Frequently Asked Questions (FAQ)

Cartularius is a powerful document management solution built natively on the Salesforce platform. It allows you to manage, organize, and collaborate on files directly within Salesforce, offering an intuitive Explorer-style interface that feels like a familiar file system.

Cartularius provides seamless integration with Microsoft Office 365 and stores your files securely in your own Amazon S3 cloud storage environment or can use files stored in Salesforce. In short, it brings full-featured document management (editing, sharing, version control, etc.) into your workspace without leaving Salesforce

If you’re a Salesforce user interested in Cartularius but your organization hasn’t adopted it yet, you can still take action. Start by checking whether Cartularius is already available in your Salesforce environment. If not, you can advocate for it by highlighting document management pain points to your Salesforce admin or team lead and referring them to the Cartularius website.

To learn how to evaluate Cartularius as a user, start internal conversations, and get decision-makers on board, read the full guide in our blog post How to get started with Cartularius (when you’re no decision-maker)

Cartularius is fully integrated into the Salesforce Lightning Experience, providing a seamless user experience. It operates as a native Salesforce app, which means you access it within your Salesforce interface just like standard objects or tabs. For example, after installation you might see a Documents component or tab on your records (e.g., Accounts, Opportunities) where Cartularius displays files and folders related to that record.

Because it leverages the Salesforce platform, Cartularius respects Salesforce’s standard behaviors for things like permissions and uses familiar UI elements. In short, there’s no need to leave Salesforce, all document management happens inside your CRM, with no complex external integrations required.

No. Cartularius takes care of file storage behind the scenes. You’ll always see the correct files in the right place, regardless of where they’re stored.

You can find your files using the Files and Folders component on any Salesforce record where Cartularius is enabled. This component shows all folders and documents related to the record you’re viewing, whether it’s an Account, Case, Opportunity, or custom object.

To access your files:

1. Open the Salesforce record you’re working on.
2. Navigate to the Documents tab or scroll to the section that contains the Files and Folders component.
3. Browse the folder structure or use the folder layout to locate your document.

The file structure is tailored to each record, so you’ll only see files relevant to that specific context. If you can’t find the file where you expected it, try using the Salesforce Global Search at the top of the screen.

Tip: If no files or folders are visible, it might be due to access permissions or page layout settings. In that case, contact your Salesforce administrator for support.

You can preview most documents directly in Salesforce without needing to download them, making it easy to quickly check a file’s content while staying in context.

There are two main ways to preview a file:

• Click the file name in the Files and Folders component
  If your administrator has added the File Preview component to the page, clicking a file name once will show the preview right on the record page.

• Open the File Record Page
  Double-clicking the file name opens the File Record Page, where a full preview is available alongside file details, version history, and more.

Previewing is supported for common file types like PDFs, Word documents, and images. The exact behavior may vary depending on your organization’s settings and the file format.

Uploading a file to a Salesforce record using Cartularius is quick and intuitive. Here’s how you can do it:

1. Open the Salesforce record where you want to store the file (such as an Account, Case, or Opportunity).
2. In the Files and Folders component, navigate to the folder where you want to place the file.
3. You can then:
   • Click Upload Files and select your document, or
   • Drag and drop the file directly into the folder.

Cartularius automatically adds the file to the selected folder and links it to the Salesforce record. If a file with the same name already exists, Cartularius will guide you through uploading it as a new version instead of a separate file.

Tip: Organizing files into the right folders makes them easier to find later. Your organization may use a predefined folder structure, so check where similar files are stored before uploading.

The best way to organize documents per Account, Case, or other records in Salesforce is by using the folder structure provided by Cartularius. Each Salesforce record typically has its own folder hierarchy, helping you keep documents grouped logically. When your organization uses Automated Folder Creation, each new record automatically starts with a pre-configured folder layout, ensuring consistency and making it easier to find documents later.

You can upload files directly into the relevant folder and, if you have the right permissions, manually create subfolders to further organize content. This approach helps you and your team stay aligned, especially when working on complex records with multiple documents, specific restrictions or admin settings. Reach out to your system administrator if needed.

Yes, Cartularius is designed to help you organize files using folders, just like you would in Windows Explorer or macOS Finder.

Folders allow you to structure documents logically within a Salesforce record (like an Account or Case), making it easier to store, find, and manage files. You can:

• Browse folders in the Files and Folders component
• Upload files directly into a specific folder
• Create subfolders, if you have permission
• Follow a consistent folder structure, often set by your organization

In many cases, folders are created automatically using the Automated Folder Creation feature, so you may already see a complete structure in place when you open a record.

