10 Salesforce Record Types Best Practices

Salesforce record types are a powerful tool that can be used to segment data and customize business processes. However, they can also be complex and difficult to manage. In this article, we will discuss 10 best practices for working with Salesforce record types. By following these best practices, you can simplify your record types and make them easier to manage.

1. Use Record Types to Control Page Layouts

The Page Layout is the way a user views and interacts with data on a Salesforce record. By using Record Types, you can control which fields are visible and required on a page layout for different users. This is important because it allows you to tailor the page layout to the needs of different users, making data entry and retrieval more efficient.

For example, you may have a page layout for sales reps that includes all of the fields they need to enter data, but you may want to hide some of those fields from customer service reps who don’t need to see them. By using Record Types, you can easily control which fields are visible on a page layout for each type of user.

This is just one example of how using Record Types can help you better manage your data in Salesforce. When used correctly, Record Types can be a powerful tool for tailoring Salesforce to the needs of your organization.

2. Use Record Types to Control Picklist Values

If you have a custom field on the Opportunity object that is used to track the type of product being sold, you might want to have different picklist values for each Record Type. For example, if you have an “Enterprise” Record Type, the picklist values for the custom field might be “Enterprise License” and “Enterprise Maintenance Agreement”. However, for the “Small Business” Record Type, the picklist values might be “Small Business License” and “Small Business Maintenance Agreement”.

This is important because it allows you to ensure that users are only seeing the picklist values that are relevant to the Record Type they are working with. This can help reduce errors and make data entry more efficient.

3. Use Record Types to Control Business Processes

If you have different business processes for different types of records, then using Record Types allows you to easily control which process is used for each type of record. For example, if you have a different process for handling sales leads and customer support cases, then you can use Record Types to ensure that the correct process is used for each type of record.

This is especially important if you have multiple users who need to be able to access and edit records of different types. Using Record Types ensures that each user only sees and has access to the records that they need to see and work with, which makes it much easier to manage permissions and keep everyone on the same page.

4. Use Record Types to Control Validation Rules

If you have a validation rule that’s only applicable to certain users, you can use record types to restrict who has access to that validation rule. For example, let’s say you have a validation rule that says the account name must be unique. However, there are some users who should be able to create duplicate accounts. In this case, you would create two record types – one for users who need to be able to create duplicate accounts, and one for users who should not be able to create duplicate accounts. Then, you would create a validation rule that is only active for the record type where duplicate accounts are not allowed. This way, you can control who has access to the validation rule, and you don’t have to worry about users bypassing the validation rule.

5. Use Record Types to Control Sharing Settings

If you have different teams using Salesforce, each with their own specific needs and requirements, then you’ll need to be able to control what data they can see and edit. That’s where Record Types come in.

You can use Record Types to create different sharing settings for each team. For example, you could give the sales team read-only access to certain records, while giving the marketing team edit access. This way, you can make sure that everyone has the information they need, while still keeping your data safe and secure.

6. Use Record Types to Simplify Your User Interface

If you have a complex user interface with too many fields, it can be overwhelming for users. This is especially true if you have different types of users who need to see different data. Record types can help you simplify your user interface by hiding fields that aren’t relevant to the user’s needs.

For example, let’s say you have a custom object called “Projects.” You might have two record types for Projects: one for internal projects and one for customer projects. The internal project record type would have fields for things like budget and internal deadlines, while the customer project record type would have fields for things like customer contact information and delivery date.

By using record types, you can ensure that users only see the fields that are relevant to them, which makes for a much simpler and more user-friendly interface.

7. Use Record Types to Help You Manage Data Quality

Salesforce Record Types allow you to control which fields are visible and required for each record type. This is extremely important for data quality, because it allows you to ensure that only the data that you need is being entered into Salesforce.

For example, let’s say you have a custom object called “Projects” and you want to track different types of projects separately. You could create a record type for each project type, and then make sure that only the relevant fields are visible and required for each record type. This would help to ensure that only accurate and complete data is being entered into Salesforce.

It’s also important to note that you can’t change the data type of a field after it has been created, so it’s important to choose the correct data type when creating new fields. For example, if you want to store a date in a field, you should create the field as a Date data type, rather than a Text data type.

8. Use Record Types to Support Multiple Currencies

If you have a global organization that uses multiple currencies, you’ll want to make sure that your Salesforce data is accurate. One way to do this is by using Record Types.

Record Types allow you to create different views of your data, so you can see the information in the currency that you need. For example, you could have a Record Type for USD, EUR, and GBP.

This is a great way to ensure that your data is accurate, and it also makes it easier to report on.

9. Use Record Types to Support Different Languages

If you have a global organization, you likely have users who speak different languages. While Salesforce does support multiple languages, there are some fields that are only available in English. This can be a problem if your users don’t speak English.

To solve this problem, you can create a Record Type for each language. This way, you can have all of the fields in each language and your users can select the Record Type that corresponds to their language.

Not only does this make it easier for your users, but it also makes it easier for you to manage your data. You can easily see which fields are available in each language and you don’t have to worry about translating data from one language to another.

10. Use Record Types to Control Field Level Security

If you have a field that is only relevant to certain users, you don’t want everyone in your org to be able to see or edit it. That’s where Record Types come in. You can use Record Types to control which fields are visible and editable for each user.

To do this, go to Setup > Customize > User Interface > Field Accessibility. From here, you can select the object you want to manage field level security for, and then select the record type. Finally, you can choose which fields should be visible and editable for that record type.