You can store documents and images on the Documents tab without attaching them to records. You can then use these items in your Salesforce org, such as when creating an email template.
Documents and the functionality included with it is only available in the Classic user interface.
Upload a New Document
- On the Documents tab, click New Document, or on the documents home page, click New next to Recent Documents. If you do not have a New Document option, check if you have the correct permissions.
- On the Upload New Document page, specify a descriptive document name. If you want to use the file name, leave this field blank. The file name appears when you upload the file.
- If you have the “Customize Application” permission, enter a unique name to be used by the API and managed packages.
- Select one of the following.
- Indicate Document is Internal: When checked, a flag is added to the document indicating that document viewers should not share the file outside of the organization.
- Note: Checking this box does not expressly enforce any security rules.
- Externally Available Image if the document is an image, such as a logo, that's not confidential. Check this box to:
- Make the image available from HTML email templates without requiring a Salesforce username and password
- Use the image as a custom tab icon or custom app logo, which do require a Salesforce username and password to view
- Display the image as a custom logo in meeting requests.
The Indicate Document is Internal and Externally Available Image checkboxes are mutually exclusive; you cannot select both.
- Indicate Document is Internal: When checked, a flag is added to the document indicating that document viewers should not share the file outside of the organization.
- Select a folder for the document.
- Enter a description to use later as search criteria.
- Enter keywords that you can use later as search criteria.
- Select a document or path option.
- To upload a document, click Browse, choose the file, and click Open.
- To store a link to the document, enter the location of the document. Enter a path and file name or a URL such as: C:\Quotes\quote.doc, \\Server\Departments\Marketing\logo.doc, or http://www.salesforce.com.
- Click Save.
To refer to this document using its URL, right-click the image and copy its URL address. When you use the URL, you reference the copy of the image on the Salesforce server.
Replace a Document
- Display the document you want to replace. For instructions on locating a document in the document library, see Searching for Documents.
- Click Replace Document.
- Select a document or path option.
- To upload a replacement, click Browse, choose the file, and click Open.
- To store a link to the replacement, enter the location of the replacement. Enter a path and file name or a URL such as: C:\Quotes\quote.doc, \\Server\Departments\Marketing\logo.doc, or http://www.salesforce.com.
- Click Replace Document.
Tips
- Documents stored as links cannot be attached to emails, but they save space in your document library.
- If document content search is enabled, Salesforce will also perform a full-text search of the document. When a new document is uploaded or an old one is replaced, its contents are available for searches. For more information, see Searching for Documents.
- Salesforce stores the most recent upload date as the modified date.
- You can upload documents that have file names of up to 255 characters including the extension.
- The size limit for any document you upload is 5 MB. The maximum size for a custom-app logo is 20 KB.
- Your organization’s used file storage includes all files stored in the document library.
- If the Disallow HTML documents and attachments security setting is enabled for your organization, you cannot upload files with the following file extensions: .htm, .html, .htt, .htx, .mhtm, .mhtml, .shtm, .shtml, .acgi.