Salesforce.

com: Winter 14
Enhance Salesforce with Point and Click Tools
Last updated: November 5, 2013

Copyright 20002013 salesforce.com, inc. All rights reserved. Salesforce.com is a registered trademark of salesforce.com, inc., as are other
names and marks. Other marks appearing herein may be trademarks of their respective owners.
Table of Contents
Enhance Salesforce with Point and Click Tools.....................................................................................1
Welcome, Salesforce Point & Click Administrators.................................................................................................................1
Customizing Your Organization...............................................................................................................................................1
Enhancing Your Objects, Data, and Fields.............................................................................................................................64
Enhancing Your Business Processes......................................................................................................................................302
Creating Websites.................................................................................................................................................................445
Extending the Reach of Your Organization..........................................................................................................................641
Creating Apps.......................................................................................................................................................................691
Appendices............................................................................................................................................................................701
Index...............................................................................................................................................704
i
Table of Contents
Welcome, Salesforce Point & Click Administrators
Ready to go beyond the basics of Salesforce administration? Want to customize your organization, push its boundaries, and
enhance its functionality? You can do that and so much more without writing a single line of code. All you need is your mouse
and a sense of adventure. Put on your fedora, its time to explore!
Inside youll find a multitude of features you can use to expand your organization. Enhance your objects, data, and fields,
customize your organizations look and feel, augment your business processes, create websites, and even create appsall using
point-and-click tools.
Customizing Your Organization
Using the Force.com Quick Access Menu
The Force.com quick access menu offers handy shortcuts to customization features.
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application To view the Force.com quick access menu:
When you're working on apps or objects, use this menu to jump to relevant app customization features. It's available from
object list view pages and record detail pages.
Note: The Force.com quick access menu isn't visible for list views on accounts, contacts and custom objects if
drag-and-drop scheduling on list views is enabled.
To expand or collapse the menu, click (or press ALT+;).
To scroll down the list of the menu, press TAB.
To select an option on the menu, press ENTER.
To remove the menu from all list views and record pages, click Turn off menu.
To restore the menu, go to your personal information page, click Edit, select the Force.com Quick Access Menu checkbox,
then click Save.
ENHANCE SALESFORCE WITH POINT
AND CLICK TOOLS
1
Changing How Salesforce Looks
Renaming Tab and Field Labels
Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application
OR
View Setup and Configuration
AND
Be designated as a translator
To rename tab and field labels:
Customize Application
OR
View Setup and Configuration
AND
Be designated as a translator
To reset renamed tabs:
You can change the display labels of tabs, objects, fields, and other related user interface labels so they better reflect your
organization's business requirements. When you rename a label, such as changing the Accounts label to Companies, the
new label appears on all user pages, in Connect for Outlook, and in Connect Offline. With rare exception, all pages in the
Setup area use the default, original labels.
Before renaming tabs, objects, fields, and other related labels, review the implementation tips for administrators.
1. From Setup, click Customize > Tab Names and Labels > Rename Tabs and Labels.
2. Select your default language from the Select Language drop-down list at the top of the page.
Note: In Hebrew, we recommend keeping tab renaming to a minimum because variable gender in verbs is not
supported and verbs can lose gender agreement.
3. Click Edit next to the tab you want to rename. Optionally, click Reset to change the name of your renamed tab to its
original name.
Note: You cannot reset custom object tab names.
4. Enter the singular and plural forms of the new tab label. Also, if applicable for the language, select the Starts with a
vowel sound checkbox for labels that start with a vowel. This ensures that the proper article (such as a or an) is used.
Then click Next.
A renamed tab or object cannot use the name of another standard tab, custom object, or custom tab.
2
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
5. Enter the standard field labels and other user interface labels to be used for the selected tab or object. Be sure to enter both
a singular and plural form for each label that requires it. Also, select the Starts with a vowel sound checkbox for
labels that start with a vowel.
If your organization uses person accounts, see Renaming Person Account Labels on page 3.
Note: Some standard fields, such as Created By and Last Modified By, are purposely omitted from renaming
because they track system information.
6. Click Save.
7. Repeat this procedure to translate labels into all other languages used in your organization.
Tip: After renaming a tab or object, rename any custom reports, dashboards, profiles, permission sets, custom fields,
and list views that contain the original name. You can modify labels using the Translation Workbench. To rename
a standard report, click Save As and save it to a folder designed for your new name.
Other tab customization options include the following:
Individual users can control which tabs and related lists display for their own logins.
In addition to the standard tabs provided by Salesforce, users can create entirely new custom tabs depending on their
Edition. For more information, see Defining Custom Tabs on page 36.
In Enterprise, Unlimited, Performance, and Developer Edition organizations, you can override the tab home page that is
displayed when a user clicks a standard or custom object tab. For more information, see Overriding Standard Buttons and
Tab Home Pages on page 674.
Renaming Person Account Labels
Person accounts available in: Enterprise, Performance, Unlimited, and Developer Editions
If your organization uses person accounts, you can rename the following standard field labels:
Description Tab Field
An account that is not a person account because it does not
have a record type specific to person accounts. This label is
Accounts Business Account
primarily used to clarify the type of accounts you are
importing.
A person account. For more information, see below. Accounts Person Account
A contact that is associated with a business account. This label
is primarily used to clarify the type of accounts you are
importing.
Contacts Business Contact
When you rename the Person Account field label, the renamed label appears in Salesforce as follows:
As a prefix to differentiate person account fields such as Birthdate and Home Phone from business account fields. For
example, Person Account: Birthdate is available as an account column in opportunity reports.
In the name of the Is Person Account field and icon. For example, if you rename the Person Account field to
Consumer, then Is Person Account becomes Is Consumer.
Note: The Person Account and Business Account field labels are completely independent from actual record
type names. To customize person account record types, from Setup, click Customize > Accounts > Person Accounts
3
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
> Record Types. To customize business account record types, from Setup, click Customize > Accounts > Record
Types.
See Also:
Considerations for Renaming Tab and Field Labels
Considerations for Renaming Tab and Field Labels
Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application To rename tab and field labels:
Customize Application To reset renamed tabs:
Renaming standard and custom Salesforce tabs, objects, fields, and other related user interface labels is a valuable feature that
has far-reaching implications for all your users. Before renaming anything for your organization, review the following
considerations to determine how it will affect your users:
Most standard tabs and objects can be renamed but not all. For example, the Forecasts tab is not available for renaming.
From Setup, click Customize > Tab Names and Labels > Rename Tabs and Labels to view a list of the tabs and objects
you can rename.
The renamed labels display on all user pages in Salesforce including Personal Setup. However, all pages in the Setup area
use the default, original labels.
Some standard fields, such as Created By and Last Modified By, are purposely omitted from renaming because they
track system information.
After renaming tabs, objects, or fields, check the following additional items that may need manual updates:
Review all list view names. List view names continue to display the original object name until you change them manually.
Check standard report names and descriptions for the objects you renamed.
Update the titles and descriptions of any email templates that contain the original object or field name.
Manually change any other items you customized with the standard object or field name. For example, custom fields,
page layouts, and record types may contain the original tab or field name.
Connect Offline, Connect for Lotus Notes, Connect for Outlook, and Salesforce for Outlook use your new names.
If you have renamed tabs, objects, or fields, you can also replace the Salesforce online help with another URL. Users can
view this URL whenever they click on any context-sensitive help link on an end-user page or within their personal settings.
After you replace the help, the Help & Training link at the very top of every page and all Setup pages will continue to
display Salesforce online help. For instructions on replacing the online help, see Replacing Salesforce Online Help on page
45.
In Hebrew, we recommend keeping tab renaming to a minimum because variable gender in verbs is not supported and
verbs can lose gender agreement.
See Also:
Renaming Tab and Field Labels
4
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
Customizing Your Pages
Overview of Page Layouts and Field-Level Security
Page layouts and search layouts available in: All Editions
Field-level security available in: Enterprise, Performance, Unlimited, Developer, and Database.com Editions
Use field-level security to control the access that users have to certain fields. Additionally, use page layouts to control the layout
and organization of detail and edit pages in Salesforce, the Self-Service Portal, and the Salesforce Customer Portal. Customize
search layouts to change which fields display in search results and the buttons that display on list views.
Important: While you can use page layouts to hide fields from detail and edit pages, be aware that users may still be
able to access those fields by other means, including reports, search results, list views, and the API. Use field-level
security to restrict all means of accessing a field. Field-level security doesnt prevent searching on the values in a field.
When search terms match on field values protected by field-level security, the associated records are returned in the
search results without the protected fields and their values.
Field-Level Security
Restrict users access to view and edit fields by any means, including reports, search results, list views, related lists, email
and mail merge templates, custom links, Connect Offline, the API, and when synchronizing data or importing personal
data.
Override any less-restrictive field access settings in page layouts and mini page layouts.
For example, if a field is required in the page layout and read only in the field-level security settings, the field-level security
overrides the page layout and the field will be read only for the user.
Override less-restrictive field settings in search layouts.
For example, if a field is visible in the search layout but hidden for certain users via the field-level security settings, the
field-level security overrides the search layout and the field will be hidden for those users.
Page Layouts
Control the layout and organization of detail and edit pages.
Control which fields, related lists, and custom links users see, on detail and edit pages only.
Control which standard and custom buttons display on detail pages and related lists.
Determine whether fields are visible, read only, or required, on detail and edit pages only.
In Personal, Contact Manager, Group, and Professional Editions, control which fields users can access in related lists, list
views, reports, Connect Offline, email and mail merge templates, custom links, and when synchronizing data or importing
personal data.
In Professional, Enterprise, Unlimited, Performance, and Developer Editions, determine some aspects of mini page layouts,
including record type and profile associations, related lists, fields, and field access settings. The visible fields and related
lists of the mini page layout can be further customized, but the other items inherited from the associated page layout cannot
be changed on the mini page layout itself. Mini page layouts display selected fields and related lists of records in the mini
view of the console.
Should not be used to secure data. For example, removing the Edit button from a page layout doesnt prevent users from
using inline editing to modify records. To prevent users from editing data, use any combination of sharing rules, field-level
security, page layout field properties, validation rules, object permissions, and Visualforce pages.
5
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
Note: To automatically add a field to all page layouts and make it visible and required everywhere regardless of
field-level security, make it a universally required field.
See Also:
Managing Page Layouts
Creating Page Layouts
Available in: Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application To create page layouts:
1. From Setup, click Customize, select an object or record type, and click Page Layouts.
For opportunities, from Setup, click Customize > Opportunities > Opportunity Products > Page Layouts to create or
edit the additional page layouts for products on opportunities.
For person accounts, from Setup, click Customize > Accounts > Person Accounts > Page Layouts to create or edit the
additional page layouts for person accounts.
For campaign members, from Setup, click Customize > Campaigns > Campaign Member > Page Layouts.
2. Click New.
3. Optionally, choose an existing page layout to clone.
4. Type a name for the new layout.
5. Click Save.
6. Modify the layout.
7. Assign the new layout to user profiles.
Tip: You can create a new page layout by cloning an existing one.
In the enhanced page layout editor, click Edit next to a layout, then click Save As on the layout page.
In the original page layout editor, select a layout, then click Clone on the layout page.
See Also:
Managing Page Layouts
Overview of Page Layouts and Field-Level Security
Managing Page Layouts
Available in: All Editions
User Permissions Needed
Customize Application To create, edit, and delete page layouts:
6
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
You can customize the page layouts for record detail and edit pages, Self-Service portal pages, Salesforce Customer Portal
pages, and the case close page. Page layouts control the layout and organization of buttons, fields, s-controls, Visualforce,
custom links, and related lists. They also help determine which fields are visible, read only, and required. Page layouts can
include s-controls and Visualforce pages that are rendered within a field section when the page displays. You can control the
size of the s-controls and Visualforce pages, and determine whether or not a label and scroll bars display.
To work with page layouts, from Setup, click Customize, click the appropriate record type, and select Page Layouts. You
can:
Click New to create layouts.
Click Edit to modify layouts or customize related lists.
Click Del to delete layouts.
Click Page Layout Assignment to assign page layouts to profiles and record type.
For Personal, Contact Manager, Group, and Professional Edition organizations, every user views the same layout. Enterprise,
Unlimited, Performance, and Developer Edition organizations can create different page layouts for use by different profiles
and record types and set field-level security settings to further restrict users access to specific fields.
In Professional, Enterprise, Unlimited, Performance, and Developer Editions, you can set the mini page layouts and related
objects that appear in the Console tab.
Tip: Use field-level security as the means to restrict users access to fields; then use page layouts primarily to organize
detail and edit pages within tabs. This reduces the number of page layouts for you to maintain. Note that field-level
security settings override the visible and read-only settings on the page layout if the field-level security has a more
restrictive setting than the page layout.
Note: A background process periodically runs that cleans up metadata associated with deleted custom fields. This
process will affect the Last Modified Date and Last Modified By fields on page layouts, record types, and
custom objects.
See Also:
Overview of Page Layouts and Field-Level Security
Accessing the Page Layout Editor for Standard Objects
Accessing the Page Layout Editor for Custom Objects
Administrator tip sheet: Tips & Hints for Page Layouts and Field-Level Security
Setting Page Layouts and Field-Level Security
Page layouts and search layouts available in: All Editions
Field-level security available in: Enterprise, Performance, Unlimited, and Developer Editions
Use field-level security as the means to restrict users access to fields; then use page layouts primarily to organize detail and
edit pages within tabs. This reduces the number of page layouts for you to maintain.
Note: Field-level security doesnt prevent searching on the values in a field. When search terms match on field values
protected by field-level security, the associated records are returned in the search results without the protected fields
and their values.
7
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
For Personal, Contact Manager, Group, and Professional Editions
1. Create custom fields.
2. Create any custom buttons or links.
3. Create any custom s-controls.
4. Define page layouts. All users automatically use the same page layout for each tab.
5. Set the related objects and the mini page layouts that display in the console.
6. Define search layouts. All users use the same search layouts.
For Enterprise, Unlimited, Performance, and Developer Editions
1. Create custom fields.
2. Create any custom buttons or links.
3. Create any custom s-controls.
4. Create any custom profiles.
5. Create record types for different business scenarios.
6. Assign which record types are available to users with different profiles.
7. Set the field-level security for each profile to restrict users access to specific fields.
8. Define page layouts to organize your pages.
9. Set the related objects and the mini page layouts that display in the console.
10. Assign page layouts to users based on profiles and record types.
11. Check the field accessibility grid to verify that all field access settings are correct.
12. Define search layouts. All users use the same search layouts.
See Also:
Administrator tip sheet: Tips & Hints for Page Layouts and Field-Level Security
Assigning Page Layouts
Available in: Enterprise, Performance, Unlimited, and Developer Editions
After defining page layouts, assign which page layouts users see. A users profile determines which page layout he or she sees.
In addition, if your organization is using record types for a particular tab, the combination of the users profile and the record
type determine which page layout is displayed.
You can assign page layouts from:
The object's customize page layout or record type page
The enhanced profile user interface.
The original profile user interface
To verify that users have the correct access to fields based on the page layout and field-level security, you can check the field
accessibility grid.
See Also:
Managing Page Layouts
Record Types Overview
Overview of Page Layouts and Field-Level Security
8
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
Assigning Page Layouts from a Customize Page Layout or Record Type Page
Available in: Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Manage Users To assign page layouts:
1. From Setup, click Customize, select the appropriate activity or tab link, and choose Page Layouts or Record Types..
2. In the page layout or record type list page, click Page Layout Assignment.
3. Click Edit Assignment.
4. Use the table to specify the page layout for each profile. The table displays the page layout assignments for each profile. If
your organization uses record types, a matrix displays a page layout selector for each profile and record type.
