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My First App

9. Page Layout Customization

Now we're on to page layout customization. So up until now, we've just been chucking the fields onto the page layout. We haven't been laying it out in a nice way for our users, and it's got a bit weird. And this is where page layouts come in. So page layouts allow you to display your fields in an organised way and also create multiple page layouts and assign them to different groups of users so they see the fields that are important to them and not to others. But we're just going to go through just the page layout customization here. And then when we come to the record types, that's when I'll get into all the customization of permissions around who sees what page layouts. So there are a couple of different ways to edit a page out. Now, if we dive into the object here, this is our invoices object. And if you come down here, we have our page layout. So you could click Edit here to edit our page layout. Or if you're on the invoice record, you can click the Edit Layout button. So when you click this, the page kind of jumps down a little bit. You can't have to scroll up a bit to kind of get it back again. But essentially, you've got this kind of little list here, which lists all the different page layouts. So far, we've only got the one-page layout, and we have this box that allows us to select fields, as well as buttons, quick buttons. We have related lists, and it'll jump down to the related lists, and then we've got a kind of report chart as well. So if we go for the fields first, So under here we have basically our page layout, and we can drag things around and edit them and move them around. So at the moment we've got all our fields in one column, which kind of doesn't make a whole lot of sense. and we've got some fields that maybe should be further up. So if you want to move fields around, what you have to do is kind of click and drag them up. So I'm going to drag the account and the contact up there because I think they're quite important. And then we will also see that you've got these kinds of little symbols on the side. Now things like a lock are basically saying that this field is read-only and can't be edited. Then you're a required field, always on the layout. Now, these are here because this is a master detail relationship, and as we know, in master detail relationships, you must have that field filled out at times, so it's automatically required, and also, it's always on the layout, so you can't get rid of the invoice date. I think we're going to move over there. Status, we're moving over there, and our status is also descending. So I'm going to move that over there as well. We've got billing countries as well. Let's move that over there. But maybe we need some spacing around here. So this is where you can start using this section and the blank space feature. So if I drag this blank space, I can put that in between those two. So that's looking good. So I'm just going to click here, and I'm going to preview it as if I scroll down here. I'm going to preview it as a system administrator. So click that, and there we go. This is what it looks like to them, or something like this, anyway. So you can see, we move the fields around. Yeah, that's looking nice. We found the related lists there. Okay, all is looking good. So I want to print a section. So let's drag down a section. I'm going to prompt it there. And now you've got a choice ofyou basically give the section a title. So I'm going to call this Notes and say where it's going to be displayed on.So, is it only on the detail page when people are viewing the records, or is it also on the edit page? Also, if you want one or two columns, you can see that this one is currently in two columns if I scroll up a little bit. So I'm going to put it in one column. Also, if there are two columns, you can choose which order to tab through the fields in. So left, right, left, right across the field, or all the way down, up to the top, and all the way down again. But as it's one column, you won't need that. So I'm going to click OK on that, and I'm going to drag this Notes field down to there. So it basically gets the full width of the screen. So if I click save, that's pretty good. So now when I open my notes, it's really big and looks great. Cool, save that. And also, we've laid out our fields in a nicer way, so that's looking good. So I'm going to go back into the editing layout. There's another thing I want to change in here, and that is this invoice product, because it's right at the bottom, and that's quite an important related list. So I'm going to drag that up to that, which is good. Oh, and the other thing I would like to tell you just on the field is if you press this little cog, it will roll over one of the fields—actually, not that one, let's do that one. Let's do the cog. You basically get the option of setting it to "read only" or "required." But this is only valid for this page layout. If you add the field to a different page layout, users may not be able to have the field marked as required. So when we set "required" on the field level before, that will be for everybody. But on the page layout, we can selectively decide who has this field required or not, but I'm going to leave that there. And also, if you want to get rid of a field, all you do is just drag it off. So we're not using substatus; we drag it off, and it's not there anymore. One thing you should be aware of, though, is that if you remove the field from the page layout, it doesn't mean the user can't access that field anymore. It's not on the page layout, so they won't see it, but they can still access it through reports, list views, other parts of Salesforce, or you can just drag it back on again and there it is. So we dragged this up. Now, there