This guide outlines the configuration options and requirements for Docrio. Docrio is a document management solution which can be applied to any object in Salesforce, such as Matters, Intakes, and Accounts.
 

Required Permissions

  • You must be a Salesforce Administrator to configure Docrio.
  • Admins need the Docrio Admin permission set.

Navigation

To configure Docrio, open the App Launcher > Docrio Admin Settings.


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Provisioning

Before installation and setup can be completed, admins must:

  1. Purchase Docrio licenses from Litify.
  2. Forward your provisioning information to your account representative:
    • Customer Name
    • 18-digit Salesforce Organization ID

Litify will send a confirmation email once the provisioning request has been approved. Once you receive your confirmation email, you can begin the installing Docrio. 

Installation

See our Latest Release page for all package install links. 

Docrio Setup

Complete the six setup sections below to configure Docrio. Each section must be completed before you can begin managing documents.

1. Assign Permission Sets

  • Admin: Docrio Admin
  • End User: Docrio End User
  • Template Builder:  Docrio Template Builder

2. Objects & Display Fields

Select which objects Docrio supports. Docrio can support up to 50 Salesforce Objects. Once added, you will be able to update the Lightning Record Page for each object to contain the Docrio custom component, Docrio File Viewer.

  1. Navigate to App Launcher > Admin Settings (Docs) > Objects & Display Fields.rtaImage__1_.jpeg
  2. Scroll to the bottom and select + Add Object. A modal appears.
  3. Search and select an object.
  4. Select a Display Field for the chosen Object. (See following section for an explanation of Display Fields.)rtaImage__2_.jpeg
  5. Select Add.
  6. The object is now added to your Current Objects list.

Display Fields

Display Fields enable you to select a human-readable field for searching through related records. This is done from the Advanced Search.

For example, instead of searching by a record’s default Salesforce ID, such as INT-0005, you can set the Display Field to the Display Name field, which would read “Lois Lane 8/2019 Automobile Accident.”

3. Views and Columns

Set up the default View for your users, so that this view is always the first to load when they view documents on a record.

You can also add and remove the columns included within each view.

Default View

  1. Navigate to App Launcher > Admin Settings (Docs) > Views and Columns.rtaImage__3_.jpeg
  2. Choose from the Default View radio buttons:
    • Category: Displays a folder system for all files associated to a record.
    • Favorites: Displays user’s favorite files associated to a record.
    • List: Displays list of all files associated to a record.
  3. Your selection is automatically saved and viewable across all Current Objects.

Add/Remove Columns

Customize the columns for each view in Docrio (Category, Favorites, List). Column order is determined by when they are added. You can delete the columns to re-organize them at any time.

  1. Navigate to App Launcher > Admin Settings (Docs) > Views and Columns.
  2. Toggle between Category, Favorites, and List.
  3. Select the + Add Column button to add a column for your chosen view.
  4. Select the Trash Can icon on a column header to remove the column.
  5. Changes are automatically saved.

Note: The File Name is a required column and cannot be removed.

4. File Actions

Determine which Salesforce Profiles can perform actions within Docrio.

Available Actions

  • Copy
  • Delete
  • Download
  • Move
  • Preview
  • Upload*
  • New Version*
  • New History
  • View Versions

*To upload files to Docrio, a user must have both Upload and New Version permissions.

Assign File Actions

  1. Navigate to App Launcher > Admin Settings (Docs) > File Actions.rtaImage__4_.jpeg
  2. Find and select the User Profiles used by your organization.
  3. Add/Remove permissions needed for each user profile by selecting each checkbox.
  4. Changes are saved automatically.

5. Advanced Search Fields

Add or remove fields displayed in the Advanced Search panel found in Docrio. To only see a list of currently enabled fields, select the Only Show Enabled Fields checkbox.

  1. Navigate to App Launcher > Admin Settings (Docs) > Advanced Search Fields.rtaImage__5_.jpeg
  2. Toggle on/off each field as desired.
  3. Changes are saved automatically.

Note: The File Name and the Related To fields cannot be removed from the Advanced Search options.

6. Add Docrio to Your Lightning Record Pages

Once you have completed sections 1-4, you are ready to add the Docrio Lightning Component (Docrio File Viewer) to your record pages.

  1. Navigate to a currently supported object (found in the list from section 1).
  2. Open a record. For example, a single Matter record.
  3. Select the Setup Cog icon > Edit Page. This brings you to the Lightning App Builder.rtaImage__6_.jpeg
  4. In the Lightning Components panel, scroll to Custom.
  5. Drag the Docrio File Viewer component onto the page.rtaImage__7_.jpeg
  6. Select Save.
  7. Select Activate if this record page has never been activated.
  8. Select Assign as Org Default to make it a default global page for all users.
  9. Select whether this Lightning Record Page is for desktop, phone, or both.
  10. Select Next.
  11. Review and Save.

Repeat this section for every supported object.

Categories & Subcategories

You can update the categories and subcategories of your documents by updating the File Info object and updating the Document Category and Document Subcategory fields.

  1.  Navigate to Setup > Object Manager > File Info Fields & Relationships. 
  2. Select Document Category
  3. Scroll to Values.
    1. Select New to add a category.
    2. Select Edit to modify a category.
    3. Select Del to remove a category.
  4. Save.
  5. Repeat for Document Subcategory.
  6. Save.

