and other areas
Use the same names with the same entities whenever possible (e.g., products, competitors)
Work with cross-functional teams to define appropriate values across departments
18. 3 Three Ways to Integrate Content with Other Apps
Provide Access to Recommend Content Associate Content
Content in Other Apps Based on Record Data with Specific Records
• Expose selected • Suggest relevant • Link files as you
Content tabs in other content based on publish them to
apps specific fields on records in Salesforce
commonly used
Salesforce objects
• Save users time by • Eliminate the need to • Establish logical
eliminating the need search for content connections between
to change when reps have data and documents,
applications already “given” you like with campaigns
key information and underlying
• Improve chances of assets
reps using “the right”
content
19. 3 Recommend Content Based on Record Data
Supported objects: opportunities, cases, accounts, leads, contacts, products, custom objects
Fields that drive recommendations are defined today, configurable in the future
Add ‘Related Content’ to the page layout
20. 3 Associate Content with Specific Records
Use Case: Upload a creative asset and associate it with a marketing campaign
Lookups available for standard and custom objects
Note – security model driven by workspace, not by access to record
Add custom “lookup” field
21. 3 Best Practice Recommendations
Expose Content tabs in users’ “primary” applications
Use “Workspaces” as a content dashboard/starting point for reps (expose it in the Sales app)
Expose “Workspaces” and “Contribute” in the Marketing app for publishers
Align your categorization model in Content with your data model in CRM and other areas
Use the same names with the same entities whenever possible (e.g., products, competitors)
Work with cross-functional teams to define appropriate values across departments
Use notes and attachments for content “private” to a record
Only associate generic content with records in Salesforce
Test “content recommendations” before a full rollout
Use a custom profile to pilot content recommendations with a group of users
Make sure end users understand how the security model works and the role of
notes/attachments
22. 4 Migrating Existing Content Will Take the Most Time
Moving materials into Content is an ideal time to
“clean house”
– Which materials should we keep versus delete?
– Who owns the materials going forward?
– How do these materials fit into the new classification
structure we have designed?
Two options for migrating materials into Content
– Mass migration with SFDC Professional Services
– Manual upload
23. 4 Migration Plan Should Include Four Steps
Test and
Inventory Clean Migrate
Validate
Develop a “straw man”
Create an Remove outdated Complete final
approach to organizing content
inventory of all or irrelevant migration
Upload a sample of materials
relevant existing materials (30-50 documents)
content
Test with end users and obtain
Identify new feedback
content owners Refine as needed
24. 4 Best Practice Recommendations
Leverage existing tools to help create your starting inventory
Some content management applications have tools to extract documents and metadata
If you are using the Docs tab, leverage the DreamFactory app “Dox” on the AppExchange to
export files
On manual uploads, set yourself up for initial success
Agree on a guided tagging model beforehand, or have all publishers enter document titles, tags,
and descriptions in Excel first for cross-publisher comparison and review
Use the upload process as a training mechanism for publishers
Worst case, hire a temp and leverage “publish on behalf of” functionality
“Divide and conquer” on categorization
Push subject matter experts to classify their documents to obtain buy-in and divide the work
Provide examples and show them how to use the product first so everything is easy
Test your categorization model with end users before completing a final upload
Much more effective to get feedback on an actual application than a design on paper
Publishers will often be inclined to overcomplicate categorization
25. 5 A Well-Designed Rollout is a Key to Success
Getting the right executives to put their
Sponsorship
weight behind your rollout
Enabling users to become productive
Training
quickly and see value in the application
Using the right combination of carrots
Tactics
and sticks to drive use of the product
26. 5 Best Practice Recommendations (I)
Prepopulate the repository
Get even 15-20 documents in Content before you show it to anyone, even if it is your closest
colleagues and sponsors
Get the leader of your sales organization to co-sponsor the rollout
Show end users that this project is primarily aimed at helping them, not just publishers
Have the VP of Sales communicate day-to-day benefits from an end user (sales rep)
perspective
Build enthusiasm among “ordinary users”
Ask for sales reps to volunteer on providing feedback on your categorization
Giving a select few a “sneak peek” makes the sales team feel involved and helps build “buzz”
Don’t let high usability mask the need for training
Ask key publishers/sponsors to run 15 minute 1:1 training in small organizations
Run 1-to-many training webinars in larger organizations
Distribute the online training demos we’ve created for administrators, publishers, and end users
“Force” reps to start using the system to the greatest degree possible
Launch around significant events (e.g., new product), and put all key materials only in Content
Email links to documents in Content, not as attachments
27. 5 Best Practice Recommendations (II)
Monitor adoption
Look at key documents periodically to assess adoption / activity
Create dashboards/reports to view overall download and publishing activity
Coach end users on how to get the most out of Salesforce Content
In launch emails, include document links and suggestions for tags/documents for subscriptions
Leverage periodic tips/tricks that we publish on our blog, even in the months after initial launch
Encourage publishers to be super-responsive to encourage feedback
Ask publishers to subscribe to their own materials so they get instant notification of comments
Add comments with new versions that reference which pieces of feedback drove key changes
Link to Content from other natural “places to look”
Insert the “workspaces” tab into your most widely used Salesforce apps
Larger customers are inserting links to Content from their Intranet
Use Salesforce Ideas as your “online suggestion box”
Ask for feedback and ideas from your user community
Keep up-to-date on new Content functionality
Leverage our blog, the release admin previews, and quarterly user group meetings to stay on
top of the newest Content functionality
28. Resources to Help Make Your Rollout Successful
Content Blog: http://blogs.salesforce.com/salesforce_content
Content IdeaExchange: http://ideas.salesforce.com/popular/salesforce_content
Content Learning Center: www.salesforce.com/form/other/learning_center.jsp
Email me at gregg.johnson@salesforce.com
Before I begin, let me inform you that salesforce.com is a publicly traded company. As such, it’s important that I remind you that any purchase decisions you make regarding salesforce.com, you should make solely on the basis of current products and services that we have released and not any future products. If you have any other questions on this matter, you can find our safe harbor clause located on our public web site.
The content management market is similar to the CRM market of several years ago. Lots of large companies have spent tons of money on enterprise content management systems, but have not deployed successfully. So the mass of business users are either using no content management system at all, or basic, ineffective solutions like shared network drives and intranets. Salesforce Content provides an easy-to-use solution that will get real adoption. Content helps you do more than just find documents. We drive collaboration across different parts of the organization, so everyone gets more value from your content and shares institutional knowledge. Content is integrated right into your CRM apps, so users can access the most relevant materials from right where they are working. Content can be sold to anyone, whether they have a platform or CRM license or not. That means every employee in your existing accounts is a potential selling opportunity, as well as prospects who might not want CRM but need content management. We will solve the storage problem and ensure that it is not an obstacle to people adopting Salesforce Content.
The content management market is similar to the CRM market of several years ago. Lots of large companies have spent tons of money on enterprise content management systems, but have not deployed successfully. So the mass of business users are either using no content management system at all, or basic, ineffective solutions like shared network drives and intranets. Salesforce Content provides an easy-to-use solution that will get real adoption. Content helps you do more than just find documents. We drive collaboration across different parts of the organization, so everyone gets more value from your content and shares institutional knowledge. Content is integrated right into your CRM apps, so users can access the most relevant materials from right where they are working. Content can be sold to anyone, whether they have a platform or CRM license or not. That means every employee in your existing accounts is a potential selling opportunity, as well as prospects who might not want CRM but need content management. We will solve the storage problem and ensure that it is not an obstacle to people adopting Salesforce Content.