is a problem with this field, and that is missing columns. You know, when we were looking at the invoice lines or the invoice and looking at the lines, it just had the ID, which isn't great. I want to get all the other fields across as well on here, so I'm going to edit the page layout, and I'm just going to scroll down and press the cog here, and I'm going to pull out the quantity, the product name, the unit price, and somewhere on here is the total. Now you can have up to up to tenfields across anymore and it starts to complain. So if I start putting all these on, if I select all those and go across the maximum of ten, I've hit the limit, so I'm just going to have those on. Then we have the sort by, so I'm going to sort by the total price, and I'm going to have it descending, and then we can add buttons as well. But at the moment we've only got the new button on there, so click OK, then I click Save, and as you can see, that looks a lot better. We've got the quantity, the product name, the unit price, and it's ordered by the total as well. We can create, and yes, that looks a lot nicer. Now the only other thing is that I want to take these off the bottom because I don't actually want notes and attachments on there, so I'm just going to press that little minus, and it disappears. Now, this section up here is really all about the mobile configuration highlights panel, which is really for the service cloud, which will go into it later on. But apart from that, I think that's really all you need to know about page layouts. The only other thing is maybe the layout properties, so changing the name of the page layout, but really, I don't think you need much more knowledge than that for the exam.

10. Field Histories

This is probably going to be the shortest video of the lot. It's about field histories, which is quite a cool little feature in SalesForce. So if we're looking at an invoice, if we dive into the fields, on the invoice you'll see this little button saying "Set field history tracking." Now if we click this button, it allows us to basically start tracking fields and, when they change, you can see I've already ticked the status field, but we can basically check anything we like. So we can basically cover up to 20 different fields. So I'm going to take the invoice date and status. So I'm going to select that and go back to my invoice. Now, if I edit the page layout, I need to put the histories here on the page layout. So if we scroll down to related lists and now I can pull up the invoicehistory field, I'm going to put that there. Actually, I'll put it down. Let's put it at the bottom. That's it. and I'm going to hit save. And now you can see that my field history is just saying, Hey, this record was created on this date. But if I now change draught to invoice and click OK, and then save and scroll down again, it's now giving a timestamp and saying that I changed the status from draught to invoice. So it's an interesting way to track histories and see when things change on the record. And because I've done it with a date as well, I can do the same. Save that date; scroll down again; the date has changed. And yes, if you are a local, then obviously the dates are going to be the other way around. But yeah, and that is essentially it easy.So you can actually track field changes in chat as well. But this is actually the original way of doing field history tracking in SalesForce.

11. Record Types Part 1

For example, an employee contact record, a student contact record, or a user who contacts but isn't a student but is interested in hardware sales. So, if you also do sales, the information you want to display when you're creating that record would be different in each case, as well as possibly laid out differently, because more student fields may have fields that you need to fill out first, rather than others that you want to hide further down, and so on. Another advantage of record types is that you can ask the user to select pick list values that are only relevant for that record type based on the record that is being created. So for example, say we had a picklist that had ten different values, but for the employee only five were relevant. However, different five were relevant to the student. Well, we can basically allow those pick list values to be filtered based on that record and the type of record being created. Now, that might sound like a lot of information all at one go.So it's best to basically show you how it works. I'm going to dive into my salesforce.org now that I'm here on the contacts objects. So if I create a new record on here rather than going straight through to that one-page layout that we've been doing up to now, it's basically asking me a question. It asks, "Do you want to create an employee or a student record?" And you can see at the bottom we've got a little description to say what the record types are, and the reason these two are coming up is because of the profile or a permission set assigned to that user. So in this case, I have had these two record types assigned to my profile or permission set, which is basically saying this user is allowed to create or edit records of this record type. So I'm going to use the employee and click Continue. And now I can basically show, rather than showing the same page layout again and again, that I can actually pick a different page layout for that employee record type and also for the profile that initiated the creation of the record. And if I go back to create a record for the student, I can assign a different page layout with a whole load of other fields on it. OK, to make this a little bit easier, I'm just going to draw out what we're going to be doing. So say, for example, that we have a group of users, which we're going to call standard users, and we have another group of users that could