Salesforce Recordtypes Cheatsheet
DOWNLOAD
First things first !
To download this implementation guide, click the download button below.
If you need more information about the implementation guide, you can read the Table of Contents below.
TIPS AND HINTS FOR RECORD TYPES
Summary
Record types enable you to
customize your users
experiences depending on
their needs You can use
record types to offer different
business processes picklist
values and page layouts to
different users based on
their profiles
Tips Hints for Record Types
Heres an example of how record types can work in your org Lets say you have two sales divisions
hardware and consulting and only your consulting division receives leads through seminars You can
choose to display the Seminar contact lead source for the consulting division only
Step Manage master picklists
Define a list of contact Lead Source picklist values that contains all of the values used by both
the Hardware and Consulting divisions including Seminar
Step Create record types
Create two contact record types one called Hardware and another called Consulting This step includes
adding master picklist values to the record types
Step Add record types to profiles
Add the Hardware record type to the profiles for all users in the hardware sales division Add the
Consulting record type to the profiles of all users in the consulting sales division
Step Set personal options for record types
Allow users of both the hardware and consulting sales divisions to bypass the prompt that asks them
to select a record type when creating a new contact If you have users that create contact records for
both sales divisions they can customize their personal settings to always prompt them to select a
record type
Tip Renaming a record type doesnt change the list of values included in it
Managing Master Picklists
Before creating record types include all of the possible record type values in your master list of picklists
The master picklist is a complete list of picklist values that can be used in any record type
From the management settings for the appropriate object go to the fields area
Click Edit next to the appropriate picklist Alternatively click New to create a custom picklist
Add any new picklist values to be included in any record type
Click Save
Note The master picklist is independent of all record types and business processes If you add a
picklist value to the master picklist you must manually include the new value in the appropriate
record types If you remove a picklist value from the master it is no longer available when creating
new records but records assigned to that value are unchanged
Creating Record Types
Users with the Customize Application permission can create record types Before you begin decide how
you would like to categorize the picklist values within each tab
Last updated July
Tips and Hints for Record Types
Adding Record Types to Profiles
From the management settings for the appropriate object go to Record Types
Click New
Choose Master from the Existing Record Type dropdown list to copy all available picklist
values or choose an existing record type to clone its picklist values
Note When you create a new record type without cloning an existing one the new record
type automatically includes the master picklist values for both standard and custom picklists
You can then customize the picklist values for the record type
Enter a Record Type Label thats unique within the object
Enter a Record Type Name The Record Type Name refers to the component when using the
Web services API and prevents naming conflicts on package installation in managed packages
For opportunity case lead and solution record types select a business process to associate with the
record type
Enter a description
Select Active to activate the record type
Select Enable for Profile next to a profile to make the record type available to users with
that profile Select the checkbox in the header row to enable it for all profiles
Tip If each profile is associated with a single record type users will never be prompted to select
a record type when creating new records
For enabled profiles select Make Default to make it the default record type for users of that
profile Select the checkbox in the header row to make it the default for all profiles
Click Next
Choose a page layout option to determine what page layout displays for records with this record type
To apply a single page layout for all profiles select Apply one layout to all
profiles and choose the page layout from the dropdown list
To apply different page layouts based on user profiles select Apply a different layout
for each profile and choose a page layout for each profile
Click Save to edit the values of the standard and custom picklists available for the record type or click
Save and New to create another record type
Note When you create a new record type without cloning an existing one the new record type
automatically includes the master picklist values for both standard and custom picklists You can
then customize the picklist values for the record type
Adding Record Types to Profiles
A profile can be associated with one or more record types For example a user who creates marketing
campaigns for both hardware and consulting divisions can have both Hardware and Consulting record
types available when creating a new campaign record Assign record types to profiles when creating the
record type or via the profile
Tip
When more than one record type is available choose a default
Tips and Hints for Record Types
Setting Personal Options for Record Types
The default record type for a profile is indicated in parenthesis
If each profile is associated with a single record type users will never be prompted to select a
record type when creating new records
Setting Personal Options for Record Types
Users can set an option to automatically use their default record type when creating new records or they
can be prompted for a record type every time they create a new record
In the users personal settings area click Record Type Selection
Check the appropriate box 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
When users convert clone or create records the following special considerations apply
When a user converts a lead the new account contact and opportunity records automatically use
the default record type for the owner of the new records
When a user clones a record the new record has the record type of the cloned record If the record
type of the cloned record isnt available in the users profile the new record adopts the users default
record type
When a user creates a new case or lead and applies assignment rules the new record can keep the
creators default record type or take the record type of the assignee depending on the case and lead
settings specified by the administrator
Tip Need help getting started Go to wwwsalesforcecomgettingstarted to access live webinars
videos set up series and more