If you’re not able to create folders manually, it might be due to folder-specific restrictions or admin settings. Reach out to your system administrator if needed.

Yes, Cartularius can automatically create folder structures for new Salesforce records using a feature called Automated Folder Creation. When this is set up by your administrator, each new record, like an Account, Case, or Opportunity, automatically starts with a predefined folder hierarchy.

This means you don’t need to manually create folders before uploading files. The structure is consistent across similar records, making it easier to find and organize documents. Folder names can even be shown in your preferred language, helping teams work more efficiently across different regions.

Cartularius makes it easy to upload a new version of an existing file without losing previous versions.

Here’s how you can do it:

1. Go to the Salesforce record that contains the file.
2. In the Files and Folders component, locate the folder with the file.
3. Click Upload Files or drag and drop the updated file into the component.
4. If the file name matches an existing file, Cartularius will detect it and show a warning that you’re about to upload a new version.
5. Confirm the upload, and the file will be added as a new version, keeping the version history intact.

Alternatively, you can drag the updated file into the Upload New File Version drop area on the File Record Page or File Version Record Page.

Each new version is saved automatically, so previous versions remain accessible if you ever need to review or restore them.

Tip: If you want to upload the file as a completely new file (instead of a version), just change the file name before uploading.

To search for documents in Cartularius, you use the Salesforce Global Search bar at the top of the screen. Cartularius integrates fully with Salesforce search, so you can find your documents using:

• File name
• Metadata (such as description or category)
• File content (if your organization has AI-based content search enabled)

Just type a keyword or part of the file name, and Salesforce will return matching results. You can then click the result to open the document’s File Record Page and take action.

If you’re not sure where to look, global search is the fastest way to find documents, especially in large or deeply nested folder structures.

For more advanced tips on using Salesforce Search, see Salesforce’s official help on search.

Cartularius makes it easy to access documents from related Salesforce records without needing to leave the page you’re working on. In the Files and Folders component, related folders are shown alongside the current record’s folder structure.

These related folders give you quick access to documents from connected records, such as a Case linked to an Account, so you can view or manage files without switching tabs or losing context. It saves time and keeps everything you need just a click away.

Yes, Cartularius makes it easy to share files both internally and externally:

• With colleagues: You can share a file directly from the File Record Page by using the “Share” action. This lets you give other users access to the file within Salesforce, depending on their permissions.
• With external contacts: If your organization has enabled external file sharing, you can generate a secure external link to share the file outside of Salesforce. You’ll find the Create External Link as a row action in the Files and Folders component.

Keep in mind:

• Your ability to share files depends on your organization’s sharing settings and permissions.
• Admins may restrict external sharing for certain types of files or folders.

Always follow your organization’s policies when sharing documents, especially outside of Salesforce.

Yes. One of Cartularius’s standout features is its deep Office 365 integration, which allows you to create and edit Microsoft Office documents (Word, Excel, PowerPoint) right inside Salesforce.

When you click a document in Cartularius, you can open it in an online editor embedded in Salesforce, enabling real-time co-authoring with your colleagues without downloading the file. Changes are saved automatically. This means you can collaboratively edit proposals, spreadsheets, presentations, and more, all from within your Salesforce environment, greatly enhancing productivity by keeping your workflow in one place.

When you open a Word, Excel, or PowerPoint file using Edit in Office for the Web, Cartularius supports real-time co-authoring. This means:

• Multiple users can work on the same document at the same time without needing to download and re-upload.
• Changes are saved automatically, and everyone sees updates live as they happen.
• A lock icon appears next to the file name in Cartularius to show that the document is currently being edited.
• If co-authoring is enabled, you may see who else is editing the file.

Once the editing session ends, the file is unlocked and a new version is automatically created, preserving a full version history.

This feature makes collaboration seamless while ensuring changes are tracked and nothing gets lost.

If you can’t find a file you uploaded, here are a few steps to help you locate it:

1. Check the expected folder: Open the Salesforce record where you uploaded the file and look in the folder where you placed it using the Files and Folders component. If your organization uses a standardized folder structure, make sure you’re in the correct section.
2. Use Salesforce Global Search: Try entering part of the file name, keywords from the file’s content, or metadata like the description. Cartularius supports AI-enhanced search, so you don’t need to remember the exact name.
3. Search by file content: If your organization has content search enabled, files can be found based on what’s written inside them, even if the filename isn’t helpful.
4. Ask your administrator: If you’re still unable to locate it, there may be permission restrictions or the file may have been moved or renamed.