potentially be our group of HR department users. Group these users primarily by profiles, but also by permission sets. So for this example, just kind of keep an eye on it and just think of profiles for now. So, when our standard user creates a record on our contact object, we want to give them the option of which record type they want to create, which in our example would be students or could also be employee. And these are our record types for the contact object. So record types are created on an object within Salesforce. So the standard user comes to create that contact record, and they are given the choice of student or employee because they've been assigned the student and employee contact record types on their profile. So they say pick the student record type; this then redirects them to a page layout, and for all sets of students, we're going to call it the student page layout. Now on that page layout, there will be the fields in the right order and the fields relevant to that student record. And potentially, we've also got several pick lists there with different values that are being filtered specifically for that student record time. Also salesforce will stamp a value in a fieldcalled record type on that record to say it'sa student record and that's essentially it. So every time a standard user creates and edits a contact record where the record type is "students," they will be shown the student page left. Okay, so now say the standard user creates another contact record, but in this case they choose the employee record type. Salesforce then checks in their standard user profile to see what that record type is and which page layout is assigned to it, and finds out that it's assigned to the employee page left. So again, the user creates the record and potentially has different fields on there and different pick list fields with different values in them that are filtered specifically for the employee record type. And again, salesforce will stamp the name of the record type on that record, which in this case will be employee. Okay, so now an HR user comes along. Now that the HR user has their profile, in their profile they've also got the student and employee record types assigned to them. But in this case, their employee page layout is not going to the custom employee page layout; it's actually going to go to a different page loud.So when the user goes to create a record on our contact object using the employee record type, they actually go over. They actually go to a different lab page called "HR Employee," and this again can have fields on it in a different order, but potentially they have a lot more different fields. Maybe access to a lot more pick list values or a lot more information is what they want to be.That's what they're going to be using. Again, Salesforce will have a field called "record type" and it will stamp it with the record type name, which is "employee." So not employee HR, because employee HR or HR employee is the page layout name and not the record type name. Okay. So now let's get started creating these record types and page layouts and kind of glueing them all together, giving permissions to those users that we want to display the different record types. So first off, let's have a look at how Salesforce is set up for displaying record types at the moment. So I'm currently on my contact object. I'm going to open my left hand now and select View record types. So if you click on there, you'll see that there aren't any record types actually setup on the contact object at the moment. So it's completely black. But if we go through to the profile of one of my users, we open up their profiles here and pop down to them. Now let's open this up in a new window, and I'll scroll down to the system administrator profile. And this is the system administrator profile that I'm assigned to. And obviously, remember that the users can only be assigned to one profile at a time. And I can click this button assigned to users to see—just check that it's me that's assigned to it. Yes. Here I am. So that's all good, but I want to have a look at the settings for the contact object. So I'm going to type in "Contact" here, and this basically holds all the security and settings for the contact object. And you can see here near the top that we've got record types and page layout assignments for the contact object in the system administrator profile. And you can see here that we do have a record type called Master. And this is because Salesforce creates this hidden recordtype on all objects, which you can't see in the list we were looking at earlier, and already assigns a page layout to all profiles. So if there are multiple page layouts already on contact, which we saw when we kind of went back here, we go back to this, the contact object, and click the edit layout that we've been doing before. You can see that there are multiple layouts already here, but Salesforce needs to know which one to use when we're creating and editing records, and that's what is driven by the profile. And as you can see, the record type and the page layout assignment are the contact layout. So Salesforce knows every time I create and edit a record, I use the contact layout, and you see it's assigned to me and it's my default record type. Now we can edit this page, and you'll see that we can't do much with the record types. We can't change the assignment or make a default because there aren't any others, but we can change the page layout. So if I wanted to, I could changeto the marketing page layout and click Save. And now if I go back to my contact record and click "New," now it's going to create my record using the marketing page layout. So, if I just type some garbage in and click Save and Edit Layout, we can see that they've defaulted to the contact marketing layout rather than the contact