Customization Fields
Standard Fields:
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- Are predefined in SFDC
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- Cannot be deleted
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- Can be removed from a page layout
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- Can have limited customizations
Customizing Standard Fields
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- Changing Labels: setup | Customize |Tab Names & Labels à Rename Tabs & Labels
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- Adding Help Text: Setup | Customize | Name of Object | Fields | Edit
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- Editing values in Standard Picklist Fields, Setup | Customize | Name of Object | Fields | Name of Field
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- Editing lookup filters: Setup | Customize | Name of Object |Fields |Name of Fields
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- Setting Field History Tracking: Setup | Customize | Name of Object | Fields | Set History tracking
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- Changing Format of Auto-Number Fields: Setup | Customize | Name of Object | Fields | Name of Fields
Custom Fields
Using custom fields:
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- Capture information unique to business processes
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- Create up to 25 long text area custom fields
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- Set the default value for a custom field
Data Loss in Custom Fields when:
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Change the data type of a custom field
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- Deletes: List views, Assignment & Escalation rules
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- Deletes Custom Fields and Undelete a custom field
Creating Custom Fields
Step 1: Choose the Field Type
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- Select data type
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- Data type depends on the data requirement of the custom fields
Step 2: Enter the details
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- Custom field label creates a database of that name
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- Description & Help text help users understand the significance of the field
Step 3: Establish field-level security
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- Assign field-level permissions to profiles
Step 4: Add to Page Layouts
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- Rob can select which page layouts the new field should be added to
Picklist: select values from a predefined list use picklists to:
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- Speed up data entry
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- Maintain data quality by allowing only permissible values
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- Facilitate searching, reporting and filtering
Update existing records fi picklist options are removed
Replace tab should be used if picklist options are changed
Dependent Picklists:
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- Work in conjunction with controlling picklists
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- Make data more accurate & consistent
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- Are indicated by an icon when viewing by a record detail page in edit mode
Things to Know:
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- With dependent picklists, Rob can create multi-level dependencies
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- Supported field types: Standard
Lookup fields can:
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- Link 2 different objects
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- Link an object to itself: setup | Customize | Search | Search Settings
Lookup Filters:
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- Limit the records available in a lookup field
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Can reference:
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- Other fields on the same record
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- Fields on the records of the target object
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- Fields on records directly related to the target object
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- Fields on the user’s record, profile and role
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- Required or optional
Dependent Lookups: Controlling & dependent
Custom Formula Fields:
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- Can be used to build business-specific calculations
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- Are read-only fields
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- Are not visible on edit pages
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- Are supported on standard and custom objects
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- Cannot reference encrypted description, or custom long text area fields
Defining a Formula: Define formulas on the simple formula & advanced formula tab
Cross-object Formula Fields: use cross-object formula fields to reference fields from parent objects
Page Layout:
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- Controls the display of detail & edit pages
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- Controls page section customizations
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- Allows you to set field properties
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- Can be unique for a specific business scenario
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- Can be assigned to a specific profile
Page Layout Editor: Setup | Customeize | Name of Object | Page Layouts
Assigning a Page Layout to a Profile: user profiles à page layout
Record Type:
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- Define different sets of picklist values for standard & custom picklists
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- Implement custom business processes by associating them to specific page layouts
Record Types can be assigned to users through permission sets
Creating a Record Type:
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Step 1: Specify Details
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- Name
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- Description
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- Enable for profiles
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Step 2: Select Page Layout
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- Select page layout for each profile
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- Edit Picklists: select picklist values
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Record type used for records created through web-to-case: case use default record type of the default case owner
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- Leads use the default record type of the default lead owner
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- Administrators can add the Record Type field to page layouts
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- Users can choose to always use an object’s default record type as set on their profile
Record Types with Business Process:
A business process describes the milestones that a record goes through from the time it si ‘new’ until it is ‘done’.
Using business process:
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- Track sales, support, and lead lifecycles across divisions groups or markets
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- Associate a business with one or more record types
Creating Business Processes:
Steps:
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- Update master picklist
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- Create business process
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- Create record types and associates them with business processes
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- Add record types to profiles
Step 1: Ensure master picklist has all required values
Step 2: Add a description to let users understand the significance of the process
Step 3:
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- Select the existing record type
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- Record type label should be unique
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- Record type is always created for a specific process
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- Description and help text let users understand the intended use of the record type
Step 4: Select a page layout and decide which profiles it should be assigned to
Data Quality: using history tracking to maintain data quality. Setup | customize | Name of Object | Fields | Set History Tracking
For each field, history tracking logs:
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- User making the change
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- Date and time of change
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- Old and new values
History Report
Data Validation
2 types:
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System data validation involves setting simple field properties to ensure valid data entry
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- Required fields
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- Unique fields
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- Custom validation rules allow you to enforce more complex conditions, involving one or more fields, specific to your business process
Note: Custom validation rules are only executed if there are no errors from system validations
System Data Validation: Required & Unique Fields
Custom fields can be marked as required and /or unique at the system level to:
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- Force users to always enter a value
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- Prevent records with duplicate values
Required:
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- Universally required on save
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- Auto-added to add page layouts
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- Cannot be hidden
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- Editable on all profiles (FLS)
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- Not for picklists, text area (long)
Unique:
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- Stops duplicate values on save
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- Existing duplicates cause error
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- Email, number, text fields only
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- Text fields can be treated as case-sensitive
Note: Fields can also be made required through the page layout, but this does not make them universally required
Custom Data Validation: Validation Rules
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Allows sys admin to specify this own business
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- Specific criteria to prevent users saving invalid data in one or more fields
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Contains two components
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- Formula or expression for data evaluation
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- Error message
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Example: Opportunity discounts must not exceed 20%
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- User enters invalid values & tries to save
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- Validation rule uses a Boolean statement to evaluate data
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- If statement is true, save is stopped and custom message displayed
Setup | Customized | Name of Object |Validation Rules
Data Validation Design Methodology: The data validation methodology is a 4-step process, as shown in the flow chart:
Customizing Activities: Tasks and events can be customized just like any other object
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- Custom fields can be created for all activities
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- Tasks and events can have validation rules, records types, and page layouts
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- Edit standard picklists or modify activity settings to enable task and events features such as recurring tasks, group tasks, and more in the activity mode
Setup | Customize | Activities