Salesforce record types are a tool that helps businesses collect data in a way that makes sense for different types of records. They control what fields and page layouts users see, making sure the right data is captured for each type of record. Whether you're working with leads, accounts, or opportunities, record types help keep everything organized and running smoothly.
This guide will explain what Salesforce record types are, how they work, and how they can benefit your business.
What Are Record Types in Salesforce?
Record types allow you to organize different categories of records within the same group. For example, in the Lead object, you could have different types of leads - retail and real estate investment (REI) leads - each requiring different fields and layouts. Record types ensure that the right data is collected for each type of lead, account, or opportunity.
Here’s how record types work for different Salesforce objects:
Leads: Retail leads vs. REI leads
Accounts: Business accounts vs. personal accounts
Opportunities: Retail buyers vs. retail sellers
Key Features of Salesforce Record Types
1. Page Layouts and Field Customization
Record types let you control which fields and page layouts users see, depending on the type of record. For example, a retail lead might need different information than an REI lead, so Salesforce can display only the relevant fields for each type of lead.
Tip: Only use record types when you really need different fields or layouts. Too many record types can make things complicated.
2. Profiles and Permissions
Record types work with user profiles and permissions to control which types of records users can see. For example, some users might only work with retail leads, while others focus on REI leads. You can set up record types for different profiles, so users only see the records they need.
Tip: Use record types for the minimum number of profiles needed to avoid making things too complex.
3. Picklist Values
Record types also let you customize the picklist values (dropdown menus) for each type of record. For instance, in a retail lead record, you might use options like “First-time buyer” or “Home seller,” while an REI lead might use options like “Investor” or “Land buyer.”
Example: In REI leads, you can remove options that don’t apply, like “Title Issues” or “Inherited Property”.
4. Default Record Type
When creating a new record, Salesforce can automatically assign a default record type based on the user’s profile. For example, if most of your leads are REI-related, you can set the REI lead type as the default for relevant users.
Tip: This saves time and makes it easier to create new records.
When Should You Use Record Types?
Record types are helpful when you need to organize data in different ways. Here are some common examples:
B2B vs. B2C Sales: For B2B (business-to-business) sales, use a business account record type. For B2C (business-to-consumer) sales, use a person account record type.
Lead Segmentation: You can use record types to separate leads based on the source. For example, an REI lead might need different fields than a retail lead.
Opportunity Management: If you handle different types of transactions, like retail buyers and sellers, record types can help you keep everything organized and make sure your sales team sees only what’s relevant to them.
Admin Tips for Managing Record Types
As an admin, setting up record types involves working with object settings, profiles, and page layouts. Here’s how to manage them effectively:
1. Set Up Record Types for Each Object
Record types are specific to each object (like Leads, Accounts, or Opportunities). Set them up by going to the object manager and creating a new record type.
Tip: Use the gear icon and select “Edit Object” to quickly navigate to the object manager.
2. Link Record Types to Profiles
Once you've created record types, link them to user profiles. This will ensure that users only see the fields and records they need.
Best Practice: Only add record types to profiles that need them to keep things organized.
3. Customize Picklist Values
You can customize picklist values (dropdown options) for each record type. For example, in the Opportunity object, you might have different values for a retail buyer vs. a retail seller. These values can be updated in the record type settings.
4. Deactivate Record Types
If a record type is no longer needed, you can deactivate it. Just make sure to remove it from profiles and reassign existing records before deactivating.
Conclusion
Salesforce record types are a powerful tool for businesses that need to manage different types of data within the same object. By controlling page layouts, fields, and picklist values, record types help keep everything organized and ensure that only the relevant data is captured. Whether you’re managing leads, accounts, or opportunities, record types can make your workflow more efficient.
For more training on record types, check out Salesforce’s Trailhead modules or reach out to our support team.
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