For tips on using Salesforce Global Search effectively, refer to this page from Salesforce Help.

If you don’t see the Cartularius interface (the Files and Folders component) on your Salesforce record page, here are a few possible reasons:

1. Cartularius hasn’t been added to that page: Your administrator may not have included the Cartularius components on that specific Lightning record page yet. Not all object and record types are configured by default.
2. You don’t have access: Your user profile may not have the necessary permissions to view or use Cartularius components. This can be adjusted by your Salesforce administrator.
3. Cartularius isn’t installed in your org: If your company hasn’t installed Cartularius yet, the interface won’t be available. You can learn how to get started with Cartularius (even when you’re no decision-maker) and share the benefits with your team or decision-makers.

If you’re unsure, contact your internal Salesforce admin or IT team, they can confirm whether Cartularius is available for your role or record type.

If you need help with Cartularius, you have a few support options:

1. Your internal Salesforce administrator
   They are often the first point of contact for any configuration, access, or permission-related issues. If you’re unsure who this is, check with your team lead or IT department.
2. Official documentation
   The Getting Started for Users guide is full of step-by-step help for common tasks. If you’re an admin or developer, you can also explore our technical documentation.
3. The Cartularius support team
   Visit cartularius.com/support to submit a support request or browse available resources. Our team is ready to assist with functional questions, technical issues, and general guidance.

You can also follow us on LinkedIn for product updates and helpful tips.

Cartularius supports a wide range of common file types for both uploading and previewing. You can:

• Upload nearly any file type, including:
  • Microsoft Office documents (Word, Excel, PowerPoint)
  • PDFs
  • Images (JPEG, PNG, GIF)
  • Text files and more
• Preview supported file types directly in Salesforce, such as:
  • PDF
  • Microsoft Word (DOCX)
  • Microsoft Excel (XLSX)
  • Microsoft PowerPoint (PPTX)
  • Most image formats
  • And many more

The ability to preview depends on your organization’s configuration and the file type itself. If a file can’t be previewed, you can always download it and open it locally.

For the best experience, use common document formats like PDF or Office files. If you’re unsure whether a file can be previewed, try clicking it; Cartularius will show you a preview if it’s supported.

Mobile support for Cartularius is currently in development. While core functionality is optimized for desktop use within Salesforce, we are actively working on enabling a seamless experience in the Salesforce mobile app.

This future update will allow users to browse folders, preview files, and perform essential document actions directly from their mobile device. For now, we recommend using Cartularius from a desktop browser to access the full feature set.

Yes. Cartularius supports multiple languages and follows the language settings defined in your Salesforce profile. If your organization has enabled translations, you’ll see folder names, button labels, and instructions in your preferred language.

If parts of the interface still appear in English, your Salesforce administrator may need to update the language configuration or translation settings. For best results, make sure your Salesforce language setting matches the language you want to use.

Yes. Cartularius supports both standard and custom Salesforce objects. If your organization has enabled Cartularius on a custom object (like a custom project, dossier, or process record), you’ll be able to manage files and folders there just like you would on standard objects such as Accounts or Cases.

If you don’t see the Cartularius interface on a custom object, your Salesforce administrator may need to configure it first.

In Cartularius, file versioning allows you to manage and track changes to documents over time, directly within Salesforce. When you upload a file for the first time, it becomes version 1. If you later update the same document (for example, a revised contract or presentation), you can upload it as a new version of the existing file rather than replacing it.

Each version is stored safely, and you can always go back to view, download, or restore a previous version if needed. This helps teams collaborate more confidently, ensures important information isn’t lost, and maintains a full history of document changes, all without leaving the Salesforce record.

The future of document management with AI is focused on making your daily work easier, faster, and more intelligent. In Cartularius, AI is already being used to enhance file search with smarter, content-based results, even if you don’t remember the exact file name. But that’s just the beginning.

AI will increasingly help by:

• Summarizing large documents so you can understand them faster
• Suggesting where to store or find files based on your activity
• Detecting duplicates or outdated documents automatically
• Enhancing collaboration by highlighting who needs to review a file

As Cartularius evolves, AI-powered features will continue to reduce manual work and improve how you interact with documents in Salesforce, so you can focus more on value-added tasks and less on file management.

