Northern Trail Outfitters (NTO) wants the ability to share documents related to an opportunity, such as contracts and proposals, with the field sales team. NTO currently has a private sharing model.
How should the documents be shared efficiently and securely?
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A. B. C. D.C
To efficiently and securely share documents related to an opportunity with the field sales team in Northern Trail Outfitters (NTO), the most appropriate solution would be to upload the documents to Salesforce Files and share them with the field sales organization. Therefore, the correct answer is option C.
Salesforce Files is a powerful feature that allows users to store, share, and collaborate on files directly within Salesforce. It provides a secure and centralized repository for documents, enabling easy access and collaboration among team members. Here's a detailed explanation of why option C is the best choice:
A. Emailed to the sales team on the opportunity record: This option is not efficient or secure. Emailing documents to the sales team on the opportunity record can lead to version control issues, as multiple team members may have different versions of the document. It also poses a security risk since emails can be intercepted or accessed by unauthorized individuals. Additionally, it becomes difficult to track and manage document-related activities and updates.
B. Uploaded to a library that is shared with the field sales organization: While using a shared library can be a step in the right direction, it might not be the most efficient solution. Libraries in Salesforce are primarily used for organizing and managing files within a specific library structure. However, they do not offer the same level of collaboration and version control features as Salesforce Files. Uploading documents to a library would limit the ability to collaborate effectively and track document changes and updates.
C. Uploaded to Salesforce Files and shared with the field sales organization: This is the recommended approach. By uploading the documents to Salesforce Files, you can leverage its robust collaboration and security features. Salesforce Files provides a secure and centralized location for storing and sharing documents. It allows you to define access permissions and sharing settings, ensuring that only authorized individuals can access and collaborate on the files. Additionally, Salesforce Files offers version control, enabling users to track and manage document versions effectively. By sharing the files with the field sales organization, you ensure that the team has access to the necessary documents while maintaining control over their security and integrity.
D. Uploaded to Salesforce Files from the opportunity record: While uploading documents directly from the opportunity record to Salesforce Files may seem convenient, it is not as efficient as option C. Uploading from the opportunity record might limit the visibility and accessibility of the documents to only those related to a specific opportunity. By uploading the documents to Salesforce Files and then sharing them with the field sales organization, you can ensure that the entire team can access and collaborate on the files, regardless of the opportunity they are associated with.
In conclusion, option C, uploading the documents to Salesforce Files and sharing them with the field sales organization, is the most efficient and secure method for sharing documents related to an opportunity with the NTO field sales team. It provides a centralized and secure location for document storage, collaboration, version control, and easy access by the entire team.