SalesFolder Quick Tour

SalesFolder for Salesforce.com Quick Tour

Table of Contents
2............ After Installation
2............ Where is it?
2............ Salesforce.com login
3............ Filters
4............ First sync
6............ Downloading the Documents
6............ Folders
7............ Shortcuts
8............ Attaching to Salesforce.com
8............ Files
9............ Notes
10 .......... DropZone
12.......... Care for the Documents
12.......... Search
12.......... Edit
12.......... Rename
12.......... Move
12.......... Delete
13.......... Synchronization

14.......... Collisions

© 2005-2008 InvisibleCRM. All rights reserved.
InvisibleCRM and InvisibleCRM logo are trademarks of
Avora Holdings, Inc. All other product names are used
for identiﬁcation purposes only and may be trademarks
of their respective holders Version 08.

After Installation
After Installation

Where is it?
Now that you have successfully installed SalesFolder, it
has created a folder on your computer, where
Salesforce.com documents, attachments and notes will be
allocated. You can find this folder through the path you have
SalesFolder Main Menu (fig. 1) — right click tray selected in the installation wizard (set to “My Documents/My
icon or DropZone to open. SalesFolder” by default), or simply run SalesFolder, notice
the icon in your taskbar and DropZone – double click on any
of them or open their right-click menus and select Open
SalesFolder (fig.1).

In this folder, the application creates a set of subfolders
according to items on Salesforce.com (fig. 2).

To download your Salesforce.com documents here, you
should enter your Salesforce.com login information and
start synchronization.

Caution: If you work in a large organization, there could be a
lot of documents available on Salesforce.com for your
account. In this case, we strongly recommend users to
setup their local data filters before the synchronization so as
to reduce the amount of downloads and prevent
SalesFolder Allocation (fig. 2) interference from unwanted documents.

Salesforce.com login
Open the Options/General page and enter the user name
and password that you use to sign in to Salesforce.com
(fig. 3).

Caution: When you change your login, all My SalesFolder
contents will be replaced with the new data downloaded
from salesforce.com. This could lead to a loss of
unsynchronized documents. Therefore, to avoid this, we
strongly recommend users to make a backup of My
SalesFolder documents before switching the account.
SalesFolder Options Dialog (fig. 3)
•
Click to change your Salesforce.com account

Send questions to support@invisiblecrm.com Page 2

After Installation
On the first login, you will be prompted to register. This is
required to identify you along with the other SalesFolder
users. We guarantee that all your personal information is
kept safe and confidential, and that under no circumstances
will it be shared with or disclosed to third parties.

If you do not want to fill in all the required fields manually,
you can click the button and use the copy of your
SalesFolder Registration (fig. 4) Salesforce.com information (fig. 4).
The information for the fields below will
be taken from your profile on
salesforlce.com

Filters
It is a good idea to setup the local data filters before the
synchronization. The filters are made to reduce and control
the amount of salesforce.com items accessible by
SalesFolder. The larger the volume of data is allocated on
your computer, the slower the SalesFolder works. Our
Synchronization Option (fig. 5) experience shows that the “normal” numbers should be
Number of salesforce.com records within 10,000 records.
SalesFolder can access
Right after login, go to Options/Synchronization and check
Click on this button to setup the filter how many salesforce.com records are currently accessible
(fig. 5).

The filter contains a set of rules, which apply to the
salesforce.com categories of records. These rules select
the records to work with SalesFolder. The numbers of
accessible items are recalculated constantly (fig. 6).

Filter Setup Diallog (fig. 6)
The number of which type of records will
pass through the filter

The criteria used to select the records

The total number of accessible records


After Installation
The rule consists of record field, criteria and value to match.
By default, these rules are set to allow access to only
records owned by you (fig. 7).

To bypass a filter, the record must comply with every rule
that is assigned to the record type.

Filter Rule (fig. 7)

• Fields available for the selected type of record Rule examples:
To include your colleague records into scope,
change the Owner criteria from “equal” to “in” and
• Comparison criteria list, depending on the select the required users from the list.
field type
• Value to select from the list or enter To limit your Customers by location, add Billing or
Shipping Country or State/Province with equal
criteria and type in the required value.

To select only important Opportunities, set the rule
for Amount, Stage or Close Date to correspond to
your company values from salesforce.com.

Please, note that every time the rules change, the total
number of accessible items will refresh. This process could
take a considerable time on large accounts.
Start Synchronization (fig. 8)

First sync
After the filter is set and you are OK with the amount of items
the SalesFolder will access, then, it is time to start the
synchronization (fig. 8).

Synchronization checks salesforce.com for the appropriate
items, and then downloads them to your computer. The
progress dialog will show both the total number of
Filter Rule (fig. 9) accessible items as well as the number of the recently (or
currently) synchronized data (fig. 9).
• Stages of synchronization

•
Icon of the record type that is currently being
processed
• Progress of synchronization


After Installation
You can close the progress dialog and continue your work,
while the synchronization goes on. Every time
synchronization is in progress, you can open the dialog from
the menu (fig. 10).

Caution: Depending on the speed of your Internet
connection, the number of the accessible records and the
size of the documents, the first synchronization may take
about one hour and more.
Show Progress Menu Item (fig. 10)

Warning: Although we have designed the
synchronization mechanism to be reliable, it is
very important to make sure the first
synchronization is smooth and stressless.


