As Salesforce Administrators, Developers, and Users await the next release from Salesforce, it’s important to make sure you are taking advantage of features that have rolled out in previous releases.
In the Salesforce Winter ‘16 release, a new related list called Files was introduced to better support notes & attachments across all platforms which are based on Chatter Files.
As of the Winter ‘18 release, the Notes & Attachments related list no longer has an upload or attach button, forcing customers to adopt Salesforce Files.
Utilizing Files instead of Attachments provides a lot more capabilities around sharing the file with other users, groups, or records.
It also supports file previews, revisions and syncing files with your desktop. Many Salesforce customers have been looking to make the switch.
Organizations created after Winter ’16 have the Files related list on page layouts for many objects by default so new customers can just take advantage of this capability.
However, for existing Salesforce customers to fully utilize the new Files object, they must convert all of their Notes & Attachments into Files and Notes.
Installing this app is straightforward and should be installed only for Admin users.
Once installed, if you load the app without setting any permissions, you should see the following message:
Once you have the Permission Set permissions adjusted as needed and have the permission set assigned to your user, you can load the app through the blue app selector in Classic (a Lightning app is not created for this app at this time, but you could still access the app by using the waffle icon, then look for the “Attachments to Files” object).
Once inside the app, you will initially be brought to a file conversion page, where you can filter the files you wish to convert by Created Date or Last Modified Date.
Once you have a date range in place and click on Filter, a listing of the number of files along with their total size, per object, will be listed below.
By default, the Bulk Conversion process is selected, which will convert all files of whichever objects you select from the listing.
If you prefer to test out the conversion process before turning it loose in your org, select either the “Convert by related record ID” or “Convert by attachment ID” option and put an ID in the box provided to see what happens when converting files for a single Account, Contact, or Case.
Once you’ve decided which Files to convert, click on the Convert button.
You’ll be prompted with a dialog to continue or cancel, and continuing will start the conversion process, showing an “In Progress” icon.
After the job has completed, refresh the page and make sure to use the same date span at the top of the page – this also controls what is seen in the “Converted Public and Private Attachments” section – so don’t panic if at first, it shows that zero attachments were converted!
If you run into issues during the Files conversion process, you can try reducing the batch size that is used for processing the files. The system can only handle 25MB at a time, so there may be batches that fail due to being over the size limit.
To adjust this setting, go into the Configuration tab and either reduce your Attachment Batch size down from 100 (to 50, 25, 10, etc), or check the Enable Dynamic Batch Size box.
Once files have been converted, you can also convert your notes over to the new Enhanced Notes object in this same tool by navigating to the Notes Conversion tab.
Prior to converting Notes, ensure that you have Enhanced Notes enabled (Setup | Customize | Notes | Notes Settings | Enable Notes).
The first step in converting Notes is to have the tool whitelisted as a remote site for the API calls it is about to make.
To do this, use the button provided to create the remote site.
Once that is complete, the next screen should look familiar – it is the same structure and layout as the File conversion screen, only regarding Notes.
Decide which Notes you want to convert (all through a bulk conversion, or testing a few through a record ID) and click on the Convert button.
Update Page Layouts
Lastly, once all your files and notes are converted, you’ll want to ensure that no one uses the Notes & Attachments object anymore.
The tool also offers a quick way to update all of your page layouts at once through the Update Page Layouts tab!
Simply select all the objects in the list and click on the “Remove Notes & Attachments Related List” button to remove it from all the page layouts.
Then you can selectively decide to which objects to add the Files object and to which objects to add the Notes related list.
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