AI can significantly speed up how you find documents in Salesforce by going beyond simple file names. In Cartularius, AI enhances the Salesforce Global Search by analyzing the actual content of your files. This means:

• You can find documents using keywords from the text inside the file, even if they’re not in the title.
• AI-generated summaries help match documents to your search intent, not just exact terms.
• The system can surface the most relevant files faster, even in large folder structures.

Instead of clicking through folders, AI helps you locate the right document quickly, saving time and reducing frustration in your daily work.

While Salesforce offers basic file handling, Cartularius extends its capabilities into a full enterprise document management solution. As a user, this means you can benefit from features like structured folder hierarchies, version control, in-browser Office editing, advanced sharing, and document previews, all directly within your Salesforce records.

You don’t need to switch systems or rely on external drives, Cartularius integrates deeply into the Salesforce environment, ensuring documents are organized, secure, and easy to find, even across complex business processes. It brings the familiarity of modern document management to the platform you already work in every day.

Cartularius makes it easy for teams to collaborate on documents directly within Salesforce. If your team uses Word, Excel, or PowerPoint files, you can edit them in your browser using Office for the Web, without needing to download them. Changes are saved automatically, and co-authoring is supported, so multiple team members can work on the same file at the same time.

You can also upload new versions, add descriptions, and use folders to keep everything organized. Since all documents are tied to specific Salesforce records, your team can stay in sync and always work with the latest version in the right context.

Companies manage documents and files in Salesforce using tools like Cartularius, which adds structured, user-friendly document management directly into the Salesforce interface. With Cartularius, each Salesforce record, like an Account, Case, or Opportunity, can have its own folder structure, making it easy to upload, preview, organize, and collaborate on files right where users work.

Files are stored securely, can have multiple versions, and are organized into folders for clarity. Users can also benefit from automated folder creation, search with AI assistance, and version tracking, all without leaving Salesforce. This approach ensures documents stay connected to business processes and are easy to find and manage.

To get the most out of document management in Salesforce with Cartularius, follow these best practices:

• Always upload files to the correct record: Use the Files and Folders component on the relevant Account, Case, or custom object so documents stay tied to their business context.
• Use the folder structure: Organize files into clearly named folders and subfolders to keep things easy to find and consistent across records.
• Upload new versions instead of replacing files: Maintain version history by adding updates as new versions, this makes collaboration safer and more transparent.
• Preview documents when possible: Avoid unnecessary downloads by using built-in preview tools.
• Use metadata wisely: Descriptions, categories, and ownership details help others understand a file’s purpose at a glance.
• Collaborate using Office for the Web: Edit Word, Excel, or PowerPoint files in the browser and co-author in real time without losing context.

By following these practices, you’ll keep documents organized, accessible, and secure, while saving time for your team.

Salesforce Files offers basic file handling, but there are limitations when using it for full document management without enhancements like Cartularius:

• No folder hierarchy by default: Files are attached to records, but there’s no built-in structure to organize them into folders.
• Limited version control: While Salesforce tracks file updates, managing version history is not intuitive for users.
• No advanced collaboration tools: Real-time co-authoring or seamless Office editing isn’t native to standard Salesforce Files.
• Manual organization: Users must manually attach files, often without naming conventions or consistent structure.
• Difficult to manage at scale: Large volumes of documents across records can quickly become disorganized and hard to find.
• Restricted preview support: Not all file types can be previewed natively, making download necessary for some formats.

Cartularius builds on Salesforce Files to address these limitations, offering structured folders, smart versioning, Office integration, and better usability for teams.

The best document management solution for Salesforce depends on your organization’s needs, but for most end users looking for a seamless, structured, and user-friendly experience, Cartularius is a leading choice.

Cartularius is designed to feel native within Salesforce, making it easy for users to:

• Organize documents in folder hierarchies tied to records
• Upload, preview, and manage files without leaving Salesforce
• Edit Office documents online with automatic version control
• Find files faster using AI-powered search and related folders
• Collaborate with colleagues directly inside the Salesforce interface

Unlike basic Salesforce Files, Cartularius offers enterprise-grade capabilities with minimal learning curve. If you’re looking for an intuitive solution that makes working with documents in Salesforce faster and more reliable, Cartularius is built for exactly that.