layout. So you can see that I've now just changed which layout is displayed to me when I create or edit records. So let's put it back. I want to carry on using the contact layout, but I want to now give you a choice and add in some more layouts on the contact object. Give myself permissions to it so I can choose between the student and the employee record type. So let's go to record types. Here we are, nothing on the list still, and I click "New." And now I'm going to call this student record type, and I'm going to use the master record type as my copying source, and then this is the description that's displayed to all the users creating a record using the student record type if they get a choice between the different record types. So I'm going to say that this is student information. It active. And now you'll see that we have all the different profiles that I want to assign this record type to. And you also see that there's this "make default column," which is actually ticked so we can't ticket. And this is because the moment I create the student record type, this, if I enable it for all the profiles, will become the default record type that's used. So the master record type will kind of vanish. And now the only one that they could use is the student one unless I untick and don't assign it to them, and then it will still use the master as the default record type when they're creating records. So I'm going to just enable it for everybody. And now we get to the page layout assignment. This is where we're saying, okay, we've given them access to all the profiles, access to the student record type, or we've assigned them access. But I want to decide what page layout those different profiles are displayed in when they create and edit records. So at the moment we've just got the contact layout, which is a bit annoying. So I'm going to create the student page layout. So I'm going to keep this page up and dive over to my contact. I'm just going to click any contact here and then click the Edit layout button. Now, as you can see, it defaults straight through to the contact layout. And I want to basically create clones of this contact layout. So what I'm going to do is click this little down arrow, click Save As, call this the student layout, and click Save. And now I've essentially cloned that contact layout and created a student layout. So now we need to do that again for the employee, of course, in terms of layout. And then finally, one last time, for the HR employee layout. All good. It's.

12. Record Types Part 2

Okay, so now on the employee layout, I want to change some fields. So, okay, so I'm an employee. What information would I want to see? So it's an employee, I don'tneed to know about lead source. So a lead source is where that contact came from. So is it a web, a contact, and other stuff so you can see where your leads or where your customers have come from? So that doesn't really apply to employees. I'm going to drag that off, but I still want to have access to that field when I'm creating reports, just in case it does get populated by someone. Because, as you'll remember, every time I drag a field off of a page layout, it's not stopping or denying that user access to the field. All it is saying is that when I create an edit record, it's not going to show that field on page layout. So I still have access to it even though I pulled it off the page layout. So employees pull off languages because that's only specific for students taking courses, and I need to know what language they have. And also, I'm going to reorder the fields a little bit to make it a bit more applicable. So the account name is actually always going to be a company name. So I'm actually going to move that down there. But everything else seems okay. So I'm just going to click. Quick save. Now, Quick Save is quite good because it will keep me on the same page. If I click Save, it will go back to my record, which I don't really want. Now I'm going to go on to the HR employee. Now HR employees This is for HR. Obviously I don't need the leads. I'm going to delete that other language as well. I'm now reordering stuff because it's more important for HR to see the information in a slightly different order. I could potentially have fields like match insurance numbers and other similar things. I've got my home phone number on there. I actually want to drop the home phone number from the standard employee layout because I don't think that's really applicable. I could drop it off or I could just change the permissions on that field. It's probably better to change the permissions to say that only HR people in HR can see that field. Because I don't want everybody knowing everybody's home phone numbers. But I'm happy with that. So I'm going to save that. Okay, so we've got that page, so I'm going to go back to my record typing now. It wasn't in the list, so I'm just going to clickback, go to my previous page, and then click next again. And that basically just refreshes the list. So if you have forgotten to do something when you're going through these wizards, the best thing is to kind of leave it where you are. Open a new window, do what you need to do, return, and then just go back and forth in the wizard, and that will appear magically within here. So, this is the student record type. So I want to assign the student layout to everybody. So this is me applying it to everybody. So that's all good. So I'm going to click save. And now it comes through to this page. And now we're saying, okay, we created the student record type. I've assigned it to certain profiles, and in those profiles I've said which page layout should be displayed. Now I've got the choice of saying, "Okay, if somebody picks the student record type based on all the pick list fields on that object, which values do I want to display to