Prerequisites

• sFiles 1.64 or later is installed.

• You have access to the sFiles Manager Lightning App and its Objects tab (available via the sFiles Manager permission set).

• You are assigned sFiles admin permissions.

Purpose

sFiles allows you to configure filters that will determine what items are visible in the sFiles components. These filters are based on item metadata and custom columns. This is useful in various situations, such as when you want to separate items shown by a record's stage, you use a flat folder structure, or you want to only show certain items to users on Experience Cloud. You can define up to 10 filters on each Object Settings record.

NOTE: Item Filters only impact the items shown in the sFiles component view. This does not prevent users from viewing items in SharePoint directly. This also does not prevent users from uploading files that do not match configured filters.

Filter Table

The Item Filters table shows the currently configured item filter conditions and the logic used to determine how they should be processed in the sFiles component.

The Object Settings in the above screenshot has been configured with three filter conditions. The logic for these conditions is shown above the table, which currently requires that all configured filter conditions are met. Notice that an informative message is displayed below the table indicating that the currently configured filters will prevent folders from being displayed.

You can add and remove filter conditions by clicking the Edit Filters button to the upper right of the Filter Table.

In this case, the item must be a file, must be a Word document, and "report" must be the first word in its name. This is reflected as such in the sFiles component.

Edit Filters Modal

The Edit Filters modal allows you to change the configured filter items and the filter logic used. The modal allows you to change the logic used on conditions, add or remove filter conditions, and save or cancel the current configuration.

Condition Requirements to Display SharePoint Items

This provides three options:

• All conditions are met (AND): Shows items only if every filter condition is true. Use this when you want to display a restricted set of items that closely matches a set of filters.
• Any conditions are met (OR): Shows items when any filter is true. Use this when you have a broader selection of filters, such as Word and Excel documents, and you want to show any of them.
• Custom: Shows items when a custom set of conditions is true. You can define your own logic in the Condition Logic field that appears when this option is selected.

Condition Logic

When the Condition Requirements to Display SharePoint Items is set to Custom, the Condition Logic field is shown. This allows you to manually specify how the filter conditions are processed. You can make use of AND, OR, and NOT logical operators as well parentheses to distinguish the order in which logical units should be resolved.

In the above Edit Filters Modal screenshot, the below custom logic is used:

1 AND 2 AND 3 OR 4

This keeps the initial restrictions on all file items, but all folders are also shown, visible in the component as so:

Filter Conditions

Filter conditions determine the value each column is compared against and how they are compared.

You can create entries with the Add Condition button at the bottom left of the section. Entries can be removed by clicking the trash icon to the right of each entry. Each entry has an associated number that can be used in the Condition Logic field to create custom conditions.

Each entry has three configurable options:

• Column: This is used to select the SharePoint column or property you wish to evaluate. Indexed columns are the most performant, and the tool will display text beneath the column selection to indicate if the column is indexed. Columns that cannot be filtered on will be excluded from the search results.
• Operation: Depending on the column, this may allow you to select Equals, Does not equal, and Starts with. Not every operation is supported for every column type. The selected operation will compare the Column to the Value in the manner chosen.
• Value: This is the value that the Column will be compared against. You can reference merge fields to compare with values on your Salesforce record by using square brackets. For example, if you wanted to compare a column against the name of the Salesforce record, you would enter "[Name]" in the Value field.

NOTE: The Salesforce Object Id Column can be used alongside Item Filters, so comparing a column to the current record's Id field is not required to filter by record.

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