How to Create Record Types in Salesforce?

Are you looking for a way to customize your Salesforce page and bifurcate business processes? Have you ever heard of Record Types? Record Types are a great way to customize your page, create different business processes and make it more organized, including improved data quality, streamlined processes, and more focused end-user work. 

Record Types let you control which fields are available to users, what page layouts are used, and what business processes are available. Not only that but creating Record Types can help you organize your data and keep things running smoothly. 

Record Types can be a helpful way to improve your Salesforce org, but it’s important to understand when and how to use them to get the most out of this feature. 

In this article, we will discuss how to create Record Types in Salesforce, how to assign Record Types to users and set up page layouts.

What is a Record Type in Salesforce? 

A Record Type in Salesforce is a way to categorize records within an object. For example, you can create separate Record Types for customers, products, or services. Each Record Type can have its page layout, picklist values, and record-level security settings. 

Record Types can help you customize your Salesforce experience by allowing you to tailor the fields, page layouts, and business processes for each type of record. This way, you can have different data sets and processes for different types of records, making it easier to manage and track your data.

Benefits of Using Record Types in Salesforce

Below are some of the benefits of using Record Types in Salesforce.

1. Easier Data Management

Organizing your data into different Record Types can make managing and finding the information you need much easier. Having different Record Types for customers, vendors, and employees can help you keep track of different data sets more effectively. 

Additionally, you can customize the fields for each Record Type to ensure you collect the most relevant information for each group. This can save you time and effort in the long run, making it well worth setting up your record types properly.

2. Improved Data Accuracy

Another benefit of using Record Types is that they can improve the accuracy of your data. When you have different Record Types for different data groups, you can be more selective about the information you collect for each one. 

This ensures that you’re only collecting the most relevant and accurate data for each group, which can save you a lot of time and effort in the long run.

3. Greater Flexibility and Control

Another advantage of using Record Types is that it gives you greater flexibility and control over your data. With different Record Types, you can easily change the fields you’re collecting data for or even add new fields without affecting the other Record Types. 

This allows you to customize your data collection process to suit your needs better and make changes as your needs change easily.

4. Automation

Record Types can also be used to automate processes within Salesforce. Businesses can set up automated processes specific to each type by creating different Record Types. For example, a business may have an automated process that emails customers when they purchase a product. 

By creating a Record Type for customers, the business can easily set up this automated process without manually sending emails each time a customer purchases a product. This saves businesses time and money, as they no longer have to send out emails for each purchase manually.

5. Increased Security

Another benefit of using Record Types is that they can increase the security of your data. When you have different Record Types for different data groups, you can control who has access to each data type.

This allows you to limit the amount of information each person has access to, which can help prevent data breaches. This can also help prevent people from accidentally deleting or modifying data they shouldn’t have access to.

How Can You Create a Record Type in Salesforce?

Let us discuss the steps for creating a Record Type in Salesforce.

Step 1: Identify the Object

The first step in creating a Record Type in Salesforce is to identify the object you want to create the Record Type. This could be an Account, Contact, Lead, Opportunity, or any other object you have created in Salesforce. Once you have identified the object, you can move on to the next step.

Step 2: Understanding the Purpose of Record Types

The second step is to understand the purpose of Record Types. Record Types are used to create different versions of an object, such as Accounts, Contacts, and Opportunities. 

For example, suppose an organization has different types of customers, such as retail and wholesale customers. In that case, they can create two different Record Types for Accounts: one for retail and wholesale customers. 

Each Record Type can then be assigned different page layouts, picklist values, and business processes. This allows users to customize the platform to fit their organization’s needs.

Step 3: Create a Record Type

The third step is to create a Record Type. To do this, navigate Setup -> Customize -> Accounts (Account is chosen for demo) -> Record Types. On this page, you will see a list of all the Record Types created for Accounts. To create a new Record Type, click the “New” button.

Enter the Record Type Name, Label, and Description. The name is the unique identifier for the Record Type and cannot be changed once created. The label is the name that will be displayed to users. The description is optional but can be used to provide additional information about the Record Type.

Step 4: Choose the Record Type Picklist Value

The next step in creating a Record Type in Salesforce is to assign picklist values to the new Record Type. To do this, users must navigate to the Object Manager in Setup and select the object they wish to assign picklist values. 

Once the object is selected, users must click on the “Picklist Values” tab and then select the picklist values they want to assign to the new Record Type. Users can then select the new Record Type from the drop-down menu and click “Save” to assign the picklist values to the new Record Type.

Step 5: Assign Page Layouts to Record Type

The next step in creating a Record Type in Salesforce is to assign page layouts to the new Record Type. To do this, users must navigate to the Object Manager in Setup and select the object they wish to assign page layouts. 

Once the object is selected, users must click on the “Page Layouts” tab and select the layout they want to assign to the new Record Type. Users can choose the new Record Type from the drop-down menu and click “Save” to assign the page layout to the new Record Type.