When selecting page layout assignments:
Click a cell, column, or row heading to select all the table cells in that column or row.
Press SHIFT+click to select multiple adjacent table cells, columns, or rows.
Press CTRL+click to select multiple nonadjacent table cells, columns, or rows.
Click any cell and drag to select a range of cells.
Click Next or Prev to view another set of record types.
Selected page layout assignments are highlighted. Page layout assignments you change are italicized until you save your
changes.
5. If necessary, select another page layout to assign from the Page Layout To Use drop-down list and repeat the previous
step for the new page layout.
6. Click Save.
See Also:
Assigning Page Layouts
Deleting Page Layouts
Available in: Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application To delete page layouts:
To delete a page layout:
1. From Setup, click Customize, select the appropriate activity or tab link, and choose the Page Layouts link.
2. Click Del next to the page layout name.
When a page layout is deleted, its mini page layout is also deleted.
3. Choose another page layout to replace the deleted layout for any profile and record type combinations. Users with those
profiles and record types will see the new page layout.
9
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
4. Click Replace.
See Also:
Managing Page Layouts
Customizing Page Layouts
Available in: All Editions
Salesforce has two drag-and-drop tools for editing page layouts: the original page layout editor and an enhanced page layout
editor. The enhanced page layout editor is enabled by default, and provides all the functionality of the original editor, as well
as additional functionality and an easier-to-use WYSIWYG interface.
You can enable the original page layout editor in the User Interface settings. Your organization can use only one page layout
editor at a time.
Accessing the Page Layout Editor for Standard Objects
Accessing the Page Layout Editor for Custom Objects
See Also:
Customizing Page Layouts with the Enhanced Page Layout Editor
Customizing Page Layouts with the Original Page Layout Editor
Managing Page Layouts
Overview of Page Layouts and Field-Level Security
Accessing the Page Layout Editor for Standard Objects
You can edit page layouts of standard objects using the Page Layout Editor.
Available in: All Editions
User Permissions Needed
Customize Application To customize page layouts:
View Setup To view page layouts:
1. From Setup, click Customize.
2. Choose the object.
3. Complete one of the following.
For Enterprise, Unlimited, Performance, and Developer Edition organizations, click Page Layouts, then Edit next to
the page layout you want to customize.
For all other editions, click Page Layout.
Note: If you have the View Setup permission only, the Edit button isnt available. Instead, click the name
of the page layout to view it.
10
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
Alternately, if youre using the Enhanced Page Layout Editor, which is enabled by default, you can customize the page layout
by clicking Edit Layout from the detail page.
See Also:
Managing Page Layouts
Overview of Page Layouts and Field-Level Security
Customizing Page Layouts with the Original Page Layout Editor
Customizing Page Layouts with the Enhanced Page Layout Editor
Accessing the Page Layout Editor for Custom Objects
You can edit page layouts of custom objects using the Page Layout Editor.
Available in: All Editions
User Permissions Needed
Customize Application To customize page layouts:
View Setup To view page layouts:
1. From Setup, clickCreate > Objects.
2. Choose the object.
3. Scroll to the Page Layouts section.
4. Complete one of the following.
a. If you have Customize Application permission, click Edit next to the page layout you want to customize.
b. If you have View Setup permission, click the page layout .you want to view.
Alternately, if you have Customize Application permission, you can customize the page layout by clicking Edit Layout from
the detail page.
See Also:
Managing Page Layouts
Overview of Page Layouts and Field-Level Security
Customizing Page Layouts with the Original Page Layout Editor
Customizing Page Layouts with the Enhanced Page Layout Editor
Customizing Page Layouts with the Enhanced Page Layout Editor
Available in: All Editions
User Permissions Needed
Customize Application To customize page layouts:
View Setup To view page layouts:
11
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
The enhanced page layout editor is a feature-rich WYSIWYG tool that allows you to customize your organizations page
layouts for detail and edit pages in Salesforce, the Self-Service Portal, and the Salesforce Customer Portal. The enhanced page
layout editor is enabled by default and provides all of the functionality of the original page layout editor, as well as additional
functionality and an easier-to-use interface.
The enhanced page layout editor has two parts: a palette on the upper portion of the screen and the page layout on the lower
portion of the screen. The palette contains the user interface elements, such as fields, buttons, links, related lists, and any
additional elements that are available for you to add to the page layout.
When working with enhanced page layout editor:
To add a user interface element to the page layout, select the category to which the element belongs on the left column of
the palette, and drag the element from the palette to the page layout. You can drag up to 20 s-controls, 20 Visualforce
pages, 20 expanded lookups, and 100 related lists onto a page layout. There are no limits on fields and custom links.
Note: A Visualforce page cant be placed more than once on a page layout.
To remove a user interface element from the page layout, drag the element from the page layout to the right side of the
palette, or click the icon next to the element.
Use the undo and redo buttons to step backwards and forwards, respectively.
Use these keyboard shortcuts.
Undo = CTRL+Z
Redo = CTRL+Y
Quick Save = CTRL+S
To select multiple elements individually, use CTRL+click. To select multiple elements as a group, use SHIFT+click.

To change the properties of any element on the page layout, double-click the element or click the wrench icon ( ) next
to it. You cannot change the properties of elements in the palette.
To make a field read-only or required, double-click the field in the page layout and select the Read-Only or Required
checkboxes.
To gain vertical space when working on moving items around within the page layout, click the arrow beneath the palette
to collapse it.
To access the other layouts for an object when viewing or customizing an object with multiple page layouts, click the page
layout name at the top of the page and select another layout to view.
To change the name of the page layout, add personal and public tags if available, and display standard object checkboxes
on the page layout, click Layout Properties.
Note: You can't rename a page layout if you're using Salesforce.com Professional Edition.
To review the page layout, click Preview As. From the preview in Enterprise, Unlimited, Performance, and Developer
Editions, select a profile to see how the pages will look for users with different profiles. Note that most related lists columns
preview without data.
To quickly locate any item in the palette, use the Quick Find box. The Quick Find box is especially useful for page layouts
that have large numbers of items available in the palette.
To choose which related records display in the console's mini view, click Mini Console View. (Available in Professional,
Enterprise, Unlimited, Performance, and Developer Edition organizations only.)
12
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
Note: You cant choose Mini Console View for the Close Case layout or the Log a Case page and View Cases
page layouts on the Self-Service Portal. You cannot choose Mini Console View for opportunity team page layouts.
To define the mini page layouts of the records that appear in the mini view of the console, click Mini Page Layout. The
mini page layout also defines the layout of the hover details and event overlays. (Available in Professional, Enterprise,
Unlimited, Performance, and Developer Edition organizations only.)
Note: You cannot define mini page layouts for the Close Case layout or the Log a Case page and View Cases
page layouts on the Self-Service Portal. You cannot define mini page layouts for opportunity team page layouts.
To choose which fields will be displayed on the record detail page and the order in which they will appear, click Edit
Multi-Line Layout.
To save your changes and continue editing the page layout, click Quick Save.
To save your changes when you are done customizing the page layout, click Save. If you navigate away from your page
layout before clicking Save, you will lose your changes.
To create a copy of your page layout, click Save and select Save As. When you copy a page layout, any actions assigned to
it are also copied to the new layout.
Tip: Here are a few tips to keep your page layouts well-organized and easy to use:
Remove unnecessary fields.
Keep the number of required fields to a minimum.
Group similar fields with sections.
Think about the right TAB key order for each section.
Check your layouts in Read and Edit modes.
Add help text to custom fields. Use it to explain to users what kind of data youre looking for in the field.
In Enterprise, Unlimited, and Performance Editions, use record types to provide unique layouts for different
records.
Optimize related listsadjust their overall order, the sorting of the records, and display of relevant columns and
buttons.
See Also:
Notes on Using the Enhanced Page Layout Editor
Customizing Related Lists
Managing Page Layouts
Enhanced Page Layout Editor User Interface Elements
Available in: All Editions
User Permissions Needed
Customize Application To customize page layouts:
View Setup To view page layouts:
The following list describes the enhanced page layout editor user interface elements and how you can use them in your page
layout.
13
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
Tip: Create the appropriate buttons, custom links, fields, custom s-controls, and Visualforce pages before editing
your page layout.
Actions
To add actions to the Chatter publisher on the page layout, select the Actions category on the palette and drag one or
more actions from the palette to the Publisher Actions section.
To remove an action, drag it back to the palette.
Note: If you delete an actioneither by clicking Del on the Buttons, Links, and Actions page or by clicking
Delete from the actions detail pagethe action is automatically removed from all layouts its assigned to.
Mobile smart actions appear as a single action element in the page layout editor, but appear in the publisher on Chatter
Mobile as distinct create actions, which allow users to create records directly in the feed. The create actions included in
the set of mobile smart actions vary depending upon the page layouts object.
Mobile smart actions dont appear in the publisher on any page in the full Salesforce site, regardless of which page layouts
you add them to; they appear only to users on Chatter Mobile. As such, if you have users who access Salesforce on mobile
devices more frequently than they access the full site, you may want to create specific page layouts for them and include
mobile smart actions only on those layouts.
To learn more, see Mobile Smart Actions Overview on page 657.
Blank Spaces
You can add and move blank spaces to any section on the page layout, except Mobile Cards. Use blank spaces to visually
align and distinguish elements on the page.
To add a blank space, drag the Blank Space user interface element from the palette to the desired location on the page
layout. The Blank Space user interface element is the first option in the palette when you select the Fields, Custom
Links, Custom S-Controls, or Visualforce Pages category on the palette.
Note: If you use the original page layout editor to view a page layout that was created in the enhanced page
layout editor, the original page layout editor will show any blank spaces you added. You cannot move or add
blank spaces in the original page layout editor, but you can remove them by dragging them to the box on the
right.
Buttons
The top of the page layout has a place for standard buttons and another for custom buttons. You can control which
standard and custom buttons are displayed and the order in which the custom buttons appear; however, you cannot
rearrange the order in which the standard buttons appear.
To add a custom or standard button to the page layout, select the Buttons category on the palette and drag one or more
buttons from the palette to the buttons section on the page layout. Standard buttons must go in the standard buttons
area, and custom buttons must go in the custom buttons area.
To remove a standard or custom button from the page layout, drag the button to the palette.
Custom Links
To add custom links to the page layout, select the Custom Links category on the palette and drag one or more custom
links from the palette to the Custom Links section on the page layout.
To remove a custom link from the page layout, drag the custom link to the palette.
14
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
Expanded Lookups
The Expanded Lookups category for the enhanced page layout editor contains fields with lookup relationships. These
fields, when added to the Mobile Cards section of the layout, display as related lookup cards on a records home page
in Chatter Mobile. A page layout can have up to 20 expanded lookups.
The Expanded Lookups category only contains fields with lookup relationships to objects that support compact layouts.
To add expanded lookups to the page layout, select the Expanded Lookups category on the palette and drag one or more
expanded lookups to the Mobile Cards section.
Fields
To add fields to the page layout, select the Fields category on the palette and drag one or more fields from the palette
to any valid drop target on the page layout.
A field might display one or more of the following icons:
The field must have a value to save the record but is not required on the page layout itself.
The field must be included on the page layout because either an administrator configured the field as universally
required or Salesforce automatically requires the field. Although you cannot remove such fields, you can move them
to different locations.
The field is a controlling field.
The field is a dependent field.
The field is read only.
To set which fields are required and read only, select one or more fields and click the wrench icon ( ) on any of the
selected fields.
The field properties of some standard fields cannot be changed. Custom fields can only be changed if they are not
universally required fields.
Fields marked as read only are always editable by administrators and users with the Edit Read Only Fields permission.
If you make a picklist field read only, all new records will contain the default value for that picklist.
Auto-number fields are always read only.
If you mark the opportunity Probability field as read only, the Probability value will still be updated
automatically when a user changes the Stage value of an opportunity.
When working with fields, note the following:
In Personal, Contact Manager, Group, and Professional Editions, page layouts control which fields users can access
in related lists, list views, reports, Connect Offline, email and mail merge templates, custom links, and when
synchronizing data. In Enterprise, Unlimited, Performance, and Developer Editions, this access is controlled by
field-level security. Field-level security settings override any field properties you set on the page layout if the field-level
security is more restrictive than the page layout setting.
In the organization-wide import wizards for accounts, contacts, and leads, administrators have access to import into
any field, even if a field is hidden or read only in their page layout or field-level security settings. Individual users can
import only into the fields that are accessible to them via their page layout or field-level security settings.
Related Lists
To add related lists to the page layout, select the Related Lists category on the palette and drag one or more related lists
from the palette to the desired location on the page layout. A page layout can have up to 100 related lists.
You can place related lists at the bottom of the page layout. To move a related list on the page layout, drag the handle
located above the related list.
15
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
To customize a related list, double-click the related list handle or click the wrench icon ( ) inside the handle. Use the
related list properties to:
Specify which fields display as columns on the related list, the order in which they appear, and the sort order of the
records in the related list. In Professional, Enterprise, Unlimited, and Performance Editions, you can also opt to
apply the column information to other page layouts for the same type of object.
Specify which standard and custom buttons appear on the related list.
When working with related lists on page layouts, note the following:
Some related lists are not customizable because they link to data rather than store it. Salesforce denotes related lists
that are not customizable on the page layout.
You cannot add related lists to the page layouts for the User object.
You can also enable related list hover links for your organization so that record detail pages include links for each
related list at the top of the page. Users can hover the mouse over a related list hover link to display the corresponding
related list in an interactive overlay that allows users to quickly view and manage the related list items. Users can also
click a related list hover link to jump down to the content of the related list without having to scroll down the page.
In Professional, Enterprise, Unlimited, Performance, and Developer Edition, individual users can customize which
related lists display for their personal use. Administrators can overwrite these user customizations and apply the
related list configuration in the page layout to all users, even if they already customized their display. To overwrite
users' related list customizations, click Yes on the Overwrite Users' Personal Related List Customizations popup
window, which appears when saving a page layout if you moved or added a related list.
Custom S-Controls
To add s-controls to the page layout, select the Custom S-Controls category on the palette and drag one or more
s-controls from the palette to any section on the page layout, except for sections reserved for custom buttons or links
and related lists. A page layout can have up to 20 s-controls.
To change the properties of an s-control, double-click the s-control or click its wrench icon ( ) and set the following
attributes:
Width sets the horizontal size in pixels or a percent.
Height sets the vertical size in pixels.
Show scrollbars determines whether the iFrame in which the s-control displays contains scrollbars when necessary.
Show label determines whether the page layout includes the Label of the custom s-control. Remove the label to
display the s-control in a wider area.
Sections
You can add and move sections anywhere above the related lists on the page layout. The sections you add can contain
fields, s-controls, and blank spaces. In addition, each page layout has a default section that can only contain custom links
and blank spaces. You can change the location of the custom link section, but you cannot remove it from the page.
To add a section, drag the Section user interface element from the palette to the desired location on the page layout.
The Section user interface element is the second option in the palette when you select the Fields or Custom S-Controls
category on the palette.
To change the attributes of a section, double-click the section or select its associated wrench icon ( ). You can:
Enter a name for the section. Note that names of some standard page sections cannot be changed.
Specify whether the section should have one or two columns.
Specify the order in which users will be able to tab through the items in that section.
Specify whether the section heading should be shown on the detail and edit pages.
16
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
Tags
If tags are enabled in your organization, click Layout Properties and use the checkboxes to indicate whether personal
and public tags should be included in the header section of the page layout. Users cannot tag a record if neither personal
nor public tags are included in the header section. Also, the positioning of personal and public tags in the header cannot
be modified.