the user so I can click edit on the level pick list?" Now at the moment, if you're a student, you have these three levels of education. Now I know that my students have to have tertiary or secondary education before they can take a course at the school. So I'm going to take out the primary pick list value. So now if you create a student contact and go to the level pick list field, I'm only going to give you access to secondary or tertiary courses. But for my employee, they could have any of those. So it might be they started with primary education, stopped there, and didn't have any other education. So I'm going to click that on there. I'm going to leave the rest like that. I'm going to create my next record type. So now that I've got my student, I'm going to create it again. I'm just going to copy it off the master, and I'm going to call this employee information or whatever you want to call it. I'm going to make it active. And now I want to choose which profile gets the option to choose the creation of an employee. Now I'm going to say everybody, because everybody can. You may want to restrict this to certain profiles, like HR profiles and things like that, but in our scenario we're not doing that. You also have the option of making it the default. So what it means by making it default is that when I come to create the record in that dropdown list, if I've got more than one record type, it's going to give me whichever the default is first. Now, because this is an employee, you're probably less likely to be creating employees regularly than actual students. So I'm going to enable it for the profile but not make it the default. So this will basically keep the student record default for everybody when they're creating records, but we'll see that a bit later on anyway. So I'm going to click next. Again, we come to assign the page layout. So I'm going to assign the employee page layout to the employee record type. Now we did say, though, that we were going to have a slightly different record type for HR people. Now I don't have an HR profile because we haven't created profiles yet. So I'm just going to assign HR profiles to the contract manager. So this is my employee HR department. So he gives anybody who has the contract manager profile access to the HR page layout. Everybody else gets the standard employee layout. so I'm going to click Save on that. Now I'm going to return to my level field. Now I'm going to keep all those three values correctly in there because my employees can basically have either primary, tertiary, or secondary as their level of expertise. So I'm going to leave that as it is, and that's it. So, if we go back to our profile, if I refresh that page for my system administrator, you can see that the system administrator users have three record types, three page layouts, and these two are assigned to me, but my default is student. So I could now edit that if I wanted to and uncheck that. With that box checked, the assistant administrator profile now has access to all of his students. So, every time they create a new record, they'll automatically jump to the student layout because they don't have any other layouts assigned to them and can create a record using the student layout. But because I've got two assigned to me, let's go back to my records and see what happens. So here's my contact object, and I create a new record. And because I've been assigned both of those two record types, I should now be given the option. Yes, I do it. picks the student one first because that's my default, as you can see here. Student. Student layout. Yeah. And default is student. That's all good there.Okay, so I'm going to click Continue. I'm then going to type my student's name here. Let's choose this drop-down list. And you can see there that the primary level has now disappeared because, as I said for the Student record type, I only want to show tertiary and secondary education in my level dropdown list, which is kind of cool. So I'm going to say secondary. If I want, I can fill in the rest of the information and then click Save. And you can see there are lead source fields there as well. And voila, I've created it. And that page layout is now using the student layout, as you can see if we click Edit layout with a little bit of attrick. I mentioned that salesforcestamps a field on this record. So I'm going to bring that field into here. So if I type Record Type, you'll see that there's a new field that's been created called Contact Record Type. Now if I put this on this page layout and click Save, you can see here that it's got the Contact Record type stamped on it. Now this is really important to understand—which layout gets displayed at what times. Now Record types. When you assign record types to different profiles,that's only for creating and editing records. When it comes to viewing records, the appropriate record type is displayed depending on what your profile says. So if we go back to my profile, I'm saying when I create and edit records, I get the option of employees and students. But if I uncheck student here, you can't delete this line. It has to let us say the student layout is still there. So I click "Save." Now if I go back to my contact record, I'll go back into my contacts. Now if I click New, it's going to jump straight through to using the employee page layout because I've now only got access to the employee record type for creating and editing records. But if I go and take a look—go back to my compacts list—you'll see the student record we just created is still there. I clicked on that. It's still using the student record type, but it's also still using the student layout. So it's important to understand that by assigning a record type to somebody in their profile, you're only telling them which ones they can't create and edit. But when they're