Managing and sending PDF's stored in Files

From the beginning of Salesforce and Cloud Kicks use, users have been using Documents to store PDF's, images, and other types of files.
Linda, the Salesforce and Frisbii administrator, and Vijay the company's developer, would like to implement the use of Files folder rather than continue with Documents, as the latter is only accessible in Salesforce Classic and they want to anticipate the full use of lightning.

Lightning Logo

Management suggests that they organize a training session to explain to everyone the differences between the both storage models, and as well to present how well Frisbii works, once the switch has been made to the Files folder.

Linda and Vijay carefully prepare their training material.

They review these resources available through Salesforce:

Differences between files, Salesforce CRM Content, Salesforce Knowledge, documents and attachments
Salesforce Files

Differences between the Documents folder et the Files folder

Linda and Vijay highlight the differences between the two folders based on the Salesforce and Frisbii resources they find within the knowledge bases.
They start with this Salesforce article: Differences between files, Salesforce CRM Content, Salesforce Knowledge, documents and attachments.

	Documents	Files
Purpose (Salesforce)	Store web resources such as logos, DOT files and other VisualForce documents in folders without attaching them to records.	Load, store, search, follow, share & collaborate on Salesforce files within the Cloud.
Types of supported files	All Types	All Types
Maximum files sizes	2 GB	5 MB
Accessibility	Only on Salesforce Classic	Only on Lightning

Then, they go trough these articles:

	Documents	Files
Saving PDF's	Storage in folders dedicated to the objects Offers, Invoices, Subscription.	Available starting from the 3.122, with the 3.145 version storage in the folders dedicated to the objects Offers, Invoices, Subscription.
PDF's invoice naming	Draft invoice PDF's are named with the name and PDF's of the referenced issued invoices.	For now PDF's of invoices are still named with the name of the invoice. Update scheduled for a further version of the App to be confirmed.
Display the PDF's following creation	Available through: On the PDF Invoice record. From the associated PDF Invoices list.	Possible through View (as of the Summer '21release) : On the PDF Invoice record. From the associated PDF Invoices list
Manually sending PDFs by e-mail	From a list view (Invoice). From the Create PDF button (Invoice). From the associated PDF Invoices list. From the PDF Invoice record.	From a list view (since the 3.145 release). Sending from PDF Invoices (since the 3.154 release).
Exporting PDF invoices	5-10 PDF's at a time.	200 at a time (available as as of the Fall '20 release). Administration - Backup your Frisbii information outside of Salesforce (then click on Backup in Files: Enable export from list view).

Enabling storage in Files

Linda would like to enable storage of PDF's in Files in the sandbox, to show how to retrieve PDF's, you can email them or export them to other user in list view.

Steps

In the App launcher type Administration.
Choose Frisbii Administration.
In the PDF Management tab in Files, check the boxes that correspond to your use of Frisbii:

Find PDF's in Files

Once Linda has enabled the option, she checks how she can find the PDF's in the Files folder.

Steps

From the application launcher, type Files.
Click on Libraries.
Depending on your folder accesses, you will find the three folders

Send PDF's by e-mail

As from the Summer '21 update release, you can send PDF's by e-mail from the subject line of the PDF Invoice.
No matter if you store PDF's in the Documents or Files folder, you have the following buttons at your disposal:

PDF with the proforma status > Send proforma by e-mail.
PDF with Issued or Duplicate status > Send invoice by e-mail.

Steps

From an invoice, open a PDF Invoice in Proforma status from the associated list of the same name.
Click on Send proforma by e-mail or Send invoice by e-mail button (same button location).
In the Send PDF by email interface you have several options.

You can :

Change the recipient (E-mail to address)
Add recipients (Contacts with e-mail addresses)
Add CC or CCI (Users of your org)
Modify the subject
Modify the body of the e-mail
Select an e-mail template (Classic) that you have created before
Attach another file
Cancel action

4. Or simply use the Send button.

Export PDF's using the list view

Linda and Vijay found an article with two very interesting parts on the subject:

Administration - Backing up your Frisbii information outside of Salesforce (click on:)
Backup in Files: Enabling export from a list view
Manual export of PDF invoices in list view via a Frisbii button

They show the procedure during their training.