Visualforce Pages
To add Visualforce pages to the page layout, select the Visualforce Pages category on the palette and drag one or more
Visualforce pages from the palette to any section on the page layout, except for sections reserved for custom links and
related lists. A page layout can have up to 20 Visualforce pages.
You can add a Visualforce page to a page layout only if the standard controller on the Visualforce page is set to the object
for which you are creating the page layout. If you do not have any Visualforce pages with a standard controller set to
that object, the Visualforce Pages category does not appear in the palette.
In the Mobile Cards section, only Visualforce pages enabled for Salesforce mobile apps will display in Chatter Mobile.
Mobile-enabled Visualforce pages show up as slightly different-colored elements in the palette than their
non-mobile-enabled counterparts. Also, hovering your mouse over a Visualforce page element in the palette shows
whether its mobile-enabled or not.
See Also:
Notes on Using the Enhanced Page Layout Editor
Customizing Page Layouts with the Enhanced Page Layout Editor
Notes on Using the Enhanced Page Layout Editor
Available in: All Editions
User Permissions Needed
Customize Application To customize page layouts:
View Setup To view page layouts:
You can't rename a page layout if you're using Salesforce.com Professional Edition.
Some elements can only be moved to certain locations on the page layout.
Elements that are already on the page layout still appear on the palette but are inactive. When you click an inactive element
on the palette, Salesforce highlights the element on the page layout.
When you select a category of elements on the palette, such as Related Lists or Custom Links, Salesforce jumps to the
part of the page layout where you can add those elements.
Removing a field from a page layout doesnt remove it from the objects compact layout. The two layout types are
independent.
If the original page layout editor is enabled, users can click on the page layout name to access the detail page of the page
layout. The enhanced page layout editor does not have detail pages, as all the detail page functionality is always available
on the enhanced editor. Salesforce displays a read-only version of the enhanced page layout editor to users with the View
Setup permission.
Note: The read-only view of the page layout does not display field types and lengths in hover details.
17
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
Some standard objects have checkboxes that are specific to page layouts for that object. The following table lists those
standard object checkboxes. To configure how Salesforce displays the checkboxes, click Layout Properties when customizing
the page layout. Use the Select by default checkbox associated with a checkbox if you want Salesforce to automatically
select the option when a user accesses the edit page.
Checkboxes Object
Evaluate this account against territory
rules on save checkbox Displays the Evaluate
Account
this account against territory rules on save
checkbox on account edit pages.
Territory assignment rules run automatically when the
Select by default checkbox is selected.
If both Show on edit page and Select by default
are selected, users can uncheck Evaluate this account
against territory rules on save checkbox on the
account edit page, and territory assignment rules will not be
run.
Case
Case assignment checkbox Displays the
Assign using active assignment rules
checkbox on case edit pages.
Email notification checkbox Displays the
Send notification email to contact checkbox
on case edit pages.
Case Close
Solution information section Displays the
solution information section on the case close edit pages.
Notify Contact Displays the Notify Contact
checkbox on case close edit pages.
Lead assignment checkbox Displays the Assign
using active assignment rule checkbox appears on
the lead edit page.
Lead
Evaluate this account against territory
rules on save checkbox Displays the Evaluate
Person Account
this account against territory rules on save
checkbox on person account edit pages.
Territory assignment rules run automatically when the
Select by default checkbox is selected.
If both Show on edit page and Select by default
are selected, users can uncheck Evaluate this account
against territory rules on save checkbox on the
account edit page, and territory assignment rules will not be
run.
18
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
Email notification checkbox Displays the Send
Notification Email checkbox appears on the task edit
page.
Task
Note: A users personal preference for defaulting
the state of the checkbox takes precedence over the
organization-wide setting..
The Custom Links, Custom S-Controls, and Visualforce Pages categories only appear in the palette if you have defined
those types of elements for the object for which you are defining a page layout.
Page layouts for the user object only include custom fields, custom links, s-controls, and Visualforce pages. Tagging, related
lists, custom buttons, and standard field customizations are not included on page layouts for the user object. Also, field-level
security is only available for custom fields on the user object.
If a dependent lookup is above its controlling field on a page layout, make its lookup filter optional or redesign the page
layout. Seeing a required dependent lookup above its controlling field on a page layout may confuse users who typically
start from the top of the page when entering data.
You can define mini page layouts for the user object; however, you cannot add standard fields or related lists. Also, a
customized mini page layout wont display in the Agent console.
When editing a person account page layout:
If you add Shipping Address next to Billing Address in the Address Information section, a link will display
on the person account edit page that allows you to copy the billing address to the shipping address. Also, an equivalent
link appears if you add Other Address to the Address Information section.
Contact fields and related lists are available on person account page layouts. However, contact custom links and custom
buttons are not available.
Salesforce recommends creating no more than 200 page layouts. While there is no limit, organizations may have difficulty
managing their page layouts if they exceed 200.
Supported Browsers
Notes Browser
Users with the View Setup and Configuration permission
can view but not edit page layouts using Firefox version 2.
Mozilla

Firefox

, most recent stable version

Internet Explorer 6 does not perform well with advanced Web
interfaces such as the enhanced page layout editor, and is no
longer supported as of Summer 12.
Microsoft

Internet Explorer

versions 7, 8, 9, and 10
Important: Using Internet Explorer with the
Internet Explorer Developer Toolbar impacts the
performance of the enhanced page layout editor.
Disable the toolbar before using the enhanced page
layout editor.
1. In Internet Explorer, navigate to Tools > Internet
Options... > Programs.
2. Click Manage Add-ons....
3. Select IE Developer Toolbar and IE
Developer Toolbar BHO, and choose the
Disable option.
19
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
Notes Browser
4. Close all Internet Explorer windows and restart
the browser.
See Also:
Enhanced Page Layout Editor User Interface Elements
Customizing Page Layouts with the Enhanced Page Layout Editor
Customizing Page Layouts with the Original Page Layout Editor
Available in: All Editions
User Permissions Needed
Customize Application To customize page layouts:
The original page layout editor allows you to customize page layouts for detail and edit pages in Salesforce, the Self-Service
Portal, and the Salesforce Customer Portal.
Note: Salesforce.com recommends using the enhanced page layout editor instead of the original page layout editor.
1. Access the page layout editor.
Accessing the Page Layout Editor for Standard Objects
Accessing the Page Layout Editor for Custom Objects
2. If tags are enabled, specify whether personal and public tags should be included in the header section of the page layout.
Users can tag a record only if personal or public tags are included here.
To add personal or public tags, select Header Items from the View drop-down list and then drag the Personal Tags or
Public Tags items to the header section. You cant change the order in which personal and public tags appear when
both are in the header section at the same time.
To remove tags, drag the Personal Tags and Public Tags items from the header section to the area under the View
drop-down list.
3. To customize buttons, double-click Detail Page Buttons in the Button section.
To hide any standard button, deselect the checkbox next to the button name.
To add or remove a custom button, select the button in the Available Buttons list, and click Add or Remove.
To sort custom buttons, select them and click Up or Down.
To undo your customizations and restore default settings, click Revert to Defaults.
To close the popup, click OK.
4. To arrange fields, custom s-controls, Visualforce pages, custom links, and related lists on the layout, select one or more
items from the box on the right and drag them to the desired location. You can drag up to 20 s-controls, 20 Visualforce
pages, 20 expanded lookups, and 100 related lists onto a page layout. There are no limits on fields and custom links.
20
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
To select multiple items individually, use CTRL+click.
To select multiple items as a group, use SHIFT+click..
Note:
You can add a Visualforce page to a page layout only if the standard controller on the Visualforce page is set
to the object for which you are creating the page layout. If you do not have any Visualforce pages with a
standard controller set to that object, the Visualforce Pages category does not appear in the palette.
Items that are not in the page layout are displayed in the scrolling box on the right-hand side.
Use the legend to determine what fields are required, dependent, controlling, or have other attributes that may
affect your page layout decisions.
5. To set which fields are required and read only, select one or more fields and click Edit Properties.
The field properties of some standard fields cannot be changed. Custom fields can be changed only if they are not
universally required fields.
Fields marked as read only are always editable by administrators and users with the Edit Read Only Fields permission.
If you make a picklist field read only, all new records will contain the default value for that picklist.
Auto-number fields are always read only.
If you mark the opportunity Probability field as read only, the Probability value will still be updated automatically
when a user changes the Stage value of an opportunity.
In Enterprise, Unlimited, Performance, and Developer Editions, field-level security settings override any field properties
you set here if the field-level security is more restrictive than the page layout setting.
6. To change the properties of an s-control or Visualforce page, double click it and set the following attributes.
Width sets the horizontal size in pixels or a percent.
Height sets the vertical size in pixels.
Show scrollbars determines whether the iFrame in which the s-control displays contains scrollbars when necessary.
Show label determines whether the page layout includes the Label of the custom s-control. Remove the label to
display the custom s-control in a wider area.
7. To organize the page using sections, click Edit next to an existing page section, or click Create New Section to create a
new page section.
Enter a name for the section. Note that names of some standard page sections cannot be changed.
Set whether the section should have one or two columns.
Set the order in which users can tab through the items in that section.
Set whether the section name should be shown on the detail and edit pages.
8. To customize related lists on the page layout, double-click a related list in the Related List section.
To add or remove fields, select one or more fields and use the arrows to add or remove them to the related list columns
on the page layout and to define the order in which the related list columns display. You can include up to 10 fields
per related list.
To select multiple fields individually, use CTRL+click.
To select multiple fields as a group, use SHIFT+click.
To sort the items in the related list, select a field from the Sort By drop-down list. Items are displayed in ascending
order unless you select Descending. The default sort order varies per record. The Sort By drop-down is not available
for activities and opportunity products.
If necessary, select additional page layouts to which your related list customizations will apply.
21
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
To customize which standard buttons display in the related list, select or deselect the checkbox next to the button name.
To customize which custom buttons display in the related list, select the button and click Add or Remove. To sort
custom buttons, select them and click Up or Down.
Note: To create a custom button for the related list, see Defining Custom Buttons and Links. The custom
button must be defined for the object contained in the related list, instead of the parent object, and the button
Type must be List Button. For example, to display a custom button on the Contacts related list of an account,
define the custom button for contacts, not accounts.
Some related lists are not customizable because they link to data rather than store it. You can move your cursor over any
related list section to see if it is customizable. Also, lookup fields are not available for display on their corresponding lookup
related list. For example, the case lookup field on an account page layout is not available when editing the cases related
list.
Note: You can enable related list hover links so that record detail pages include links for each related list at the
top of the page. Users can hover the mouse over a related list hover link to display the corresponding related list
in an interactive overlay that allows users to quickly view and manage the related list items. Users can also click a
related list hover link to jump to the content of the related list without scrolling down the page.
9. To apply the related lists in the page layout to all users, even if they have already customized their display, select Overwrite
users personal related list customization.
10. To review the page layout, click Preview. From the preview in Enterprise, Unlimited, Performance, and Developer Editions,
select a profile to see how the pages will look for users with different profiles. Note that most related lists columns preview
without data.
11. Click Save to finish. Alternatively, click Quick Save to save and continue editing the page layout.
In Professional, Enterprise, Unlimited, Performance, and Developer Editions:.
To choose which related records display in the Console tab's mini view, click Mini Console View.
To define the mini page layouts of the records that appear in the Console tab's mini view, click Mini Page Layout.
Note: You cannot define mini console views or mini page layouts for the Close Case Layout or the Log a Case Page
and View Cases Page layouts on the Self-Service Portal.
In Enterprise, Unlimited, Performance, and Developer Editions:
You can assign page layouts for different profile and record type combinations.
You can set field-level security to restrict field access further.
See Also:
Notes on Using the Original Page Layout Editor
Customizing Related Lists
Managing Page Layouts
Notes on Using the Original Page Layout Editor
Available in: All Editions
When customizing page layouts for tasks, you can select the following checkboxes.
22
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
Show Task Email Notification checkbox displays the Send Notification Email checkbox when users
create or edit a task.

Select Task Email Notification checkbox by default selects the Send Notification Email
checkbox by default when users create or edit a task. Note that a user's personal preference for defaulting the state of
the checkbox takes precedence over the organization-wide setting.
When customizing page layouts for cases, you can select the following checkboxes.
Show Case Assignment checkbox displays the Assign using active assignment rules checkbox when
users create or edit a case.
Select Case Assignment checkbox by default selects the Assign using active assignment rules
checkbox by default when users create or edit a case. Note that a user's personal preference for defaulting the state of
the checkbox takes precedence over the organization-wide setting.
Show Case Email Notification checkbox displays the Send Notification Email checkbox when users
create or edit a case.
Select Case Email Notification checkbox by default selects the Send Notification Email
checkbox by default when users create or edit a case.
Page layouts for the user object only include custom fields, custom links, s-controls, and Visualforce pages. Tagging, related
lists, custom buttons, and standard field customizations are not included on page layouts for the user object. Also, field-level
security is available only for custom fields on the user object.
You can define mini page layouts for the user object; however, you cannot add standard fields or related lists. Also, a
customized mini page layout wont display in the Agent console.
In the organization-wide import wizards for accounts, contacts, and leads, administrators have access to import into any
field, even if a field is hidden or read only in their page layout or field-level security settings. Individual users can import
only into the fields that are accessible to them via their page layout or field-level security settings.
In Personal, Contact Manager, Group, and Professional Editions, page layouts control which fields users can access in
related lists, list views, reports, Connect Offline, email and mail merge templates, custom links, and when synchronizing
data. In Enterprise, Unlimited, Performance, and Developer Editions, this access is controlled by field-level security.
In Professional, Enterprise, Unlimited, Performance, and Developer Edition, individual users can customize which tabs
and related lists display for their personal use.
When editing a person account page layout, if you add Shipping Address next to Billing Address in the Address
Information section, a link will display on the person account edit page that allows you to copy the billing address to the
shipping address. Also, an equivalent link appears if you add Other Address to the Address Information section.
Some items can only be moved to certain sections on the page layout. For example, you can drag a custom s-control to any
field section on the page layout but not a related list section or button section.
Create the appropriate buttons before editing your page layout. For example, create an account custom button for the detail
page and a contact custom list button before putting them both on an account page layout.
If you use the original page layout editor to view a page layout that was created in the new page layout editor, the original
page layout editor will show any blank spaces you added. You cannot move or add blank spaces in the original page layout
editor, but you can remove them by dragging them to the box on the right.
See Also:
Customizing Page Layouts with the Original Page Layout Editor
Customizing Home Tab Page Layouts
Available in: All Editions
23
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
User Permissions Needed
Customize Application To view home page layouts:
Customize Application To create or change home page layouts:
You can customize the Home tab to include components such as sidebar links, a company logo, or a dashboard snapshot. A
dashboard snapshot is a clipping of the top row of a dashboards components. Just like other tabs, you can also assign different
home page layouts to different users based on profile.
Alternatively, a custom home page layout can contain only the components that show up in the sidebar. You can determine
if custom sidebar components appear only on the Home tab or on all Salesforce pages.
To start customizing your home page layouts, see:
Defining Home Tab Components on page 24
Designing Home Tab Page Layouts on page 25
Assigning Home Tab Page Layouts to Profiles on page 26
Defining Home Tab Components
Available in: All Editions
User Permissions Needed
Customize Application To create or change home page layouts:
Home page layouts contain standard components, such as Recent Items and Messages & Alerts, and any custom components
you create. You can create custom components such as a logo, and you can edit some standard components.
