Prerequisites

• If sFiles was installed prior to Summer 23 release, user profiles will need access to Apex Class: fileforcem1.LinkShareAuraController
• Enterprise license of sFiles.
• Global Action for Send Email is available with the API Name "SendEmail".

IMPORTANT NOTES: Salesforce Spring '23 and later requires email verification - With Spring '23 release of Salesforce, all users must have their emails verified in order to send emails. This component cannot check this status. Please ensure all users using this feature have their emails verified. Email-to-Case must be enabled to use on Case - If setting up on the Case Standard Object, Email-to-Case must be enabled and a Case quick action called "SendEmail" must be set up on the Case Standard Object. Emailing items as links is not supported on mobile - Due to Salesforce limitations, sFiles currently does not support the "Email Links" feature on mobile devices. On mobile, files can only be sent as attachments.

Summary

Summer '23 sFiles introduced a new feature that allows users to share links to files in SharePoint using the sFiles UI. Winter '24 sFiles bolstered this feature by allowing users to send files < 5MB as attachments, then Spring 25' began unifying the Email Link and Email Attachment experiences by allowing merge fields and email templates with attachments. This article walks through how to set up these sharing features. 

Steps to set up

1. Required Permissions: In SharePoint Object Settings (Salesforce Setup > Custom Metadata Types > SharePoint Object Settings > Click "Manage" next to the object you are editing), add "CreatePublicLink" to the list of permissions.
2. Email Templates: If using an email template, use the Salesforce App Builder, specify the name or Id of the email template in the sFiles component under the Share Email Template Name or Id field. To include share links in this template, add the merge tag: {{{SFILES_SHARELINKS}}} in the email template body where you would like sFiles to drop the sharing links. 
3. Pre-selected Emails: To define pre-selected emails, input the api name of an object field in the Share Email Contact List field. This field will need to contain either a single email or a comma separated list of emails (Ex. 'user@gmail.com, user2@outlook.com').

Emailing File and Folders as Links

1. There will be a new "Share" button added to the sFiles UI when "CreatePublicLink" is added to the permissions. 

1. In order to send emails with file or folder links, click the Share button and select the items you want to share using the checkbox column to the left. 

1. Click "Email Links" and a pop up will appear allowing you to specify who you want to share the links to, expiration date, and password.
   1. If the Share Email Contact List field in the app builder has a specified field and that field has valid emails, these emails will be displayed as selected. However, these emails can still be removed if desired.
   2. To customize the link options displayed, see our article, Link Sharing Settings.
2. Click Compose Email and the generated links will be populated in the body of the email. If a default email template was used, it will replace the merge tag {{{SFILES_SHARELINKS}}} with the links. If no default email template is set, sFiles will add the links to a blank email. 

Emailing Files as Attachments

1. To send a file as an attachment, click the Email Attachment button. NOTE: Folders cannot be sent as attachments and files must be < 5MB to use this feature.

1. An email edit window will display the recipients and contents of the email. If a template or pre-selected emails exist, they will be displayed in the window. Once an email is sent, it will be logged in the activity on the record (If the object has activities enabled). Please note the following limitations:
   1. An email cannot be sent until the attached files have been prepared.
   2. An email must have one recipient to be sent.
   3. According to Salesforce limitations, emails cannot exceed 25 MB in total size.