Downloading the Documents

Folders
Downloaded documents and notes are allocated in My
SalesFolder exactly the way they exist on salesforce. com.
Attachments and notes for records are placed inside the
folder for the record type, and in the subfolder with the
record name. For example, attachments for “My new
opportunity” will be found in My
SalesFolder Files and Folders Allocation (fig. 11) SalesFolder/Opportunities/My new opportunity.
Documents in the salesforce.com folders will be found in the
corresponding subfolders inside My
SalesFolders/Documents folder (fig. 11).

Important: The SalesFolder displays folders for the records,
Hidden Folders for Items (fig. 12) only if they have the attachments or notes. Empty folders for
records with no attachments are hidden. You can see them if
the options “Show hidden files and folders” is enabled and
“Hide protected operating system files” is disabled in the
Windows Explorer settings (fig. 12, fig. 13).

Folder Options Dialog (fig. 13) — To
display folders for items with no

• Select “Show hidden fles and folders”

• Clear “Hide protected operating system fles”


Shortcuts
For new documents, created or changed within a certain
period, the SalesFolder can create shortcuts inside My
SalesFolder (fig. 14).

To enable this option and set the period, open
Options/General (fig. 15).

Hidden Folders for Items (fig. 14)

General Options (fig. 15) — Create shortcuts for
new documents, attachments and notes in My
SalesFolder:
• Select “Create shortcuts for documents newer than”

• Select time period


Attaching to Salesforce.com

Files

To attach a file to salesforce.com, just place it inside My
SalesFolder. The assignment window will appear, where
you can select the salesforce.com record or the document
folder to attach this file to (fig. 16, fig. 17).

You may also put the file in a particular record folder, then, it
will be attached silently.

When dropped to My SalesFolder, multiple files can be
assigned to different salesforce.com records or to the same
record. Any of them can be skipped as well (fig. 18).

SalesFolder Assignment Dialog (fig. 16)

• Selected the fle name

• You can start to type the record name here

• ...Or browse in categories

• Current document in selection
• Type the part of the record name
• Check to assign all next fles to the currently selected item
• Select the record from the list and press Enter
Click to skip the current fle
• Press Enter to attach the fle to the selected record •


Notes
Note is a piece of text, copied in clipboard. To create a note,
select the text, copy to clipboard, and select Paste as Note
in the menu (fig. 19, fig. 20).

Creating a Note (fig. 19) — Copying the text.

Creating a Note (fig. 20) — Pasting the text.


DropZone
DropZone is a drag-and-drop attachment widget, which is
very easy to work with. You can just pick the file and drop on
it (fig. 21).

Using the DropZone (fig. 21) — Drop the document.

Or pick the Outlook item and do the same (fig. 22).

Using the DropZone (fig. 22) — Drop the mail.
Also you can select the text, drag and drop on it
(fig. 23).

Using the DropZone (fig. 23) — Drop the text.

You can control the DropZone appearance from the
application settings (fig. 24).

DropZone Options (fig. 24)

• Select to display the DropZone

• Set the opacity of the DropZone background


Save As Shortcuts
SalesFolder provides the options to create My SalesFolder
shortcuts in the Save As dialog in Windows and Office (fig.
25).

It allows you to quickly save the new documents you create
on salesforce.com.

Offce Save As Dialog (fig. 25)

• My SalesFolder shortcut


Care for the Documents
Care for the Documents

Search
With SalesFolder, you can find the Salesforce.com
documents by keywords not only in their names, but also in
the content too. Just open My SalesFolder and start the
search (fig. 26).

Edit
SalesFolder allows you to open and edit the Salesforce.
com documents from your disk. All the changes you make
will be automatically synchronized to Salesforce.com and
distributed among all the SalesFolder users in your
organization.

Rename
When you rename a document in My SalesFolder, the name
of the attachment or document on Salesforce.com will be
Search in My SalesFolder (fig. 26) changed only after synchronization.

Move
You can move documents from one record to another by just
moving it from one record folder to another.

Delete
Deleted document, note or attachment will be removed from
Salesforce.com after synchronization.

Caution: If you have accidentally deleted a document, note
or attachment, you can restore it by using the
Salesforce.com recycling bin.


Synchronization
Synchronization
To get your documents and notes available on Salesforce.
com, you have to run the synchronization.

The SalesFolder synchronization is designed to work
silently when you are working. Select the Synchronization
tab from Options to set up the main properties (fig. 27).

Synchronization Settings (fig. 27)

• Set the period between the
synchronization automatic starts

• Set the number of changed documents
that will initiate the automatic
synchronization start


Collissions
Collisions
If synchronization finds that the document has been
changed both on your computer and Salesforce.com since
your last synchronization session, a collision will occur.
SalesFolder notifies about collisions with a popup balloon
and an exclamation mark over its taskbar icon (fig. 28).
Collission Warning Balloon (fig. 28)

To resolve the collisions, pick the copy of the document that
you want to stay with. The other copy will be replaced (fig.

Note that collision resolution takes effect only after the next
synchronization.

Collission Resolution Dialog (fig. 29)

• Document name

• Selected copy

You can skip the collision and resolve it later by opening the
dialog from the menu (fig. 30).

Resolve Collissions Menu (fig. 30)


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