Editing Components
1. From Setup, click Customize > Home > Home Page Components.
2. Click Edit next to the component you want to edit. If there is no Edit link next to a component, it is read only.
3. Make any changes.
When editing the standard Messages & Alerts component, enter the text you want to display to users. If entering
HTML code for your message, make sure it is self-contained, well-formed HTML.
When editing the standard Custom Links home page component, enter the link text to display to users in the Bookmark
field. In the URL field, enter the complete website address, such as http://www.yahoo.com. To link to a Salesforce
page, such as a frequently-viewed report, enter only the part of the URL after salesforce.com, for example,
/00Ox0000000esq4. These links always open within the main Salesforce window, not in a popup window.
Note: The standard Custom Links home page component is a quick way to add links to the sidebar, but it
does not support merge fields, functions (such as the URLFOR function), executing JavaScript, or customizable
window opening properties. If you need this additional functionality:
a. From Setup, click Customize > Home > Custom Links, and create your home page custom links on that
page.
b. From Setup, click Customize > Home > Home Page Components, and create a custom home page
component of type Links on that page that includes the custom links created in the first step. Note that
creating a custom home page component for your links does not change the visual styling for your end
users.
24
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
4. Click Save.
Next, add the component to a home page layout; see Designing Home Tab Page Layouts on page 25.
Creating Custom Components
If you are creating custom link components, define your Home tab custom links first. See Understanding Custom Buttons
and Links on page 667. If you are creating an image component, upload your image to the Documents tab first.
1. From Setup, click Customize > Home > Home Page Components.
2. Click New.
3. Enter a name for the component. For custom links, this name displays as the section heading in the sidebar on the Home
tab.
4. Choose the type of component.
5. Click Next.
For links, select the appropriate custom links and click Add.
For images, click Insert an image, choose the document folder, and select the image file. Note that the image file must
be in a public folder and the Externally Available checkbox must be selected on the document's properties so
that users can view the image.
For HTML area, choose where to display the component, in either the wide or narrow column, and enter your text,
image, or links in the box below.
Note: Components in the narrow column display in the sidebar. They do not display in the sidebar on other
pages within Salesforce unless you specify that in your user interface settings or by assigning the Show Custom
Sidebar On All Pages permission.
6. Click Save.
Next, add the component to a home page layout; see Designing Home Tab Page Layouts on page 25.
Tip: Keep your image size smaller than 20 KB for optimum performance. If your image is too large to fit in the insert
window, use an image editor to resize the image. Save your image in gif or jpeg format to reduce file size.
See Also:
Assigning Home Tab Page Layouts to Profiles
Designing Home Tab Page Layouts
Available in: All Editions
User Permissions Needed
Customize Application To view home page layouts:
Customize Application To create or change home page layouts:
After creating the components you want displayed on the Home tab, begin designing your home page layouts.
1. From Setup, click Customize > Home > Home Page Layouts.
2. Click New. Alternately, select a layout you want to copy and click Clone.
3. Enter a name for the new layout.
25
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
4. Click Save.
5. Select the components you want displayed on the new page layout. Consider the following:
The components you select for the narrow column display in the sidebar. They do not display in the sidebar on other
pages within Salesforce unless you specify that in your user interface settings.If you only want certain users to view
sidebar components on all pages, grant those user the Show Custom Sidebar On All Pages permission.
Select Article Search to add the Find Articles component to a home page layout. This component is only available
for Salesforce Knowledge users.
Select Customer Portal Welcome to add the Customer Portal component to a home page layout. If the My Profile
site Visualforce page has been enabled, this component contains a personalized welcome message and a link to the
portal user's profile. The My Profile page enables users logged into either your Force.com site, or your Customer Portal
from Force.com sites, to update their own contact information. When they make changes to this page, the corresponding
portal user and contact records are updated.
When you select Dashboard Snapshot as a component to show on a home page layout, Salesforce displays the last
dashboard the user accessed. Users can view a dashboard snapshot on their Home tab if they have access to at least one
dashboard.
Tip: When designing home page layouts for your Customer Portal, we recommend adding the following
components: Search, Solution Search, Recent Items, Customer Portal Welcome, and a custom HTML Area
component that includes your corporate branding in the wide column.
6. Click Next.
7. Arrange the selected components in the desired columns. Select a component and use the arrow keys to move it.
8. Optionally, click Preview to display the home page layout.
9. Click Save & Assign to save the page layout and assign it to a profile. Initially, all users, including Customer Portal users,
are assigned to the Home Page Default layout.
See Also:
Customizing Home Tab Page Layouts
Defining Home Tab Components
Assigning Home Tab Page Layouts to Profiles
Available in: All Editions
User Permissions Needed
Customize Application To assign home page layouts:
Your home page layouts are only visible to users after you assign them to a user profile.
1. From Setup, click Customize > Home > Home Page Layouts.
2. Click Page Layout Assignment.
3. Click Edit Assignment.
4. Choose the appropriate page layout for each profile.
5. Click Save.
26
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
Tip: Users can customize the dashboard settings on their Home tab in their personal settings.
Editing Multi-Line Layouts for Opportunity Products
Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application To edit multi-line layouts for opportunity products:
You can customize the columns that display when you click Edit All in the Products related list of an opportunity detail page.
1. From Setup, click Customize > Opportunities > Opportunity Products > Page Layouts.
2. Next to the name of an opportunity product page layout, click Edit.
3. Click Edit Multi-Line Layout.
4. Move fields between Available Fields and Selected Fields.
To customize which fields display in the layout, select one or more fields in Available Fields and click Add or Remove.
To sort fields in the layout, select one or more fields in Selected Fields and click Up or Down.
To select multiple fields individually, use CTRL+click.
To select multiple fields as a group, use SHIFT+click.
5. Click Save to apply your changes.
Building Page Layouts for Custom Objects
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application To define page layouts for custom objects:
Page layouts define which fields users can view and edit when entering data for a custom object record. You can use the default
page layout that is created automatically when you create a custom object. You can also build your own page layout with related
lists and custom links. If you do not use any page layout with your custom object, you can still interact with it by using the
Force.com API to manage custom data or build a custom user interface.
To define a page layout for a custom object:
1. From Setup, click Create > Objects.
2. Select one of the custom objects in the list.
3. In the Page Layouts related list, click Edit next to one of the page layouts to modify it, or click New to create a new page
layout.
4. When creating a new page layout, enter a name for it, and select an existing page layout to clone, if desired.
5. Edit the page layout just as you would any other page layout.
27
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
6. Click Save.
See Also:
Customizing Page Layouts
Managing Mobile Cards in the Enhanced Page Layout Editor
Add expanded lookups and Visualforce pages to the Mobile Cards section of your page layout to have them show up as mobile
cards in Chatter Mobile.
Available in: All editions except Database.com
User Permissions Needed
Customize Application To customize page layouts:
View Setup To view page layouts:
The Expanded Lookups category for the enhanced page layout editor contains fields with lookup relationships. These fields,
when added to the Mobile Cards section of the layout, display as related lookup cards on a records home page in Chatter
Mobile. A page layout can have up to 20 expanded lookups.
Some standard objects have mobile cards added for you by default. Customize the page layout to remove them or add additional
cards.
Mobile-enabled Visualforce pages show up as slightly different-colored elements in the palette than their non-mobile-enabled
counterparts. Also, hovering your mouse over a Visualforce page element in the palette shows whether its mobile-enabled or
not.
The items you place in the Mobile Cards section dont show up on a records detail page in the full Salesforce site but only on
the records home page in Chatter Mobile.
1. Access the page layout editor.
2. From the Expanded Lookups or Visualforce Pages categories, drag an element into the Mobile Cards section.
3. Save the page layout.
After saving the layout, the items you added show up immediately in Chatter Mobile. You may need to refresh to see the
changes.
Tip: In the Mobile Cards section, only Visualforce pages enabled for Salesforce mobile apps will display in Chatter
Mobile.
Customizing Related Lists
Available in: All Editions except Database.com
User Permissions Needed
Customize Application To customize related lists:
To customize the buttons, columns displayed, column order, and record sort order of related lists on record detail pages in
Salesforce and the Salesforce Customer Portal:
28
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
1. Access the page layout editor.
2. Double-click a related list on the layout to edit it. If you are using the enhanced page layout editor, you can also click the
wrench icon ( ).
Note: You cant customize the History related list because it doesnt store data. The History related list links to
data stored elsewhere.
3. To customize the fields that display in the related list:
Select one or more fields and use the arrows to add or remove the fields to the related list columns on the page layout,
and to define the order in which the related list columns display. You can include up to 10 fields per related list.
Note: The first field of a related list can't be moved. They are considered as unique identifiers for the record.
Use CTRL+click to select multiple fields individually.
Use SHIFT+click to select multiple fields as a group.
Select a field from the Sort By drop-down list to sort the items in the related list, which will be displayed in ascending
order unless you select Descending. The default sort order varies per record. The Sort By drop-down is not available
for activities and opportunity products.
If necessary, select additional page layouts to apply your related list customizations to. Only layouts that include this
related list appear in the list. Layouts that include related lists with the same customizations as the current layout had
when you opened are selected by default.
Lookup fields are not available for display on their corresponding lookup related list. For example, the case lookup field
on an account page layout is not available when editing the cases related list.
4. To customize which standard buttons display in the related list, select or deselect the checkbox next to any standard button
name.
Note: To view the buttons in the enhanced page layout editor, click the plus sign (+) in the Buttons section.
5. To customize which custom buttons display in the related list:
To add or remove a custom button, select the button and click Add or Remove.
Sort custom buttons by selecting them and clicking Up or Down.
The custom button must be defined for the object contained in the related list, instead of the parent object, and the button
Type must be List Button. For example, to display a custom button on the Contacts related list of an account, define the
custom button for contacts, not accounts.
6. If necessary, click Revert to Defaults to undo any customizations and use the default Salesforce settings in the related list.
7. Click OK to store your customizations. Changes are not saved until you click Save on the page layout.
8. Select the Overwrite users personal related list customization to apply the related lists in the page
layout to all users, even if they have already customized their display.
9. Click Preview to review the page layout. From the preview in Enterprise, Unlimited, Performance, and Developer Editions,
select a profile to see how the pages will look for users with different profiles.
10. Click Save.
Note: You can enable related list hover links so that record detail pages include links for each related list at the top
of the page. Users can hover the mouse over a related list hover link to display the corresponding related list in an
29
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
interactive overlay that allows users to quickly view and manage the related list items. Users can also click a related
list hover link to jump to the content of the related list without scrolling down the page.
See Also:
Overview of Page Layouts and Field-Level Security
Customizing Detail Page Buttons
Available in: All Editions
User Permissions Needed
Customize Application To customize detail page buttons:
When customizing page layouts, you can control which standard and custom buttons are displayed and the order in which
the custom buttons are shown. To customize the buttons on record detail pages:
1. From Setup, click Customize, select the appropriate activity or tab link, and choose the Page Layouts link.
For custom objects, from Setup, click Create > Objects, and select the desired custom object.
2. Click Edit next to the page layout you want to customize.
3. Do one of the following:
In the original page layout editor, double-click the Detail Page Buttons item in the Button Section.
To hide any standard button, deselect the checkbox next to the button name.
To add or remove a custom button, select the button in the Available Buttons list, and click Add or Remove.
Sort custom buttons by selecting them and clicking Up or Down.
To undo your customizations and restore default settings, click Revert to Defaults.
Click OK to close the popup when you are done.
In the enhanced page layout editor, select the Buttons category on the palette and drag one or more buttons from the
palette to the buttons section on the page layout. Standard buttons must go in the standard buttons area, and custom
buttons must go in the custom buttons area. To remove a standard or custom button from the page layout, drag the
button to the palette.
4. Click Save on the page layout.
5. Click Save.
See Also:
Overriding Standard Buttons and Tab Home Pages
Defining Custom Buttons and Links
Compact Layout Overview
Compact layouts are used in Chatter Mobile to display a record's key fields at a glance. Compact layouts are designed for
viewing records on touchscreen mobile devices, where space is limited and quick recognition of records is important.
30
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
Available in: All editions except Database.com
In the full Salesforce site, compact layouts determine which fields appear in the Chatter feed item that appears after a user
creates a record with a publisher action.
In Chatter Mobile, compact layouts determine the fields that show up in:
An objects record highlights area
An objects record preview cards (but not those shown in search results)
Enhanced lookup cards on a records related information page
Note: Compact layouts aren't available for the Salesforce Classic, Chatter Mobile for BlackBerry, Salesforce Touch,
or Dashboards for iPad mobile apps.
If you dont create custom compact layouts, records display using a read-only, predefined system default compact layout. Once
you create custom compact layouts, you can set one as the primary compact layout for the object. If you have record types
associated with an object, you can override the primary compact layout assignment and assign specific compact layouts to
different record types.
Compact layouts support all field types except:
text area
long text area
rich text area
multi-select picklist
You can clone a compact layout from its detail page.
See Also:
Creating Compact Layouts
Notes on Compact Layouts
Creating Compact Layouts
Create compact layouts to customize the fields that display for object records when viewed in Chatter Mobile.
Available in: All editions except Database.com
User Permissions Needed
Customize Application To customize compact layouts:
View Setup To view compact layouts:
The first four fields you assign to your compact layout populate the record highlights section at the top of each record view in
Chatter Mobile.
1. For standard objects, from Setup, click Customize, select an object, and click Compact Layouts. For custom objects, from
Setup, click Create > Objects, click the name of a custom object, then click New from the Compact Layouts related list.
2. Click New to create a fresh compact layout.
3. Enter a label for your compact layout.
31
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
4. Select up to 10 fields to display on the compact layout and click Add.
5. Sort the fields by selecting them and clicking Up or Down.
The order you assign to the fields determines the order in which they display when the record is viewed on a mobile device,
and in a Chatter feed item resulting from a record create action.
6. Click Save.
See Also:
Assigning Compact Layouts to Record Types
Notes on Compact Layouts
Compact Layout Overview
Assigning Compact Layouts to Record Types
If you dont create custom compact layouts, records display using a read-only, predefined system default compact layout. Once
you create custom compact layouts, you can set one as the primary compact layout for the object. If you have record types
associated with an object, you can override the primary compact layout assignment and assign specific compact layouts to
different record types.
Available in: All editions except Database.com
User Permissions Needed
Customize Application To customize compact layouts:
View Setup To view compact layouts:
1. For standard objects, from Setup, click Customize > Object > Compact Layouts. For custom objects, from Setup, click
Create > Objects, click the name of a custom object, then scroll down to the Compact Layouts related list.
2. Click Compact Layout Assignment.
3. Select a compact layout to use as the primary compact layout for this object.
4. In the Record Type Overrides section, select one or more record types to which you want to assign a compact layout.
If you dont have record types set for the object, you wont see this section. If you dont set any record type overrides, all
record types use the objects primary compact layout by default. Press SHIFT + click or click and drag to select a range of
adjacent cells. Press CTRL + click to select individual, non-adjacent cells.
Note that some record types in the list might be inactive. You can assign a compact layout to an inactive record type.
5. Select a compact layout from the Compact Layout To Use drop-down list to assign it to the selected cells.
6. Click Save.
See Also:
Creating Compact Layouts
Notes on Compact Layouts
Compact Layout Overview
Deleting Compact Layouts
Available in: All editions except Database.com
32
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
User Permissions Needed
Customize Application To customize compact layouts:
View Setup To view compact layouts:
1. For standard objects, from Setup, click Customize, select the appropriate item, and click Compact Layouts. For custom
objects, from Setup, click Create > Objects, click the name of a custom object, then scroll down to the Compact Layouts
related list.
