Share and Organize Macros and Quick Text in Folders

Keeping track of lots of macros and quick text can be hard, so we made it easier to organize these time-saving tools into logical groups. When you enable folders for macros and quick text, you also allow your users to share them with other people. Previously, you could only share macros and quick text in Salesforce Classic.

Where: This change applies to Lightning Experience in Professional, Enterprise, Performance, Unlimited, and Developer editions. Folders for macros and quick text aren’t supported in Essentials.

Who: To create a folder for macros or quick text, a user needs Create permission on the object. To share a folder for macros or quick text, a user must be the owner of the folder or have Manage access on the folder. Admins and other users with Modify All permission on the macros or quick text object, can also manage folders.

Why: Folders help spread productivity. Say that a user is a whiz at macros and created a bunch to work with cases about a certain product. That user can share those macros with others using a folder—now all your agents are macro wizards!

Here’s what users can do in the updated browsers. Create items right in the utility or browser (1). Change the view to see all folders or recent items (2). Navigate using the folder path breadcrumbs at the bottom (3).

Screenshot of the macro utility. Screenshot of the quick text browser.

When folders are enabled for macros and quick text, the object home displays a folder view instead of a list view. Users can view all folders, only the ones that they created, or ones that were shared with them (1). To share a folder, use the dropdown menu next to the folder, and click Share (2). Screen shot of the quick text folder home page with callouts.

Users can create up to 3 subfolders in a folder, and subfolders can contain a mix of folders or individual items. However, you can only share the first-level folder, called the root folder. Subfolders can’t be shared.

How: Enable folders for macros and quick text on the Macro Settings and Quick Text Settings pages in Setup. After you enable folders, the macro utility and quick text browser are updated.

Screen shot of the Macro Settings page. Screen shot of the Quick Text Settings page.
Important

Important

Sharing settings on folders override sharing settings on individual items. If you shared macros and quick text in Salesforce Classic, those settings are ignored after this preference is enabled. After enabling this preference, we recommend that you move existing items into folders and share those folders with your users. If an item isn’t in a folder, only the owner, creator, and admin have access. If you decide to disable this preference later, folder sharing is ignored and individual sharing settings apply.

Keep the following in mind when enabling folders.
  • For new orgs, the Folder field is added to the macro and quick text page layouts by default. For orgs created before Winter ’19, add the Folder field to these layouts manually.
  • To create and manage quick text and macros, give your users create, edit, and delete permission on the quick text and macros objects using a permission set or through their profile.
  • We recommend that you don’t use split view for macros and quick. After folders are enabled, split view displays the folder list view, which isn’t optimized for split view.
  • You can use the API to configure and manage your macros and quick text folders, just like you do for reports and dashboards. See the Analytics Folders API Resource Reference.