Large organizations have important documents that need robust protection. Often the creation, receipt, maintenance, use, and disposal of documents are governed by tight regulations and non-compliance has serious consequences. If your organization needs to meet strict document governance and regulatory compliance obligations, Micro Focus Content Manager (aka HP Records Manager, or TRIM) is a leading EDRMS designed to achieve this.
Rather than being regarded as an afterthought, record management should be an intrinsic part of a business's everyday operations and this is where Salesforce plays a key role. Employees spend a large part of their day in Salesforce, and this includes receiving and handling documents. It makes sense, therefore, to automate the processing of documents in Salesforce so end-users don't need to separately access Content Manager. By integrating the two systems, users can transparently process Content Manager documents from within the context of Salesforce.
An integrated system makes document management intrinsic. Adding a document into the system is no longer an afterthought. Integration has other advantages:
- Automated document filing in the background
- Automated capture of metadata
- Faster retrieval of documents
- Users can live within Salesforce and are not tied to an internal network to access Content Manager
- Content Manager records are linked to their Salesforce record improving referential integrity
To advance this conversation we need to introduce T4S, FuseIT's Salesforce to Micro Focus Content Manager integration. T4S features include:
- Automated mapping of Salesforce documents to Content Manager folders
- Automatic creation of new Content Manager folder structures as needed
- Salesforce users can sync files whenever they wish, or alternatively use scheduled synchronization
- Salesforce record metadata is saved as part of the Content Manager container and record creation
- Instant feedback on the synchronization status allows users to remedy any issue
T4S needs to accommodate a variety of Content Manager folder structures (or taxonomies). This is where records with related content are grouped together and labeled to form an organizational structure. A good taxonomy makes it easier to find content and assign access permissions to end-users.
Salesforce has its own collection entities (leads, contacts, cases, opportunities, etc.). T4S needs to map these to the taxonomy of Content Manager. The mapping is key to enabling the automated transparent exchange of documents.
The diagram shows several possible taxonomies (A to E) in Content Manager that reflect how Salesforce account record attachments might be stored. The same structure would also work for other Salesforce objects, accounts are just an example.
- Taxonomy A: The Salesforce attachments from all object types are stored in the same location. This taxonomy is not recommended.
- Taxonomy B: All Salesforce account attachments are stored in the same location. Other Salesforce objects would have their own folders that contain attachments belonging to their respective objects. This taxonomy is not recommended.
- Taxonomy C: Every Salesforce object has a folder containing sub-folders containing attachments that belong to actual accounts. This is a recommended taxonomy.
- Taxonomy D: Every Salesforce object Record Type has a folder that contains sub-folders containing attachments belonging to actual accounts. This is a recommended taxonomy.
- Taxonomy E: All Salesforce custom object attachments are stored in the same location. Other custom objects would have their own folders that contain attachments belonging to their respective objects. This is a recommended taxonomy.
A good taxonomy, adopted by the entire organization, makes it easier for Content Manager users to find documents as well as supporting automated document insertion from Salesforce.