2. Click Del next to the compact layout name.
3. If youre deleting the compact layout assigned as the primary, choose another compact layout to replace it.
4. Click Replace.
Notes on Compact Layouts
Available in: All editions except Database.com
Each record type can have only one compact layout assigned to it. However, a compact layout can be associated with
multiple record types.
Users who dont have access to certain fields in Salesforce wont see them on the compact layout.
A compact layout must contain at least one field.
A compact layout can only contain fields from its object. This can include a formula field that is a cross-object reference
to another object.
Removing a field from a page layout doesnt remove it from the objects compact layout. The two layout types are
independent.
If you change a field on a compact layout to an unsupported type, the field is removed from the compact layout.
Before you can delete a compact layout thats set as the primary compact layout for the object, you must choose another
compact layout to replace it.
In Chatter Mobile, tasks automatically show the status and due date. When customizing a task compact layout, you dont
need to add these fields to the Selected Fields list.
See Also:
Creating Compact Layouts
Compact Layout Overview
Customizing Search Layouts
Available in: All Editions
User Permissions Needed
Customize Application To change search layouts:
Customize which fields display for users in search results, search filter fields, lookup dialogs, the recent records lists on tab
home pages, and in lookup phone dialogs for Salesforce CRM Call Center. You can specify a different set of fields to show
in each search layout. The settings apply to all users in your organization and Salesforce Customer Portal.
33
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
Additionally, customize which buttons display in custom list views and search results. You can hide a standard list view button
or display a custom button. Standard buttons are not available on search result layouts. To display a custom button, create the
custom button, giving it the List Button Display Type.
1. From Setup, click Customize, select the appropriate activity or tab link, and click Search Layouts.
2. Click Edit next to the layout you want to customize. You can specify a different set of items to display for search results,
lookup dialogs, recent records lists on tab home pages, lookup phone dialogs, list views, and search filter fields.
3. For list view and search results layouts, select the standard or custom buttons you want to display. To hide a standard
button on the list view, deselect it. Standard buttons are not available on search result layouts.
4. Move fields between Available Fields and Selected Fields.
To customize which fields display in the layout, select one or more fields and click Add or Remove.
To sort fields in the layout, select one or more fields in Selected Fields and click Up or Down.
To select multiple fields individually, use CTRL+click.
To select multiple fields as a group, use SHIFT+click.
To customize which items display in the layout, select the item and click Add or Remove.
To sort items in the layout, select the item and click Up or Down.
Note: When editing a search results layout for an object, you can select the Override the search result
column customizations for all users checkbox. If selected, all user column customizations within your
organization will be overwritten and set to the organization-wide default settings.
5. Click Save.
See Also:
Managing Page Layouts
Notes on Search Layouts
Notes on Search Layouts
Available in: All Editions
User Permissions Needed
Customize Application To change search layouts:
Search layouts dont apply to Salesforce CRM Content.
Search layouts dont apply to campaign members, opportunity teams, or account teams.
The search layout doesnt control which fields are searched for keyword matches. The list of fields searched is the same
across Salesforce.
You can add up to 10 fields to each search layout.
You cant remove unique identifying fields, such as Account Name or Case Number, from the search layouts. These
fields must be listed first in the order of fields in the search layout.
You can t add long text fields such as Description, Solution Details, or custom long text area fields to search
layouts.
All fields are available to be added to the search layout even if some fields are normally hidden for the user customizing
the search layout.
34
Changing How Salesforce Looks Enhance Salesforce with Point and Click Tools
For Enterprise, Unlimited, Performance, and Developer Edition organizations, search layouts dont override field-level
security. If a field is included in the search layout but hidden for some users via field-level security, those users do not see
that field in their search results.
For Personal, Contact Manager, Group, and Professional Edition organizations, search layouts override page layout settings.
If a field is included in the search layout but hidden in the page layout, that field will be visible in search results.
The search results layouts for leads, accounts, contacts, and opportunities also apply to the search results displayed when
finding duplicate leads.
Formula fields are not available in search result layouts.
Dont remove the Phone field from any lookup phone dialogs search layout. If you do, users cant use the directory search
results to enter a phone number into a SoftPhone dial pad.
To add a custom button to a list view or search layout, create the custom button for a standard or custom object, giving it
the List Button Display Type. The custom button will be available in the list view and search result layouts for that
object.
Tip: In account search results, you can visually differentiate business accounts from person accounts by adding the
Is Person Account field, which displays as the person account icon ( ).
You may specify the Is Person Account field as the first column in account search layouts. Otherwise, Account
Name must be the first column.
Setting Up Custom Tabs
What is a Custom Tab?
Custom Object Tabs and Web Tabs available in: Contact Manager, Group, Professional, Enterprise, Performance,
Unlimited, and Developer Editions
Visualforce Tabs available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer
Editions
Flexible Page Tabs available in: All Editions except Database.com
A custom tab is a user interface component you create to display custom object data or other web content embedded in the
application.
The following types of custom tabs are available:
Custom Object Tabs display the data of your custom object in a user interface tab. Custom object tabs look and function
just like standard tabs.
Custom Web Tabs display any external Web-based application or Web page in a Salesforce tab. You can design Web tabs
to include the sidebar or span across the entire page without the sidebar.
Visualforce Tabs display data from a Visualforce page. Visualforce tabs look and function just like standard tabs.
Flexible Page Tabs let you add Flexible Pages to the Chatter Mobile navigation menu.
Flexible Page tabs dont work like other custom tabs. Once created, they dont show up on the All Tabs page when you
click the plus icon ( ) that appears to the right of your current tabs. Flexible Page tabs also dont show up in the Available
Tabs list when you customize the tabs for your apps.
35
Setting Up Custom Tabs Enhance Salesforce with Point and Click Tools
Note: Custom Object Tabs and Standard Object Tabs are available only at an app level. Theyre not available on
subtab apps.
See Also:
Creating Custom Apps
What is a Subtab App?
Defining Custom Tabs
Custom Object Tabs and Web Tabs available in: Contact Manager, Group, Professional, Enterprise, Performance,
Unlimited, and Developer Editions
Visualforce Tabs available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer
Editions
Flexible Page Tabs available in: All Editions except Database.com
User Permissions Needed
Customize Application To create and edit custom tabs:
Custom tabs display custom object data or other web content embedded in the application.
Custom Object TabsFor your custom object data
Web TabsFor other web content
Visualforce TabsFor Visualforce pages
Flexible Page TabsFor Flexible Pages, to include them in the Chatter Mobile navigation menu.
Subtab apps support only Web Tabs and Visualforce Tabs.
Delegated administrators who can manage specified custom objects can also create and customize tabs for those custom objects.
See Also:
What is a Custom Tab?
What is a Subtab App?
Creating Web Tabs
Custom Object Tabs and Web Tabs available in: Contact Manager, Group, Professional, Enterprise, Performance,
Unlimited, and Developer Editions
Visualforce Tabs available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer
Editions
Flexible Page Tabs available in: All Editions except Database.com
36
Setting Up Custom Tabs Enhance Salesforce with Point and Click Tools
User Permissions Needed
Customize Application To create and edit custom tabs:
Build web tabs so that your users can use your web applications or other websites from within the application.
1. From Setup, click Create > Tabs.
2. Click New in the Web Tabs related list.
3. Choose a layout for the new tab. The full page width spans across the entire page without the sidebar while the column
style allows users to view the sidebar.
4. Click Next.
5. Choose URL for tab type. Choose Custom S-Control if you have previously created a custom s-control that you want
displayed in the web tab.
Important: S-controls have been superseded by Visualforce pages. Organizations that havent previously used
s-controls cant create them. Existing s-controls are unaffected, and can still be edited.
6. Enter a label to display on the tab.
7. Click the Tab Style lookup icon to display the Tab Style Selector.
If a tab style is already in use, a number enclosed in brackets [] appears next to the tab style name. Hover your mouse over
the style name to view the tabs that use the style. Click Hide styles which are used on other tabs to filter
this list.
8. Click a tab style to select the color scheme and icon for the custom tab.
Optionally, click Create your own style on the Tab Style Selector dialog if you want to create a custom tab style and your
organization has access to the Documents tab. To create your own tab style:
a. Click the Color lookup icon to display the color selection dialog and click a color to select it.
b. Click Insert an Image, select the document folder, and select the image you want to use.
Alternatively, click Search in Documents, enter a search term, and click Go! to find a document file name that includes
your search term.
Note: This dialog only lists files in document folders that are under 20 KB and have the Externally Available
checkbox selected in the document property settings. If the document used for the icon is later deleted, Salesforce
replaces it with a default multicolor block icon ( ).
c. Select a file and click OK. The New Custom Tab wizard reappears.
9. Change the content frame height if necessary.
10. Optionally, select the Mobile Ready checkbox to indicate that the web page displays and functions properly in the Salesforce
Classic app.
Selecting the checkbox adds the tab to the list of available tabs for your Salesforce Classic configurations. Before mobilizing
a web tab, review the Salesforce Classic tab considerations to ensure that the pages in your web tabs are compatible with
mobile browsers.
Note: The Mobile Ready checkbox is only visible if Salesforce Classic is enabled for your organization.
11. Optionally, choose a custom link to use as the introductory splash page when users initially click the tab. Note that splash
pages do not display in the mobile application. Avoid using a splash page if you plan to mobilize the web tab.
37
Setting Up Custom Tabs Enhance Salesforce with Point and Click Tools
12. Enter a description of the tab, if desired, and click Next.
13. Enter the URL or choose the custom s-control that you want to display in the tab. Optionally, copy and paste any merge
fields for data that you want replaced in the link dynamically.
Remember to include the http:// before your URL. User, organization, and API merge fields are available for web tabs.
Optionally, click the preview link to display your web tab.
14. For a URL, choose an encoding setting and click Next.
15. Add the web tab to the appropriate profiles. In Tab Visibility, choose Default On, Default Off, or Tab Hidden to
determine whether the custom tab is visible to users with that profile. The administrator can change this setting later.
16. Check Append tab to users' existing personal customizations to apply the tab visibility settings to all
users.
17. Specify the custom apps that should include the new tab.
18. Click Save.
Creating Custom Object Tabs
Custom Object Tabs and Web Tabs available in: Contact Manager, Group, Professional, Enterprise, Performance,
Unlimited, and Developer Editions
Visualforce Tabs available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer
Editions
Flexible Page Tabs available in: All Editions except Database.com
User Permissions Needed
Customize Application To create and edit custom tabs:
Define a new tab to display the data stored in your custom object records.
1. From Setup, click Create > Tabs.
2. Click New in the Custom Object Tabs related list.
3. Select the custom object to display in the custom tab. If you have not already created the custom object, click create a new
custom object now and follow the instructions in Defining Custom Objects on page 73.
The label of the new tab is the same as the plural version of the custom object label.
4. Click the Tab Style lookup icon to display the Tab Style Selector.
If a tab style is already in use, a number enclosed in brackets [] appears next to the tab style name. Hover your mouse over
the style name to view the tabs that use the style. Click Hide styles which are used on other tabs to filter
this list.
5. Click a tab style to select the color scheme and icon for the custom tab.
Optionally, click Create your own style on the Tab Style Selector dialog if you want to create a custom tab style and your
organization has access to the Documents tab. To create your own tab style:
a. Click the Color lookup icon to display the color selection dialog and click a color to select it.
b. Click Insert an Image, select the document folder, and select the image you want to use.
Alternatively, click Search in Documents, enter a search term, and click Go! to find a document file name that includes
your search term.
38
Setting Up Custom Tabs Enhance Salesforce with Point and Click Tools
Note: This dialog only lists files in document folders that are under 20 KB and have the Externally Available
checkbox selected in the document property settings. If the document used for the icon is later deleted, Salesforce
replaces it with a default multicolor block icon ( ).
c. Select a file and click OK. The New Custom Tab wizard reappears.
6. Optionally, choose a custom link to use as the introductory splash page when users initially click the tab.
7. Enter a description of the tab, if desired, and click Next.
8. Choose the user profiles for which the new custom tab will be available:
Select Apply one tab visibility to all profiles and choose Default On, Default Off, or Tab Hidden from the drop-down
list.
Alternatively, select Apply a different tab visibility for each profile and choose Default On, Default Off, or Tab
Hidden from the drop-down list for each profile.
For Professional Edition users and Salesforce Platform One license users, tab visibility is automatically set to Default On.
9. Specify Tab Visibility.
For Enterprise, Unlimited, Performance, and Developer Edition organizations, choose Default On, Default Off, or Tab
Hidden in Tab Visibility to determine whether the custom tab is visible to users with that profile, and click Next.
For Professional Edition organizations, tab visibility is automatically set to Default On. Salesforce Platform One license
users, tab visibility is automatically set to Default On.
If you choose Default On or Default Off, an option is added to the Create New drop-down list in the sidebar so that
users with the Create permission can quickly create a new record. For example, if the custom object displayed in the
custom tab is named Expenses, an Expense option appears in this list.
10. Specify the custom apps that should include the new tab.
11. Check Append tab to users' existing personal customizations to add the new tab to your users customized
display settings if they have customized their personal display.
12. Click Save.
To further customize the tab:
Define the page layout for records displayed in the tab. The page layout controls which fields are visible and editable when
users are entering data in the custom tab.
Specify which fields display to users in the key lists section of the custom object tab home page.
See Also:
What is a Custom Tab?
Managing Custom Tabs
Custom Object Tabs and Web Tabs available in: Contact Manager, Group, Professional, Enterprise, Performance,
Unlimited, and Developer Editions
Visualforce Tabs available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer
Editions
Flexible Page Tabs available in: All Editions except Database.com
39
Setting Up Custom Tabs Enhance Salesforce with Point and Click Tools
User Permissions Needed
Customize Application To create, edit, and delete custom tabs:
After creating your custom tabs, you can edit or delete them. From Setup, click Create > Tabs to display a list of your
organizations tabs. Use this page to view, create, edit, or delete custom tabs.
To view details for a custom tab, click the custom tab name.
To change the properties of a custom tab, click Edit, make the appropriate changes, and click Save. Before changing the
Splash Page Custom Link, see Defining Home Tab Components on page 24 for information about creating a custom
link to use as a splash page for your custom tab.
To remove a custom tab, click Del.
To create a new custom tab, click New.
To enable Visualforce or web tabs for mobile users, edit the properties of the tabs and select the Mobile Ready checkbox.
Creating Flexible Page Tabs
Before you include a Flexible Page in the Chatter Mobile navigation menu, you must create a custom tab for it.
Available in: All editions except Database.com
User Permissions Needed
Customize Application To create and edit custom tabs:
Note: Flexible Page tabs dont work like other custom tabs. Once created, they dont show up on the All Tabs page
when you click the plus icon ( ) that appears to the right of your current tabs. Flexible Page tabs also dont show up
in the Available Tabs list when you customize the tabs for your apps.
You must have at least one Flexible Page in your organization for the Flexible Page Tabs section to show up.
1. From Setup, click Create > Tabs.
2. Click New in the Flexible Page Tabs related list.
3. Choose a Flexible Page for the tab.
4. Enter a label.
This text is the display name for the Flexible Page in the Chatter Mobile navigation menu.
5. Click the Tab Style lookup icon to display the Tab Style Selector.
If a tab style is already in use, a number enclosed in brackets [] appears next to the tab style name. Hover your mouse over
the style name to view the tabs that use the style. Click Hide styles which are used on other tabs to filter
this list.
6. Click a tab style to select a color scheme and icon for the Flexible Page tab.
The icon you choose here is the icon that displays to the left of the Flexible Page label in the Chatter Mobile navigation
menu.