viewing records, they can view all different record types based on the assigned page layout. And then if you want to determine which records are shown, then that's a different part of salesforce. That covers all the sharing rules and security aspects of it. So record types don't determine the security of the records. They just determine what page layouts are displayed when you're creating and editing records. And then, based on the assigned record types, the page layout as shown is determined by this column here, but for all record types. So now I'm just going to switch that back on. So I have the option of being an employee or a student. I'm going to click "New again." And now I've got the option of being an employee or a student. Now the reason it's gone to employee is because when I enabled the student, it basically defaulted to the employee record type, as you can see there. So I'm going to continue on that, and I'm going to click my employee. As you can probably see, we now have all three picklist values, and I click Save. Now you can see the fields are different again, right? But as you can see here, there's no record type field, and that's because we only put it on the other page layout. And this is one of the annoying things about page layouts, which you need to be careful of. And that is if you end up with a lot of page layouts because we only put that record type field on that one student page layout; if we wanted to put it on and show it to everyone, we'd have to go through each and every page layout, putting them on, putting that field on. So now I have to go to HR, fill out the contact record type field, and save. Then the next employee pulls down that field. Good, click save. And this is one of the page layouts. Really. If you do want to change the layout or add a field like this, you can do it on the creation of the field, where you get to choose which page layouts to use, and it will put it across everywhere. It'll always put it under here, under your new fields, as you probably saw in creating fields earlier. So if you do want to change it and move it, you'll have to go through all the page layouts to move it. Okay. So I'm going to finally click save on that finally.And now I've got I can see which record types Each of these is a student record. If we go to myoriginal, you can see that this doesn't have a record type because it's using the master record type, and you'll find that with all the other records as well. So this is going to be using the standard and the master record type unless we change it, and then we can change it to say employee, and then it will start using whichever page layout is assigned to the record type in the user's profile. So for my case, if I clicked "Employee," I'd get the employee page layout. So then if you're the contract user, you get the HR employee page layout. So I'm going to add a widget back to my record types. So here we have our two record types. Now, we did have that other case. If you create a contract user using the contract profile, you'll get a DHRpage layout if you're creating an employee. Let's take a look and see if we can see that. So I'm going to dive into my users. Now you can see it here I've created a user-standard user here. Now I'm just going to dive in here and I'm going to change this guy's profile to the contract manager and click save. Okay. So now I could log in as that user if I wanted to, if I had the credentials. However, there is a quick and easy way to log in with other users and test your functionality. So if you search for "login" in the left NAV, you'll see here that there are login access policies. Now, if you click here You can basically say administrators can log in as any user, which is really handy when you're testing things out. So I'm going to click that and click save. Now if we go back to our user list, you'll see that a login has appeared next to this profile. So now I can click log in, and now it's basically popped me out of my account and logged me in as James Johnson, as you can see at the top here. So now if we go to James Johnson and create a contact record, now it's going to give me the same options because he has basically both record types on his profile. But for the employee on his profile, it basically says to use the HR employee page layout. So we click continue on that, and you can see that it is because the birthday field has moved to the top right corner, which is where we put it on the HR page loud.So I'm making a very young person there. This is my HR employee. Again, it gets all the different levels on the pick list. I click save, and now he's seeing this record because it's an employee record. He's actually seeing the HR employee for this. and we can tell that it's a birthday. Okay, so record types are a little tricky to grasp, but remember that when you create a record type, you assign it to a profile, and then from that profile, you specify which page should be displayed for those users or that group of users. And if there's only one, and you're only assigning one record type to them in that profile, then they're not going to get an option when they're creating the record types. If you assign more than one, then they're going to get the option of choosing which record types they see. Then the page layout is driven by their profile. Also, you can customise the pick list values. So choose which pick list values are displayed on different record types. Finally, by choosing which fields you put on the page, you don't change the security of the record. And assigning different record types, again, doesn't change the security of the record. They can still see all the records that they have access to. And the record type just determines which page layout they see based on what record type that record is.

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