Salesforce Busprocess Cheatsheet
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USING MULTIPLE BUSINESS PROCESSES
Summary
Use multiple business
processes to manage
different sales lead support
and solution processes
Categorize your opportunity stage lead status case status and solution status picklist values into lists
called Sales Processes Lead Processes Support Processes or Solution Processes Then associate each
business process with one or more record types and make that record type available to users based on
their profile
For example your company may have three sales divisions hardware software and consulting The
hardware and software divisions follow a step sales process they call Miller Heiman But consulting
follows an step sales process they call Strategic Selling so users of that division never use
the Prospecting or Perception Analysis stages during the sales cycle To manage these
different sales processes create two sales processes and include the Prospecting and Perception
Analysis stages in only one of them To set this up the administrator can do the following
Manage master picklists
Define the complete list of opportunity Stage picklist values that you plan to use across the hardware
software and consulting divisions
Create sales processes
Create two sales processes Miller Heiman and Strategic Selling Include the
Prospecting and Perception Analysis stage values in the sales process Miller
Heiman but exclude them from the sales process Strategic Selling
Create record types and associate them with business processes
Create three record types Hardware Software and Consulting Associate both the
Hardware and Software record types with the Miller Heiman sales process Associate
the Consulting record type with the Strategic Selling sales process
Add record types to profiles
Add the Hardware record type to the profiles of all users in your hardware sales division Add the
Software record type to the profiles of all users in your software sales division Finally add the
Consulting record type to profiles of all users in your consulting sales division If your hardware
sales division cross sells software and consulting add the Software and Consulting record
types to the user profile for hardware sales users
Managing Master Picklists
Your master picklists are complete lists of the available values shared across record types including sales
support and lead processes
From the object management settings for opportunities leads cases or solutions go to the fields
area
Click Edit next to the picklist that you want to customize
Customize the list of values for use across all your business processes
Last updated March
Using Multiple Business Processes
Creating Business Processes
Creating Business Processes
Tips for Business
Processes
If you add a picklist value
to the master picklist you
must also manually add
the new value in any
desired business
processes
If you remove a value
from the master picklist
that is included in a
business process it is no
longer a picklist option
for new records in that
business process
However existing
records assigned to the
deleted value still display
that value
Administrators and users with the Customize Salesforce permission can create sales processes for
opportunity records lead processes for leads support processes for cases and solution processes for
solutions Before you begin decide how you would like to categorize the picklist values for the opportunity
stage lead status case status and solution status picklists
From Setup enter Processes in the Quick Find box then select Sales Processes Lead
Processes Support Processes or Solution Processes
Click New
Enter a name and description for the new process
Optionally choose an existing business process to copy the picklist values
Click Save
Choose a value from the Available Values list and add it to the Selected Values list to include that value
in the new process Users can choose from the list of selected values when creating and editing records
For a lead support or solution process select a default value
Click Save
Associate the business process with a record type
Using Multiple Business Processes
Creating Record Types
Creating Record Types
Tips for Record Types
When you create a
record type it
automatically includes
the master picklist values
for both standard and
custom picklists You can
customize the picklist
values for the record
type but you are not
required to do so
A record type allows you to define different sets of picklist values for both standard and custom picklists
Your business process wont be available to users until you associate it with a record type and add the
record type to user profiles
Associate your new sales process with an opportunity record type
Associate your new lead process with a lead record type
Associate your new support process with a case record type
Associate your new solution process with a solution record type
From the object management settings for opportunities leads cases or solutions go to Record Types
Click New
If you add a picklist value
to the master picklist you
must also manually
include the new value in
any record type picklists
Select an existing record type if you would like the new record type to adopt the picklist values included
in the existing record type
If you remove a value
from the master picklist
that is included in a
record type it is no
longer a picklist option
for new records of that
record type However
existing records
assigned to the deleted
value still display that
value
Check Active to activate the new record type
You can rename a
record type without
affecting its picklist
values or the records
assigned to it
Enter a name description and select a sales lead support or solution process to associate that business
process with the new record type
Check the Enable for Profile column for profiles that should have access to the record
type Also check the Make Default column to make the new record type the default for any
enabled profile
Click Next
Select a page layout to use when displaying records of this record type
Click Save
The page displays the custom and standard picklists available for the selected tab Any changes you
make to the picklist values only apply to the record type listed in the title of this page
Click Edit next to any picklist to customize the values included in the new record type
Choose a value from the Available Values list and add it to the Selected Values list to include that value
in the selected record type Users will be able to choose from the list of selected values when creating
and editing records of this record type
Select a default value for the picklist in this record type
Click Save
Using Multiple Business Processes
Setting Personal Options for Record Types
Setting Personal Options for Record Types
Tips for Profiles
When more than one
record type is available
you must choose a
default
The default record type
for a profile is indicated
in parenthesis
If each profile is
associated with a single
record type then users
will never be prompted
to select a record type
when creating new
records
Notify your users that they can set a personal option to automatically select the default record type on
their user profile Likewise users can set this option to prompt them for a record type every time they
create a new record For example users that create opportunities for hardware software and consulting
divisions can customize their personal settings to prompt them for a record type when creating new
opportunities
From your personal settings enter Record Type in the Quick Find box then select Set
Default Record Types or Record Type Selectionwhichever one appears
Check the appropriate box if you would like to automatically use the default record type when creating
a new record of that type All unchecked boxes in this list indicate that you prefer to select a record
type
Click Save