Optionally, click Create your own style on the Tab Style Selector dialog if you want to create a custom tab style and your
organization has access to the Documents tab. To create your own tab style:
a. Click the Color lookup icon to display the color selection dialog and click a color to select it.
b. Click Insert an Image, select the document folder, and select the image you want to use.
40
Setting Up Custom Tabs Enhance Salesforce with Point and Click Tools
Alternatively, click Search in Documents, enter a search term, and click Go! to find a document file name that includes
your search term.
Note: This dialog only lists files in document folders that are under 20 KB and have the Externally Available
checkbox selected in the document property settings. If the document used for the icon is later deleted, Salesforce
replaces it with a default multicolor block icon ( ).
c. Select a file and click OK. The New Custom Tab wizard reappears.
7. Enter a description of the tab, if desired, and click Next.
8. Choose the user profiles for which the new custom tab will be available:
Select Apply one tab visibility to all profiles and choose Default On, Default Off, or Tab Hidden from the drop-down
list.
Alternatively, select Apply a different tab visibility for each profile and choose Default On, Default Off, or Tab
Hidden from the drop-down list for each profile.
Note: The Default On and Default Off options for Flexible Pages dont work as they would with other custom
tabs. The Flexible Page menu item appears for the selected profiles in Chatter Mobile whether you choose Default
On or Default Off. Select the Tab Hidden option to hide the Flexible Page menu item for the selected profiles
in Chatter Mobile.
9. Click Save.
Customizing Help
Custom Help Overview
Available in: All Editions except Database.com
The Help & Training link at the top of every page opens the Salesforce Help & Training window which includes online help
topics, solutions, and recommended training classes. Additionally, the Help for this Page link on any page opens a
context-sensitive online help topic that describes that page.
Salesforce custom help functionality allows you to augment these standard help features with information on using fields and
functionality unique to your organization or the Force.com AppExchange app you are developing.
Custom help allows you to:
Override the standard Salesforce context-sensitive online help topics for your custom objects using object-level help
Add field-level help that displays when users hover their mouse over a field
See Also:
Getting Started with Field-Level Help
Getting Started with Object-Level Help
41
Customizing Help Enhance Salesforce with Point and Click Tools
Getting Started with Field-Level Help
Field-level help allows you to provide help text detailing the purpose and function of any standard or custom field. You can
define custom help text for your organization's fields to provide users with a helpful description for any field on all detail and
edit pages where that field displays. Users can view the field-level help text by hovering over the Info icon next to the field.
Before you begin defining field-level help, review these implementation tips and best practices.
Implementation Tips
Field-level help is enabled by default for all editions.
Field-level help is not available for some standard fields, including fields on the User object, system read only fields,
auto-number fields, multi-currency fields, Ideas fields, and Community fields.
The help text for a field is automatically added to a package when you add the associated field to any Force.comAppExchange
package.
In a managed package, the help text is locked to the developer, giving installers full capabilities to change it.
Best Practices
Because your custom help text displays on both edit and detail pages, avoid instructions for entering data. Instead, construct
help text that defines the field's purpose, such as:
The maximum discount allowed for this account.
Provide information in your help text about the attributes of the field, such as:
A detailed description of the purpose for the expense report. Up to 32 KB of data
are allowed. Only the first 255 characters display in reports.
Provide examples in your help text that help users understand the field's meaning clearly, such as:
The four-digit promotional code used to determine the amount charged to the customer,
for example, 4PLT (for level-four platinum pricing).
If your organization uses more than one language, provide translations for your Help Text using the Translation
Workbench.
See Also:
Custom Help Overview
Defining Field-Level Help
Defining Field-Level Help
Available in: All Editions except Database.com
User Permissions Needed
Customize Application To define or change field-level help:
Field-level help allows you to provide help text detailing the purpose and function of any standard or custom field. You can
define custom help text for your organization's fields to provide users with a helpful description for any field on all detail and
edit pages where that field displays. Users can view the field-level help text by hovering over the Info icon next to the field.
42
Customizing Help Enhance Salesforce with Point and Click Tools
To define field-level help:
1. Select the field for which you want to define custom help text:
For standard objects, from Setup, click Customize, select the appropriate object, and click Fields.
For custom objects, from Setup, click Create > Objects, and select one of the custom objects in the list.
2. Click Edit next to the field.
3. In the Help Text field, enter the text you want displayed when a user hovers the mouse over the Info icon that appears
adjacent to the field on a detail or edit page. You can enter up to 255 characters.
4. Click Save.
See Also:
Custom Help Overview
Getting Started with Field-Level Help
Getting Started with Object-Level Help
Object-level help gives you the power to override the Salesforce Help for this Page links for any custom object with your
custom help content contained in a Visualforce page or an s-control. The Help & Training link at the top of any page always
opens the Salesforce Help & Training window, yet every Help for this Page link on your custom object pages opens the
content in the s-control you select. Your users can access this content from the custom object home (overview), detail, and
edit pages as well as any list views and related lists.
Before you begin defining object-level help text for your custom objects, review these implementation tips and best practices.
Implementation Tips
Object-level help is available for all custom objects in the Salesforce editions that support custom objects. For more
information, see Salesforce Limits.
For maximum functionality and ease of development, use Visualforce pages rather than s-controls.
When creating a Visualforce page to use for your object level help, create your page without a controller or with a custom
controller. You cannot use a standard controller or a standard list controller.
When creating an s-control to use for your object-level help, select HTML or URL:
For an HTML s-control, write your help content directly into the s-control body using HTML markup.
For a URL s-control, enter the URL of your help content. The URL can be an external website that hosts your help
content, or it can be a relative path to a static resource that contains your help content.
If you have defined object-level help for a custom object that you add to a Force.com AppExchange package, Salesforce
automatically adds the Visualforce page, static resource, or s-control referenced in your Context-Sensitive Help
Settings for that object.
In managed packages, object level help is locked to the developer, giving installers the ability to change it if needed.
Best Practices
The window that displays your object-level help has the same height and width dimensions as the standard Salesforce
Help & Training window. Be sure to size and style your content appropriately to increase usability of your custom help
content.
To give your custom help a professional tone using Salesforce terminology, follow the Salesforce.com Style Guide for
Documentation and User Interface Text. To use the Salesforce styles, use Visualforce to design your pages.
43
Customizing Help Enhance Salesforce with Point and Click Tools
Because Visualforce pages or s-controls are the source of your object-level help content, you can use merge fields or other
functions to make the experience more personalized. For example, you can design the custom help to address the user
directly by adding the user's name to the help page when it is displayed.
See Also:
Custom Help Overview
Defining Object-Level Help
Defining Object-Level Help
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application To define or change object-level help:
Object-level help overrides the Help for this Page links for any custom object with your own custom help content contained
in a Visualforce page or an s-control. To make object-level help available to all your users, simply create a Visualforce page or
an s-control that contains your help content and edit the custom object definition to reference that Visualforce page or s-control.
Object-level help becomes available to all your users instantly.
Important: S-controls have been superseded by Visualforce pages. Organizations that havent previously used
s-controls cant create them. Existing s-controls are unaffected, and can still be edited.
To define object-level help for custom objects:
1. Create a Visualforce page or an s-control of type HTML or URL that contains your help content.
For a Visualforce page, create a Visualforce page that does not use a controller, or that uses a custom controller. Standard
controllers and standard list controllers cannot be used with pages that display object-level help.
For an HTML s-control, write your help content directly into the s-control body using HTML markup.
For a URL s-control, enter the URL of your help content. The URL can be an external website that hosts your help
content, or it can be a relative path to a static resource that contains your help content.
2. Edit the custom object definition that should use this custom help when users click the Help for this Page link for these
custom object records.
3. Choose Open a window using a Visualforce page or Open a window using a custom s-control from
Context-Sensitive Help Setting.
4. Select the Visualforce page or s-control that contains your help content.
5. Click Save.
Tip:
You can use the action attribute on a <apex:page> component to redirect from a Visualforce page to a static
resource. This functionality allows you to add rich, custom help to your Visualforce pages. For example, to redirect
a user to a PDF:
1. Upload the PDF as a static resource named customhelp.
44
Customizing Help Enhance Salesforce with Point and Click Tools
2. Create the following page:
<apex:page sidebar="false" showHeader="false" standardStylesheets="false"
action="{!URLFOR($Resource.customhelp)}">
</apex:page>
Notice that the static resource reference is wrapped in a URLFOR function. Without that, the page does not redirect
properly.
Tip: To give your custom help a professional tone using Salesforce terminology, follow the Salesforce.com Style Guide
for Documentation and User Interface Text. To use the Salesforce styles, use Visualforce to design your pages.
See Also:
Custom Help Overview
Getting Started with Object-Level Help
Replacing Salesforce Online Help
Organizations that have renamed standard tabs, objects, fields, and other related user interface labels can also replace the
Salesforce online help with another URL. Users can view this URL whenever they click on any context-sensitive help link on
an end-user page or within their personal settings. After you replace the help, the Help & Training link at the very top of
every page and all Setup pages will continue to display Salesforce online help.
1. From Setup, click Customize > Tab Names and Labels > Help Settings.
2. Enter the complete URL for your help file that you would like to replace the Salesforce online help.
3. Click Save.
Notes about Replacing Online Help
When you replace the Salesforce online help with your own help file, the Help & Training link still displays Salesforce
online help but the Help for this Page links on all pages other than within Setup are no longer context-sensitive. That is,
your help file will open at the same place regardless of which page the user is viewing when they click the link.
You can make your help context-sensitive by taking advantage of the context-specific parameters that are passed with each
help link. For example, the help link from the Opportunities tab home page is constructed as follows (without any linebreaks):
http://your_help_file.com?loc=help&amp;body=%2Fhelp%2Fdoc%2Fen%2Fhelp2.jsp
&target=opp_overview.htm&section=Opportunities
The values of the target and section parameters are unique for every page within the application. You can parse these
parameters to display context-sensitive help content for your users.
If your online help file is compatible with the Web browser on your users' mobile devices, you can contact salesforce.com
to enable a custom URL for the online help in Salesforce Classic. If you enable a mobile help URL, the Help link in the
mobile application launches the custom help URL instead of the Salesforce Classic online help. Don't deploy customized
mobile help without testing it thoroughly on all the device models carried by your users. Even if all of your users have the
same type of mobile device, the experience can vary widely depending on which operating system version is installed on
the device.
45
Customizing Help Enhance Salesforce with Point and Click Tools
Using Record Types
Record Types Overview
Available in: Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application To create or change record types:
Record types allow you to offer different business processes, picklist values, and page layouts to different users. Record types
can be used in various ways, for example:
Create record types for opportunities to differentiate your regular sales deals from your professional services engagements
and offer different picklist values for each.
Create record types for cases to display different page layouts for your customer support cases versus your billing cases.
Record Type Considerations
Keep the following considerations in mind when creating or changing a record type:
Before creating record types, include all of the possible record type values in your master list of picklists. The master picklist
is a complete list of picklist values that can be used in any record type.
The master picklist is independent of all record types and business processes. If you add a picklist value to the master
picklist, you must manually include the new value in the appropriate record types. If you remove a picklist value from the
master, it is no longer available when creating new records, but records assigned to that value are unchanged.
The following special picklist fields are not available for record types because they are used exclusively for sales processes,
lead processes, support processes, and solution processes:
Opportunity Stage
Case Status
Solution Status
Lead Status
You can use these fields to provide different picklist values for different record types by assigning a different process to
each record type.
Renaming a record type doesnt change the list of values included in it.
Person accounts are account records to which a special kind of record type has been assigned. These record types are called
person account record types. Person account record types allow contact fields to be available on the account and allow the
account to be used in many situations as if it were a contact. A default person account record type named Person Account
is automatically created when person accounts are enabled for your organization. You can change the name of this record
type, and you can create additional person account record types.
You cannot delete all the record types for an object if the object is referenced in Apex.
You cannot deactivate a record type if it is in use by an email routing address for Email-to-Case or On-Demand
Email-to-Case.
To create record types for campaign members, from Setup, click Customize > Campaigns > Campaign Members >
Record Types.
Record types can only be assigned to campaign members using the Campaign Member Type field on new or existing
campaigns. To assign record types to campaign members, add the Campaign Member Type field to the campaign page
46
Using Record Types Enhance Salesforce with Point and Click Tools
layout. You must have the Marketing User user permission to change the campaign member type. You can also add a
read-only Campaign Member Type field to the campaign members page layout.
The following campaign member picklists are not available for record types:
Status
Salutation
Lead Source
Salesforce recommends creating no more than 200 record types. While there is no limit, organizations may have difficulty
managing their record types if they exceed 200.
When users convert, clone, or create records, the following special considerations apply.
When a user converts a lead, the new account, contact, and opportunity records automatically use the default record type
for the owner of the new records.
When a user clones a record, the new record has the record type of the cloned record. If the record type of the cloned
record isnt available in the users profile, the new record adopts the users default record type.
When a user creates a new case or lead and applies assignment rules, the new record can keep the creators default record
type or take the record type of the assignee, depending on the case and lead settings specified by the administrator.
See Also:
Viewing and Editing Record Types
Creating Record Types
Administrator tip sheet: Tips & Hints for Record Types
Creating Record Types
Available in: Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application To create or change record types:
Tip: Before creating record types, include all of the possible record type values in your master list of picklists. The
master picklist is a complete list of picklist values that can be used in any record type.
To create record types on a standard object:
1. From Setup, click Customize, then select an object.
To create person account record types, from Setup, click Customize > Accounts > Person Accounts.
To create campaign member record types, from Setup, click Customize > Campaigns > Campaign Members.
2. Click Record Types.
3. Click New.
4. Choose Master from the Existing Record Type drop-down list to copy all available picklist values, or choose an
existing record type to clone its picklist values.
Note: When you create a new record type without cloning an existing one, the new record type automatically
includes the master picklist values for both standard and custom picklists. You can then customize the picklist
values for the record type.
47
Using Record Types Enhance Salesforce with Point and Click Tools
5. Enter a Record Type Label that's unique within the object.
6. Enter a Record Type Name. The Record Type Name refers to the component when using the Web services API and
prevents naming conflicts on package installation in managed packages.
7. For opportunity, case, lead, and solution record types, select a business process to associate with the record type.
8. Enter a description.
9. Select Active to activate the record type.
10. Select Enable for Profile next to a profile to make the record type available to users with that profile. Select the
checkbox in the header row to enable it for all profiles.
Tip: If each profile is associated with a single record type, users will never be prompted to select a record type
when creating new records.
11. For enabled profiles, select Make Default to make it the default record type for users of that profile. Select the checkbox
in the header row to make it the default for all profiles.
12. Click Next.
13. Choose a page layout option to determine what page layout displays for records with this record type:
To apply a single page layout for all profiles, select Apply one layout to all profiles and choose the page
layout from the drop-down list.
To apply different page layouts based on user profiles, select Apply a different layout for each profile
and choose a page layout for each profile.
14. Click Save to edit the values of the standard and custom picklists available for the record type, or click Save and New to
create another record type.
See Also:
Viewing and Editing Record Types
Editing Picklists for Record Types and Business Processes
Available in: Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application To create or change record types:
Customize Application To create or change business processes:
To customize the values in record type or business process picklists:
1. Select a record type and click Edit next to one of the picklist fields to customize the values included for the record type.
Or, select a business process to customize the values included in that business process.
2. Add any values from the Available Values box or remove any values from the Selected Values box. Users will be able to
choose from the list of selected values when creating and editing records.
3. Optionally, choose a default picklist value. Some picklists require a default value. The default value in a dependent field is
ignored.