6. Assigning Business Processes

Assigning business processes to the new Record Type is the sixth step in creating a Record Type in Salesforce. Users can do this by going to Setup’s Object Manager and selecting the object they want to link to business processes. 

After an object has been picked, the “Business Processes” tab can be accessed to assign specific workflows to the new Record Type. After users have selected the new Record Type from the drop-down menu, they can click “Save” to associate the business processes with the new Record Type.

7. Testing The New Record Type

After completing all of the steps above, it is important to test the new Record Type to ensure it is functioning properly. To do this, users should create a new record using the new Record Type and make sure that all picklist values, page layouts, and business processes are working as intended. 

Users must make necessary changes before deploying the new Record Type if any errors are found.

8. Editing Record Types

After a Record Type has been created, it is possible to edit most aspects of it by going to Setup-> Customize -> Accounts-> Record Types. After selecting the desired Record Type, the “Edit” button can be clicked to change the Record Type Name, Description, and Picklist Value Assignment. If it is necessary to change the Record Type’s picklist values, this can be done by going to the object’s “Picklist Values” tab in Setup. 

To change a Record Type’s page layout assignments, the “Page Layouts” tab must be accessed from the object’s setup page. Lastly, business processes linked to a Record Type can be changed by going to the object’s “Business Processes” tab in Setup. 

9. Deleting Record Types

If a record type is no longer needed, it can be deleted from Salesforce. To do this, users must log into their Salesforce account and navigate the Setup page. From there, they can select the “Objects” tab and then select the object they want to delete the record type for. 

Once the object is selected, users can click on the “Record Types” tab and then select the record type they want to delete. From there, users can confirm that they want to delete the record type, and then it will be removed from Salesforce.

Tips or Tricks for Working with Record Types in Salesforce

Record types are essential to Salesforce and can be helpful for various things. These tips will make your work with Record Types easier! Let us review the tips or tricks for working with Record Types in Salesforce.

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1) Understand the Needs of Your Business:

Record Types can be used for various purposes, so it’s essential to understand your business needs before creating Record Types. Otherwise, you might create a Record Type that isn’t useful for anything!

2) Get Familiar with the Different Record Type Options:

There are a few different ways to create Record Types, so it’s essential to familiarize yourself with the options and choose the one that makes the most sense for your business.

3) Pay Attention to the Details:

When creating a Record Type, it’s important to pay attention to the details. Ensure you understand all the available fields and options and choose the ones that are right for your business.

4) Test Your Record Types Before You Deploy Them:

Before making them live, test them out to ensure they function correctly. Create a few records using the new Record Type and ensure everything works as intended.

5) Be Prepared to Make Changes:

Even after you’ve deployed your Record Types, you might need to make changes. Be prepared to edit and update your Record Types as required to ensure they’re consistently meeting the needs of your business.

Summing Up

In conclusion, creating a Record Type in Salesforce is a great way to do so if you want to personalize your data and make it easier to manage. You can save time and effort when seeking out specific information and maintain a more streamlined and smoother arrangement of your data. Creating a Record Type in Salesforce is a breeze if you adhere to the steps outlined in this article. 

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Frequently Asked Questions (FAQs)

1. When to use record types in Salesforce?

• Record Types in Salesforce serve to personalize your Salesforce page and segregate various business operations.
•  They enable you to manage the accessibility of fields to users, determine the page layouts in use, and specify available business procedures. 
• Record Types are instrumental in organizing your data, simplifying processes, and directing end-user tasks. 

2. How to create picklist values for record types in Salesforce?

To assign picklist values to a new Record Type in Salesforce, execute the steps below:

• Navigate to the Object Manager in the Setup area.
• Locate and choose the object to which you intend to assign picklist values.
• Move to the “Picklist Values” segment.
• Find and select the picklist values you want to link to the new Record Type.
• Use the drop-down menu to select the new Record Type.
• Click “Save” to confirm the linkage of the picklist values to the new Record Type.

3. How to assign page layouts to record types in Salesforce?

 To assign page layouts to a new Record Type in Salesforce, follow these steps:

• Access the Object Manager in Setup.
• Choose the object to which you want to assign page layouts.
• Proceed to the “Page Layouts” section.
• Identify and select the layout to be assigned to the new Record Type.
• From the drop-down menu, select the new Record Type.
• Click “Save” to finalize the assignment of the page layout to the new Record Type.

4. How to make record types available to users in Salesforce?

• Navigate to the profile of the individual user or user group.
• Within “Record Type Settings”, locate the object for which the Record Type was formulated.
• Ensure the new Record Type is marked as “Available” for that particular profile.
• Save the modifications.

5. How to delete record types in Salesforce?

To remove a record type in Salesforce, adhere to the following procedure:

• Sign into your Salesforce account and proceed to the Setup page.
• Navigate to the “Objects” section.
• Choose the object from which you want to eliminate the record type.
• Go to the “Record Types” section.
• Identify and select the record type you wish to remove.
• Confirm your intention to delete the record type, and it will be expunged from Salesforce.