How to Manual-Sync multiple Files / Attachments across Salesforce and Google Drive accounts?

How to Manual-Sync multiple Files across Salesforce and Google Drive accounts

Requirement:
A XYZ company is an Accounting firm which manages many clients (Account). Currently, all the files or attachments of all the accounts are stored in Salesforce and accounting person manually download the files/attachments and upload them on Google Drive Account.

  • Is there a way to manually sync few selected files or attachments from Salesforce to Google Drive?
  • Can we access the Google Drive files directly in Salesforce without logging into Google Drive account once the files are synced?

Solution:
As Files or Attachments of any object’s record can be “Manually-Synced” to “Google Drive” account, so we need to perform below steps to perform “Manual-Sync” functionality using File ZIPO:

Step 1: Add or Configure a new Google Drive Account in File ZIPO
Step 2: Define the objects & folder which needs to be Synced across Salesforce & Google Drive
Step 3: Manually Sync Salesforce files or attachment from the File ZIPO UI
Step 4: Add the FileZIPO Sync Component on the Object’s record page to access Sync records

(Note: Please skip step 1, if you already have a Google Account added in File ZIPO)
(Note: Please skip step 2, if you already have a Sync & folder defined for an Object)
(Note: User can skip the below steps (1 to 5), if the File ZIPO Sync Component is already added on object’s layout)

Let’s go through all the above steps one by one to Configure Manual-Sync using File ZIPO.

Step 1:

User can easily add any Google Drive account in few simple steps. Please refer this detailed blog to add a Google Drive Account in File ZIPO
https://filezipo.io/how-to-add-a-new-google-drive-account-in-the-file-zipo/

easily add any Google Drive account

Step 2:

Once the “Google Drive” account is added in File ZIPO “Manage External Accounts” tab, then click on the “Manual Sync & Folders” on the same page to configure the Objects on which “Sync” needs to be enabled.

(Note: Please skip step 2, if you already have a Sync & folder defined for an Object)

click on the Manual Sync & Folders

Click “New” button on the “Define Sync & Folders table. Once clicked, it will display a popup.

Define Sync & Folders table

Above image has some features (each number has its description as below):

  1. Select the Google Drive Account which needs to used for Sync”
  2. Select the Folder path on existing google drive account (or can create new using step 3)
  3. Enter the name of the Folder in which Files or Attachment will be saved
  4. Select Single or Multiple Object for which sync needs to be enabled
  5. Need to Disable this checkbox in order to prevent Auto-Sync.
  6. If user wants to delete the file or attachment from Salesforce when it is successfully synced, just check this checkbox.
  7. Once all the above configurations are ready, click on “Save Folder” to define the Object and its folder structure.

Step 3: Click on “Manage Files/Attachments” tab

Manage Files and Attachments

It will open screen like below Image

Select single or multiple Files

Above image has some features (each number has its description as below):

  1. Select single or multiple Files / Attachments.
  2. Click on “Click Here to Download/Transfer” button.
  3. User can use multiple Filters like dropdown by Selecting “Files & Attachments” or “Only Files” or “Only Attachments”, by Objects and by File / Attachments Name.
  4. User can use “Advance filter” by clicking on Filter Icon.

Once files/attachments are filtered, select your files and Click on “Click Here to Continue” button. Once clicked, it will open a popup as below:

select your files and Click on continue button

Step 4:

Need to Add the FileZIPO Sync Component on the Object’s record page to access Sync records. In order to add the FileZIPO component on the Detail page of the record as the first step.

(Note: User can skip the below steps (1 to 5), if the File ZIPO Sync Component is already added on object’s layout)

Few Simple Steps to add File ZIPO Sync Component on Record Page:

Step 1. Go to App Launcher like below image.

Go to App Launcher

Step 2. Search any Standard or Custom object and click on the searched object. (Account object in this example).

Search any Standard or Custom object

Step 3. Go to object record page by clicking on any record and Click on the Gear Icon on the top right corner and click on “Edit Page”.

Go to object record page

Step 4. Once “Edit Page” is clicked, it will open the App Builder page.

open the App Builder page

Above image has some features (each number has its description as below):

  1. Click on Tab section.
  2. Click on “Add Tab” button.
  3. Choose Tab label as “Custom” and enter name in “Custom label” as “File ZIPO Sync”
  4. Click on “Done” Button to add tab.

Step 5. After adding tab, select the below component & drag the component to the newly added tab like below image.

Name of Component: FileZIPO_ManageExternalFiles

FileZIPO_ManageExternalFiles

Click on Save and then Activate Button to add tab on detail page.

Step 6. To Check if the Files / Attachments are Sync with Google Drive or not, just go to you Object record page and upload any file or attachment (manually in Salesforce)

Now click on File Zipo Sync Tab, you will see your file will be automatically added to Google drive and it will create a Sync record.

User can easily access the file (from Salesforce) by clicking on “Eye” or “Download” icon.

User can easily access the file

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For any queries or suggestions, you can contact us at https://filezipo.io/#contact or mail us: support@tech9logy.com. Our File ZIPO Expert will help you get the best out of it.

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