4. Click Save.
48
Using Record Types Enhance Salesforce with Point and Click Tools
Tips for Editing Picklists and Record Types
The master picklist is independent of all record types and business processes. If you add a picklist value to the master
picklist, you must manually include the new value in the appropriate record types. If you remove a picklist value from the
master, it is no longer available when creating new records, but records assigned to that value are unchanged.
Renaming a record type doesnt change the list of values included in it.
The following special picklist fields are not available for record types because they are used exclusively for sales processes,
lead processes, support processes, and solution processes:
Opportunity Stage
Case Status
Solution Status
Lead Status
You can use these fields to provide different picklist values for different record types by assigning a different process to
each record type.
The following campaign member picklists are not available for record types:
Status
Salutation
Lead Source
After creating record types, add the Record Type field to your page layouts if you would like the field displayed on record
detail and edit pages. A user can be associated with several record types. For example, a user who creates marketing
campaigns for both US and European divisions can have both US and European campaign record types available when
creating new campaigns.
Record types can only be assigned to campaign members using the Campaign Member Type field on new or existing
campaigns. To assign record types to campaign members, add the Campaign Member Type field to the campaign page
layout. You must have the Marketing User user permission to change the campaign member type. You can also add a
read-only Campaign Member Type field to the campaign members page layout.
See Also:
About Custom Fields
Viewing and Editing Record Types
Available in: Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
View Setup and Configuration To view record type setup pages:
Customize Application To create or change record types:
To view a list of record types, from Setup, click Customize, select an object, and click Record Types. For campaign member
record types, from Setup, click Customize > Campaigns > Campaign Members > Record Types.
Click New to create a new record type.
Click Edit to change the name of a record type or deactivate it by deselecting the Active checkbox. Deactivating a record
type does not remove it from any user profiles or permission sets.
49
Using Record Types Enhance Salesforce with Point and Click Tools
Note: When creating and editing record types for accounts, opportunities, cases, contacts, or custom objects,
check for criteria-based sharing rules that use existing record types as criteria. A record type change may affect
the number of records that the rule shares. For example, let's say you have a record type named Service, and you
created a criteria-based sharing rule that shares all Service record types with your service team. If you create another
record type named Support and you want these records shared with your service team, you must update the
sharing rule to include Support record types in the criteria.
Click Del to delete an inactive record type and assign associated records a different record type. To leave the record type
field blank on records associated with the deleted record type, select None.
Note: Deleting campaign member record types updates the Campaign Member Type field on campaign and
campaign member records.
Click the name of the record type to edit the picklists associated with it.
Click Page Layout Assignment to set which page layouts users can see based on profiles and record types.
Note: You cannot edit or delete a record type for an object if the object is referenced in Apex.
See Also:
Assigning Page Layouts
Managing Multiple Business Processes
Available in: Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application To create or change business processes:
Use multiple business processes to display different picklist values for users based on their profile. Multiple business processes
allow you to track separate sales, support, and lead lifecycles.
Sales Processes
Create different sales processes that include some or all of the picklist values available for the opportunity Stage field.
Lead Processes
Create different lead processes that include some or all of the picklist values available for the Lead Status field.
Support Processes
Create different support processes that include some or all of the picklist values available for the case Status field.
Solution Processes
Create different solution processes that include some or all of the picklist values available for the Status field.
After creating a sales, support, lead, or solution process, assign the process to a record type. The record type determines the
user profiles that are associated with the business process.
50
Using Record Types Enhance Salesforce with Point and Click Tools
To view a list of business processes, from Setup, click Customize, select the appropriate tab link (Opportunity, Case, Lead,
or Solution), and click the Processes link.
Click New to create a new business process.
Click Edit to change the name or inactivate the business process.
Click Del to delete an unused business process.
Click the name of the business process to edit the picklist values associated with it.
See Also:
Editing Picklists for Record Types and Business Processes
Administrator tip sheet: Tips & Hints for Multiple Business Processes
Creating Multiple Business Processes
Available in: Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application To create or change business processes:
Follow these steps to create sales processes, support processes, lead processes, and solution processes.
1. From Setup, click Customize, select the appropriate tab link: Opportunity, Case, Lead, or Solution.
2. Click the Processes link.
3. Click New.
4. Choose an existing process to copy its picklist values into the new process. Select Master to copy all available picklist
values.
5. Enter a name and description for the new process. The name must be unique within the tab.
6. Click Save.
All of the available values in the picklist are displayed. Choose the values that you would like included in the new business
process.
Next, add the new business process to a record type, and then make the record type available to users based on profile.
Using the Translation Workbench
Setting Up the Translation Workbench
Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions
51
Using the Translation Workbench Enhance Salesforce with Point and Click Tools
User Permissions Needed
Manage Translation To add or edit languages:
Manage Translation To assign translators:
Manage Translation To export or import translation files:
View Setup and Configuration
AND
Be designated as a translator
To translate terms:
View Setup and Configuration
AND
Customize Application
To override terms:
The Translation Workbench lets you specify languages you want to translate, assign translators to languages, create translations
for customizations youve made to your Salesforce organization, and override labels and translations from managed packages.
Everything from custom picklist values to custom fields can be translated so your global users can use all of Salesforce in their
language.
Tip: When creating a custom report type that will be translated into multiple languages via the Translation Workbench,
we recommend that your personal language setting matches your organization's default language. This ensures that
words that will be translated display in the correct language for translators.
When a customized component is translated, changes to that component are tracked and the Out of Date indicator is set
when the translations need updating. You can manage translated values for any of the Salesforce supported languages.
Note: Custom objects are not available in the translation workbench. Use the rename tabs and labels interface for
custom object translation.
Translation Workbench is not available for single-language organizations. If you arent sure whether you have a single-language
or multi-language organization, contact salesforce.com.
Enabling the Translation Workbench makes some changes to your Salesforce organization:
Picklist values must be edited individually. This means you cant mass edit existing picklist values, though you can still
mass add new values.
When picklist values are sorted alphabetically, the values are alphabetical by the organization's default language.
Reports have a Filter Language drop-down list in the Filters pane of the report builder. Selecting a language will filter
on translated strings for any filter criteria that use the "starts with," "contains," or "does not contain" operator.
Import files have a Language drop down and all records and values within the import file must be in that language.
Web-to-Lead and Web-to-Case have a Language drop down before you generate the HTML.
Note: Salesforce assumes all customizations are entered in the organization's default languageglobal administrators
should work together in the organization's default language.
To enable the Translation Workbench:
1. From Setup, click Translation Workbench > Translation Settings.
2. On the welcome page, click Enable.
52
Using the Translation Workbench Enhance Salesforce with Point and Click Tools
Note: The Manage Translation permission is enabled by default in the System Administrator profile.
To disable the Translation Workbench, from Setup, click Translation Workbench > Translation Settings > Disable.
Note: In a Developer organization with a managed package containing translations, once the Translation Workbench
is enabled, it can't be disabled.
See Also:
Adding and Editing Translated Languages and Translators
Entering Translated Terms
About Updating Translated Terms
Administrator tip sheet: Setting Up the Translation Workbench
Adding and Editing Translated Languages and Translators
Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Manage Translation To add or edit languages:
Use the Translation Workbench to add languages that you support, activate or deactivate a language, assign translators for
that language, and enter translated terms for customizations you've made in your organization's default language.
Note: The Manage Translation permission is enabled by default in the System Administrator profile.
To add or edit translated languages and translators:
1. From Setup, click Translation Workbench > Translation Settings.
2. Click Add to activate a new language or Edit to change an existing supported language.
3. If adding a new language, choose a language.
4. To make the entered translations available to your users - select Active. Users can change their personal language anytime
whether or not it's active in the Translation Workbench. Selecting Active makes the translations available to the users
in that language.
Tip: We recommend you don't make a language active until the translators have translated all values.
5. To assign translators for this language, select them from the Available List and click Add. If you dont see the member
you want to add, enter keywords in the search box and click Find.
Important: Ensure all translators have the "View Setup and Configuration" permission so that they can begin
translating. Users can only translate languages they're assigned to.
53
Using the Translation Workbench Enhance Salesforce with Point and Click Tools
6. Click Save.
See Also:
Setting Up the Translation Workbench
Entering Translated Terms
About Updating Translated Terms
Entering Translated Terms
Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
View Setup and Configuration
AND
Be designated as a translator
To translate terms:
To enter translations:
1. From Setup, click Translation Workbench > Translate.
2. Select the Language you're translating into.
3. Select a Setup Component. Click the pull-down menu to select from the list of translatable customizations. See
Translatable Customizations for a complete list of possible customizations.
4. If necessary select an object and aspect. For example, workflow tasks have an object (Account, Contact, etc.) and aspect
(Subject or Comment).
5. Double click in the translation column to enter new values. You can press TAB to advance to the next editable field or
SHIFT-TAB to go to the previous editable field.
Note: The Out of Date column indicates that the item has been updated and the term may need translating.
When editing a button or link label, you see the Button or Link Name column, which is used to refer to the
component when using the SOAP API.
6. Click Save.
See Also:
About Updating Translated Terms
Adding and Editing Translated Languages and Translators
Entering Overrides to Translations in Managed Packages
Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions
54
Using the Translation Workbench Enhance Salesforce with Point and Click Tools
User Permissions Needed
View Setup and Configuration
AND
Customize Application
To override terms:
Although you can't edit labels or translations in a managed package, they are controlled by the developer, you can override
them with the Translation Workbench. For example, if there is a custom field in a package you'd like to change, you can
override it.
To enter overrides to managed packages:
1. From Setup, click Translation Workbench > Override.
2. Select the Package you are overriding.
3. Select the Language you're entering your overrides in.
4. Select a Setup Component. Click the pull-down menu to select from the list of translatable customizations. See
Translatable Customizations for a complete list of possible customizations.
5. If necessary select an object and aspect. For example, workflow tasks have an object (Account, Contact, etc.) and aspect
(Subject or Comment).
6. Double click in the override column to enter new values. You can press TAB to advance to the next editable field or
SHIFT-TAB to go to the previous editable field.
Note: The Out of Date column indicates that the item has been updated and the term may need to be changed.
When editing a button or link label, you see the Button or Link Name column, which is used to refer to the
component when using the SOAP API.
7. Double click in the translation column to enter new values. You can press TAB to advance to the next editable field or
SHIFT-TAB to go to the previous editable field.
Note: The Out of Date column indicates that the item has been updated and the term may need translating.
When editing a button or link label, you see the Button or Link Name column, which is used to refer to the
component when using the SOAP API.
8. Click Save.
See Also:
Setting Up the Translation Workbench
Translatable Customizations
Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions
55
Using the Translation Workbench Enhance Salesforce with Point and Click Tools
User Permissions Needed
View Setup and Configuration
AND
Be designated as a translator
To translate terms:
View Setup and Configuration
AND
Customize Application
To override terms:
To view the translatable customizations in your organization, from Setup select Translation Workbench > Translate > Setup
Component. Then, if needed, select Object, Custom Report Type Entity, or Aspect.
You can translate the following components.
Apex Sharing Reasons
Button and Link Labels
Custom App Labels
Custom Field Help
Custom Fields
Custom Report Types
Data Categories
Data Category Groups
Divisions
Layout Sections
Lookup Filters
Picklist Values
Record Types
Related List Labels
S-Controls
Solution Categories
Standard Field Help
Validation Error Messages
Web Tabs
Workflow Tasks
Important: S-controls have been superseded by Visualforce pages. Organizations that havent previously used
s-controls cant create them. Existing s-controls are unaffected, and can still be edited.
See Also:
Setting Up the Translation Workbench
56
Using the Translation Workbench Enhance Salesforce with Point and Click Tools
Editing Translation Files
Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
View Setup and Configuration
AND
Customize Application
To override terms:
You use the following types of files to translate customization labels and review translations:
Source: Use to translate labels for the first time.
Untranslated: Use to translate labels after the first translation pass.
Bilingual: Use to review and edit translations.
Translation files are identified by the extension .stf, to represent the Salesforce translation format. A translation filename
includes the name of the export option used to create it, the language code for the file's content, and a date stamp.
Multiple .stf files created with the Untranslated and Bilingual options are compressed into zip files up to 5 MB in size. If
multiple zip files are needed, the zip filenames are each date stamped and incremented. For example, Untranslated
20100920 05:13 1of2.zip
Warning: Consider the following when editing your .stf files:
Don't change the .stf file extension.
If you use tabs, new lines, or carriage returns in your text for translation, notice that they are represented with
special characters in the .stf file format. Tabs are \t, new lines are \n and carriage returns are \r. To ensure
consistency between your language versions, ensure these characters are maintained in your translations.
Working with the Source File
Use the Source file to translate an organization's labels for the first time. The Source file contains labels for all of an organization's
translatable customizations in the organization's default language.
If you aren't using a standard translation tool such as Trados, work with the file using an application that supports tabs and
word wrap, such as WordPad or MS Excel.
Note: If you use MS Excel to enter translations in your .stf file, your file format may be corrupted. MS Excel
automatically adds quotation marks around entries that have commas. We advise you open your files in a text editor
before import and remove these quotation marks if they have been added. The import will fail if these quotation
marks are not removed.
To prepare the Source file for your translators:
Create one copy of the Source file for each language you are translating into.
In the header of each Source file, change the language code from the organization's default language (such as en_US) to
the translation language (such as fr).
Tell your translators to replace the untranslated values in the LABEL column with translated values.
57
Using the Translation Workbench Enhance Salesforce with Point and Click Tools
Note: Don't add columns to or remove columns from the translation file.
Edit Options Description Column
Do not edit Unique identifiers for labels KEY
Replace untranslated values with
translated values
Labels that are visible to end users LABEL
Working with the Untranslated File
Use the Untranslated file to translate labels that haven't been translated. One Untranslated file is generated for each language.
When multiple files are generated, they're exported to a .zip file containing .stf files for each translation language.
If you aren't using a standard translation tool such as Trados, work with the file using an application that supports tabs and
word wrap, such as WordPad or MS Excel.
Note: If you use MS Excel to enter translations in your .stf file, your file format may be corrupted. MS Excel
automatically adds quotation marks around entries that have commas. We advise you open your files in a text editor
before import and remove these quotation marks if they have been added. The import will fail if these quotation
marks are not removed.
Tell your translators to replace the untranslated values in the LABEL column with translated values.
Note: Don't add columns to or remove columns from the translation file.
Edit Options Description Column
Do not edit Unique identifiers for labels KEY
Replace untranslated values with
translated values
Labels that are visible to end users LABEL
Working with the Bilingual File
Use the Bilingual file to review translations, edit labels that have already been translated, and add translations for labels that
haven't been translated. One Bilingual file is generated for each translation language.
The TRANSLATED section of the file contains the text that has been translated and needs to be reviewed. The
UNTRANSLATED section of the file contains text that hasn't been translated.
Edit the file using an editing application that supports tabs and word wrap, such as WordPad or MS Excel.
Note: If you use MS Excel to enter translations in your .stf file, your file format may be corrupted. MS Excel
automatically adds quotation marks around entries that have commas. We advise you open your files in a text editor
before import and remove these quotation marks if they have been added. The import will fail if these quotation
marks are not removed.
Identify labels that are out of date by scrolling through the OUT OF DATE column to locate values that have an asterisk
(*). Update out of date labels as needed.
Edit translated labels in the TRANSLATION column of the TRANSLATED section.
Replace untranslated labels with translated values in the LABEL column of the UNTRANSLATED section.
Delete a translation by replacing the desired value in the TRANSLATION column in either section with a left and right
angle bracket pair (< >). When the Bilingual file is imported, the label reverts to its original value.
58
Using the Translation Workbench Enhance Salesforce with Point and Click Tools
Attention: Don't attempt to delete a translation by deleting a translated label from the file. Deleting a translation
in the file doesn't remove the translation from the application after the file is imported.
