Hello Trailblazers!
Salesforce is a highly customizable platform that caters to a wide range of business processes and user needs. One essential feature that facilitates this customization is the use of Record Types. Record Types in Salesforce allow you to control picklist values and page layouts, providing a tailored experience for different users or business processes.
Before You Begin
If you are unfamiliar with the Salesforce Record Types and do not know how to create one, check out our beginner’s guide.
This blog will delve into how Record Types work, their benefits, and a step-by-step guide on controlling picklist values and page layouts using Record Types.
In this blog post, we’ll learn:
- What are Record Types in Salesforce?
- Controlling Picklist Values with Record Types
- Controlling Page Layouts with Record Types
- How do you change the Page Layout for a particular profile?
- Test Your Setup
So let’s get started.
What Are Record Types in Salesforce?
In Salesforce, a Record Type is a feature that allows you to offer different business processes, picklist values, and page layouts to different users. They are handy when displaying various information for other types of records within the same object.
For instance, if you have a “Vehicle” object, you might want to show different fields and picklist values for “Cars” and “Motorcycles.”
Controlling Picklist Values with Record Type
Picklist values are options that users can select from a dropdown menu in Salesforce fields. Using Record Types, you can control which picklist values are available for different Record Types, ensuring that users see only relevant options.
1. Create a Salesforce Record Type
In the previous part of this blog, we learned how to create Record Types in Salesforce. We created two record types, “Car” and “Motorcycle,” on the “Vehicle” Object, respectively.
If you’d like to learn more in detail, please follow this link.
2. Customize Picklist Values
To customize the picklist values for the particular record types, follow the below steps…
- Go to the Object.
- Click on “Record Types” and select the record type for which you want to customize the picklist values.
- Select the picklist field you want to customize and click “Edit,” as shown in the figure below.
- Deselect values irrelevant to the Record Type, as shown in the figure below.
- Click Save.
3. Assign Picklist Values
For each Record Type, check the values that should be available and uncheck those that should not. Save your changes.
Controlling Page Layouts with Salesforce Record Type
Page layouts control the organization of fields, related lists, and other components on a record page. Record Types allow you to assign different page layouts to different Record Types, ensuring that users see the most relevant information.
Step-by-Step Guide to Controlling Page Layouts
1. Create Page Layouts
- Navigate to the Object Manager and select the object for which you want to create or modify page layouts. Here, I am selecting the “Vehicle” Object.
- Go to the “Page Layouts” section and click the “New” button to create a new layout.
- Select Existing Page Layout – Vehicle Layout.
- Enter the Page Layout Name – Car Layout, as shown in the figure below.
- Click Save.
- Modify the newly created page layout to meet your requirements.
- Repeat the process for another Page Layout for the Motorcycle record type.
- Enter the page layout name for the Motorcycle layout.
Now, we’ve created two separate page layouts for two record types. You can modify these two layouts according to your requirements.
2. Assign Page Layouts to Record Types
To assign the page layouts to the record types, follow the below steps…
- Click on the “Page Layout Assignment” button in the page layouts section.
- You will see a matrix where you can assign specific page layouts to each Record Type for each profile.
- So here, click on the “Edit Assignment” button.
- First, click on the Car from the record types row.
- Then, select “Car Layout” from the dropdown in the Page Layout to Use.
- Repeat the procedure for the Motorcycle. Click on it and select “Motor Layout” from the dropdown as shown in the figure below.
- Click Save.
So here, you need to map the Record Types to their corresponding page layouts by selecting the appropriate combination.
How Do You Change the Page Layout for a Particular Profile?
Once you select a value from the dropdown menu, it automatically applies to all profiles. However, if you want to change the page layout for one or more specific profiles, you can do so easily:
- Navigate to the Page Layout Assignment section and click the “Edit Assignment” button.
- Select the profile for which you want to change the layout.
- Choose the desired page layout From the “Page Layout to Use” dropdown menu, as shown in the figure below.
Thus, the page layout will be applied to that profile irrespective of the record types. - Click Save.
If you want to change the page layout for a specific profile and record type, you can do so as well:
- Click on the page layout in the desired record type of the specific profile.
- As shown in the figure below, select the desired Page Layout value from the “Page Layout to Use” dropdown menu.
- Click Save.
This way, you can manage the assignment of page layouts.
Test Your Setup for Salesforce Record Types
Once you set up the Picklist Values and Page Layouts, it’s time to test the work done.
- Create test records for each Record Type to ensure that the correct picklist values and page layouts are displayed.
- Log in as different users (if possible) to verify that the correct profiles see the intended layouts and values.
Conclusion
Record Types in Salesforce are a powerful feature that allows for extensive customization of picklist values and page layouts, providing a tailored experience for different users and business processes. Organizations can streamline data entry, improve data management, and enhance user experience by controlling these elements with Record Types.
Happy Reading!
A dream without a plan is just a wish!
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You Can Also Read:
1.Navigating Salesforce Record Types: A Beginner’s Guide
2.Mastering Salesforce Queues: A Step-by-Step Guide – Part 2
3.How to Assign Records to Salesforce Queue: A Complete Guide
4. An Introduction to Salesforce CPQ
5. Revolutionizing Customer Engagement: The Salesforce Einstein Chatbot