Define Parent Categories

You can control where each subcategory populates by updating the field dependencies on the Document Category field.

  1. Navigate to Setup > Object Manager > File Info Fields & Relationships. 
  2. Select Document Category
  3. Scroll to Field Dependencies > Edit.
  4. Include/Exclude Document Subcategory values for each Document Category.
  5. Save

Refer to this Salesforce Guide for more information about field dependencies.

Custom Objects

The four most important custom objects for

Docrio are: File Info, File History, File Error, and File Action Permissions. All Docrio custom objects belong to the litify_docs__ namespace.

Object API Name Description Page Layouts Lightning Record Pages
File Info litify_docs__File_Info__c Custom Object that that tracks information about stored files. File Info Layout File Info Record Page
File History litify_docs__File_History__c Stores the versioning history of the document  File History Layout  
File Error litify_docs__File_Error__c The error logging SObject. File Error Layout  
File Action Permissions litify_docs__File_Action_Permissions__c Stores the per-profile file action settings. File Action Permissions Layout  

File Info Object

File Info Object Fields Field Name Data Type Controlling Field Indexed
Author litify_docs__Author__c Text(128)   No
Created By CreatedById Lookup(User)   No
Description litify_docs__Description__c Long Text Area(131072)   No
Document Category litify_docs__Document_Category__c Picklist   No
Document Subcategory litify_docs__Document_Subcategory__c Picklist Document Category No
External ID litify_docs__External_ID__c Text(255)   No
File Name Name Text(80)   Yes
File Size litify_docs__File_Size__c Number(10, 0)   No
File Type litify_docs__File_Type__c Text(255)   No
From litify_docs__From__c Text(255)   No
Last Modified By LastModifiedById Lookup(User)   No
Latest Version litify_docs__Latest_Version__c Roll-Up Summary (COUNT File Info Version)   No
MIME Type litify_docs__MIME_Type__c Text(255)   No
Owner OwnerId Lookup(User,Group)   Yes
Related Record litify_docs__Related_Record__c Text(255)   No
Related To litify_docs__Related_To__c Text(255) (External ID)   Yes
Related To Api Name litify_docs__Related_To_Api_Name__c Text(255) (External ID)   Yes
To litify_docs__To__c Text(255)   No

File History Object

File History Object Fields Field Name Data Type Indexed
Action litify_docs_qa__Action__c Picklist No
Created By CreatedById Lookup(User) No
Date litify_docs_qa__Date__c Date/Time No
File History Name Name Auto Number Yes
File Info litify_docs_qa__File_Info__c Lookup(File Info) Yes
Last Modified By LastModifiedById Lookup(User) No
New Related To litify_docs_qa__New_Related_To__c Text(255) No
Owner OwnerId Lookup(User,Group) Yes
Previous Related To litify_docs_qa__Previous_Related_To__c Text(255) No
User litify_docs_qa__User__c Lookup(User) Yes
Version Number litify_docs_qa__Version_Number__c Number(3, 0) No

File Error Object

File Error Object Fields Field Name Data Type Indexed
Created By CreatedById Lookup(User) No
Error litify_docs_qa__Error__c Long Text Area(131072) No
File Error Name Name Auto Number Yes
Last Modified By LastModifiedById Lookup(User) No
Owner OwnerId Lookup(User,Group) Yes
Request Id litify_docs_qa__Request_Id__c Text(255) No
Stack Trace String litify_docs_qa__Stack_Trace_String__c Long Text Area(131072) No
SUser litify_docs_qa__User__c Lookup(User) Yes

File Action Permissions

File Action Permissions Object Fields Field Name Data Type Indexed
Copy litify_docs__Copy__c Checkbox No
Created By CreatedById Lookup(User) No
Delete litify_docs__Delete__c Checkbox No
Download litify_docs__Download__c Checkbox No
Last Modified By LastModifiedById Lookup(User) No
Move litify_docs__Move__c Checkbox No
Owner OwnerId Lookup(User) Yes
Preview litify_docs__Preview__c Checkbox No
Profile Id Name Text(80) Yes
Upload litify_docs__Upload__c Checkbox No
Version litify_docs__Version__c Checkbox No
View History litify_docs__View_History__c Checkbox No
View Versions litify_docs__View_Versions__c Checkbox No

Settings and Permissions Custom Objects

Object API Name Description Page Layouts
Field View Field References litify_docs__File_View_Field_Preferences__c Custom Object to support storing administrative and configuration settings. File View Field Preferences Layout
File System Preferences litify_docs__File_System_Preferences__c Custom Object to support storing administrative and configuration settings. File System Preferences Layout
File Object Preferences litify_docs__File_Object_Preferences__c For each object which can have files related to it, we must create a record of a separate preferences object. File Object Preferences Layout
File Info Favorite litify_docs__File_Info_Favorite__c Custom object used to flag files as being favorited on a per-user basis by creating a junction between the User object and the Litify File object. File Info Favorite Layout
File Action Permissions litify_docs__File_Action_Permissions__c Stores the per-profile file action settings. File Action Permissions Layout
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