Note: Don't add columns to or remove columns from the translation file.
Edit Options Description Column
Do not edit Unique identifiers for labels KEY
Labels that are visible to end users LABEL
Do not edit labels in the
TRANSLATED section of the file
In the UNTRANSLATED section of
the file, replace untranslated labels with
translated values
Current translation TRANSLATION
In the TRANSLATED section of the
file, edit current translations
In the UNTRANSLATED section of
the file, add translations
Do not edit Indicates whether the source text has changed
since the previous translation.
The out of date indicators are:
OUT OF DATE
An asterisk (*): The label is out of date. A
change was made to the default language
label and the translation hasn't been updated.
A dash (-): The translation is current.
See Also:
Exporting Translation Files
Importing Translated Files
About Updating Translated Terms
Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
View Setup and Configuration
AND
Customize Application
To override terms:
When translated components are changed, the translated value is marked Out of Date. Translators are responsible for
keeping the translated terms updated.
59
Using the Translation Workbench Enhance Salesforce with Point and Click Tools
For example, say you enter a translation for an error message on a lookup filter. Later, you edit the lookup filter and change
the error message. When you go into the Translation Workbench and view the message translation column, it still shows the
translation for the old error message and the checkbox in the Out of Date column is selected.
For best results, have your translators check their translations frequently, and be sure to notify them when changes occur. You
can use the Translation Workbench Export > All feature to generate a list of all the translatable customizations and their
associated Out of Date states.
See Also:
Entering Translated Terms
Adding and Editing Translated Languages and Translators
Exporting Translation Files
Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Manage Translation
AND
Customize Application
AND
Create Documents
To export or import translation files
Use Export in the Translation Workbench to create files that contain your organizations translatable custom metadata, such
as custom fields, report types, and picklist values. Send these files to your outside translators or translation agency for bulk
translation activities, then use Import to update your labels.
1. From Setup, click Translation Workbench > Export.
2. Select which labels you want to export.
SourceUsed as the initial source for creating new translations.
Creates a single file that contains a list of all your translatable customizations. Typically, the content is in your
organization's default language.
UntranslatedUsed to make updates.
Creates a set of files that contain only customizations that have not been translated, including new and modified
customizations.
One file is created for each language. These files are then compressed into .zip files.
BilingualUsed for reference and reviewing all your untranslated and translated customizations.
Creates a list of all the translatable labels in their current translated or untranslated state.
One file is created for each language. These files are then compressed into .zip files.
The content in each file is divided into Untranslated and Translated sections. Each translatable label is in either the
Untranslated or Translated section, according to its translation state. In the Translated section, out of date status for
the labels in included.
60
Using the Translation Workbench Enhance Salesforce with Point and Click Tools
3. Click Export.
A status message tells you that the export is being processed. When the export is complete an email is sent to the email
address specified in your profile.
4. Locate the exported .stf or .zip file.
Go to Your name > Documents > Document Folders > My Personal Documents > Go!.
All exported files indicate the Export option used to create them and are date and time stamped. Individual files end with
the extension .stf. Multiple files are grouped into .zip files.
If you have a large number of documents in your personal documents area, you'll find the exported files under the sort
letter:
BBilingual export option, for example: Bilingual_2010-09-23_11:20.zip.
SSource export option, for example: Source_en_US_2010-09-23_11:20.stf.
UUntranslated export option, for example: Untranslated_2010-09-23_11:20.zip.
5. Save the files for translation by your translators or translation agency.
Click View > Save File > OK. The file is saved to the location specified by your browser. For example,
C:/Users/username/Downloads.
See Also:
Importing Translated Files
Setting Up the Translation Workbench
Importing Translated Files
Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Manage Translation
AND
Customize Application
AND
Create Documents
To export or import translation files
Use Import in the Translation Workbench to import and update the translations for your organizations custom metadata,
such as custom fields, report types, and picklist values. Typically, the original files are created through the Export feature, then
sent to your outside translators or translation agency for bulk translation activities and returned to you for importing.
Note: Labels that are exported and left as is are not saved as translations on import.
1. Bundle multiple files into .zip files that are no larger than 5 MB. Create multiple .zip files as needed.
The zipped files don't have to be in the same order or grouping as the exported .zip files.
61
Using the Translation Workbench Enhance Salesforce with Point and Click Tools
For example, you start with two exported .zip files. The first file includes French, Italian, and Japanese. The second file
includes Russian, Simplified Chinese, and Greek. You can create:
One .zip file with French, Greek, and Italian.
One .zip file with Russian and Greek.
One .zip file with Simplified Chinese.
2. From Setup, click Translation Workbench > Import.
3. Click Browse to locate and select the file you want to import.
4. Click Import.
After the import is complete:
The labels are updated with the translations.
A confirmation email is sent to the email address specified in your profile.
5. Verify the imported changes have been implemented. You can:
Check labels in your Salesforce organization.
Check labels through the Translation Workbench.
See Also:
Exporting Translation Files
Setting Up the Translation Workbench
Troubleshooting Issues with Exporting and Importing Translation Files
Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Manage Translation
AND
Customize Application
AND
Create Documents
To export or import translation files
Use this table to troubleshoot issues you might encounter while exporting and importing files in the Translation Workbench.
Troubleshooting Steps What It Means Error Message
Export your file again and make sure
there are header rows for all sections, and
The header rows of the file youre trying
to import are missing, or there is
Bilingual File starts with non-section
header row: {0}
that all extraneous text has been extraneous text (such as notes that aren't
commented out) in those rows. commented out or removed from the
header rows.
62
Using the Translation Workbench Enhance Salesforce with Point and Click Tools
Troubleshooting Steps What It Means Error Message
Export your file again and make sure that
each key in it is unique, and then
re-import the file.
The specified key appears in your
imported file more than once. Each
translated item needs to have its own
unique key, and each key can only appear
in the file one time.
Duplicate key: {0} exists in import file,
please re-export.
Export your file again and make sure the
keys in it match those in the file youre
trying to import.
During translation, Salesforce generates
unique keys, or identifiers, for each
object, picklist value, or page element
youre translating. If these names or keys
Invalid Key
are changed after you export your file,
Salesforce cant match the correct key
with the correct name.
Export your file again and make sure
youre using the correct CRT key format.
One of the keys in your Custom Report
Type (CRT) column is in the wrong
format.
Key: {0} could not be uniquely resolved.
This is caused by a change to our Custom
Report Type Column key format. Please
re-export and use the new key format for
those keys.
Edit your translated labels so theyre
within the character limit listed for the
field type and import your file again.
Each type of field, such as a picklist
value, can only have a certain number of
characters. Your translated labels for the
type of field at the line specified in the
error message are too long.
Maximum character limit {x} for {field
type} translation exceeded in line:
Make sure youre importing the correct
file, and that it contains translated data.
The file youre trying to import is empty
or does not contain any translation
changes.
No data to import
Make sure your language code is valid
and isn't missing or commented out.
The file youre trying to import doesnt
have a valid language code, or the
language code is in the wrong place.
No language code specified in file header
Make sure your file has section headers
and import it again.
The file youre trying to import is missing
section headers.
No translated or untranslated section
header found in the bilingual file
Make sure your file has a valid
import/export type in the file header, and
that the header did not get translated.
The file youre trying to import doesnt
have a valid import/export type (Source,
Untranslated, or Bilingual) specified in
the file header. The file type should be
No valid file type specified in file header
in the default language for your
organization.
Make sure your file is a .stf or a .zip file
and try importing it again.
You can only import files in .stf format
or .zip files that contain .stf files.
Not a valid file to import. Please select a
.stf or a .zip file for import.
Export your source file and match the
order of the picklist values to your import
file, then import again.
The order of the picklist values in your
source file dont match your setup.
Some keys are appended with their sort
order for uniqueness. Re-export your file
and ensure that the keys in both files
match.
Edit your data to remove or escape any
extra tabs, newlines, or carriage returns,
The file youre importing has extra tabs,
new lines, or carriage returns in the line
specified in the error message.
Wrong number of columns in line: {x}.
Check that you have escaped tabs (\\t),
new lines (\\n), and carriage returns (\\r)
in your files.
and make sure the file youre importing
has the same number of columns as the
file you exported.
63
Using the Translation Workbench Enhance Salesforce with Point and Click Tools
Troubleshooting Steps What It Means Error Message
Contact Salesforce Customer Support. Salesforce had an unexpected problem
while exporting your file.
Your export request failed. Please retry
or contact support.
Contact Salesforce Customer Support. Salesforce had an unexpected problem
while importing your file.
Your import request failed. Please retry
or contact support.
Add the language you want to use to the
Translation Workbench and import your
file again.
The file youre trying to import is in a
language you havent yet added to the
Translation Workbench.
Your organization does not have
language permissions for {language}.
See Also:
Exporting Translation Files
Importing Translated Files
Enhancing Your Objects, Data, and Fields
Using Custom Object Records
Custom Object Record Overview
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
Custom objects records store information that is unique and important to you and your organization. For example, your
organization may use a custom object called Quotes to store data for your company's sales quotes. You can also use custom
objects for custom applications, such as tracking software enhancements in a development life-cycle.
Your administrator first defines the custom object and its properties, such as custom fields, relationships to other types of data,
page layouts, and a custom user interface tab. Once the custom object is created and deployed to users, you can enter data to
create individual custom object records. If your administrator has created a tab for the custom object, the tab displays a home
page that lets you quickly create and locate custom object records. You can also sort and filter your custom object records using
standard and custom list views. In addition, the tab lets you view and edit detailed information on each custom object record
to which you have access.
Administrators, and users with the Modify All Data permission, can import custom objects.
See Also:
Custom Objects Home
Custom Objects Home
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
64
Enhancing Your Objects, Data, and Fields Enhance Salesforce with Point and Click Tools
User Permissions Needed
Read on the custom object To view a custom object tab:
Read on the custom object To view custom object records:
Clicking on a custom object tab displays the tab home page. The name of a custom object tab is the plural form of the custom
object as defined by your administrator.
To show a filtered list of items, select a predefined list from the View drop-down list, or click Create New View to define
your own custom views. List views let you display a list of records that match specific criteria, such as all custom objects
for a tab or just the ones you own. To edit or delete any view you created, select it from the View drop-down list and click
Edit.
If custom objects are shared with external contacts via Salesforce to Salesforce, choose one of the list views under [Custom
Object Name] from Connections to view the custom objects that your business partners have shared with you.
In the Recent section, select an item from the drop-down list to display a brief list of the top custom object records matching
that criteria. From the list, you can click any custom object name to go directly to the detail. Toggle the Show 25 items
and Show 10 items links to change the number of items that display. The fields you see are determined by the Custom
Object Tab search layout defined by your administrator and by your field-level security settings (available in Enterprise,
Unlimited, Performance, and Developer Editions only). The key list choices are:
Description Recent Custom Objects Choice
The last ten or twenty-five custom object records you viewed,
with the most recently viewed item listed first. This list is
Recently Viewed
derived from your recent items and includes records owned
by you and other users.
The last ten or twenty-five custom object records you created,
with the most recently created item listed first. This list only
includes records owned by you.
Recently Created
The last ten or twenty-five custom object records you
updated, with the most recently updated item listed first.
This list only includes records owned by you.
Recently Modified
Note: If you need information on a specific custom object, please contact your Salesforce administrator about creating
custom help for your custom objects. Salesforce Online Help covers the standard objects provided with the initial
Salesforce integration.
See Also:
Displaying and Editing Custom Object Records
Creating Custom Object Records
Creating Custom Object Records
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
65
Using Custom Object Records Enhance Salesforce with Point and Click Tools
User Permissions Needed
Read on the custom object To view custom object records:
Create on the custom object To create custom object records:
To create a new custom object record:
1. Click New.
2. Enter the information for the custom object record.
3. Click Save when you are finished, or click Save & New to save the current record and add another.
If your administrator has defined relationships to other types of records, you can automatically associate the new custom object
with another record. View the other record and select the custom object name from the Create New drop-down list in the
sidebar, or click New Object Name in the custom object related list of the other record.
If your organization uses divisions to segment data, custom objects that are detail objects in a master-detail relationship inherit
their division from the master object. Custom objects that are not related to other records are automatically in the global
division.
See Also:
Custom Object Record Fields
Cloning Custom Object Records
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Create on the custom object To clone custom object records:
The Clone button on a custom object record quickly creates a new custom object record with the same information as the
existing record.
Note: When you clone a record, the new record has the record type of the original record. If the record type of the
cloned record isnt available in your profile or permission sets, the new record adopts your default record type.
To clone a custom object record:
1. Click Clone on an existing custom object record.
2. Enter or change any information for the new record.
3. Click Save.
Note: If you have read-only access to a field, the value of that field is not carried over to the cloned record.
66
Using Custom Object Records Enhance Salesforce with Point and Click Tools
Deleting Custom Object Records
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Delete on the custom object To delete custom object records:
To delete a custom object record, click Del next to the record on the custom objects list page or in the custom related list of
an associated record. You can also delete a custom object record by clicking Delete on the custom object record detail page.
When you delete a custom object record, all related events, tasks, notes, and attachments are also deleted. If the custom object
is the master object in a master-detail relationship, any associated detail records are also deleted. If the custom object is the
detail side of a master-detail relationship, any associated records are not deleted.
The deleted custom object record is moved to the Recycle Bin. If you undelete the record, any related items are also restored.
Note: You can delete a custom object record if you are an administrator, the record owner, or a user above the record
owner in the organization role hierarchy, and if you have the appropriate user permission. Custom objects that are
on the detail side of a master-detail relationship do not have an Owner field and can be deleted by any user who has
access to edit the associated master record.
See Also:
Overview of Object Relationships
Displaying and Editing Custom Object Records
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Read on the custom object To view custom object records:
Edit on the custom object To change custom object records:
Displaying Custom Object Records
Once you have located a custom object record on the custom objects tab home or list pages, click the custom object
record name to display detailed information.
If the Salesforce console is set up to include custom objects, select it from the Force.com app menu to find, view, and
edit custom object records and their related items on one screen.
Editing Custom Object Records
To update custom object record details, click Edit, and then change the fields you want to update. When you have
finished, click Save. You can also click Save & New to save the current custom object record and create another. Required
fields are marked with red.
67
Using Custom Object Records Enhance Salesforce with Point and Click Tools
Note: You cannot change the Object Name or Data Type if the custom object is referenced in Apex.
Custom Object Related Lists
The lower portion of the custom object record detail page provides information related to the custom object record,
including activities, notes, attachments, and any other related records. The related lists you see are determined by your
personal customization, and by any customization your administrator has made to page layouts or your permissions to
view related data. You can click on individual items to display additional detail. Click more at the bottom of the page
or View More below a related list to display more items. Clicking New lets you directly add new items.
Tip: To help your users see record details and related lists more easily, enable Hover Details in the User Interface
panel of Setup.
Printing Custom Object Records
On a custom object detail page, click Printable View to print the record.
To return to the last list page you viewed, click Back to list at the top of any custom object record detail page. If your organization
has enabled collapsible page sections, use the arrow icons next to the section headings to expand or collapse each section on
the detail page.
See Also:
Creating Custom Object Records
Sharing Custom Object Records
Available in: Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Read on the custom object To view a custom object record:
The administrator defines the default sharing model for an entire organization. You can change this model to extend sharing
to more users than the default set. However, you cannot change the sharing model to make it more restrictive than the default.
To view and manage sharing details, click Sharing on the custom object record detail page. The Sharing Detail page lists the
users, groups, roles, and territories that have sharing access to the record. On this page, you can:
Grant access to the record to other users, groups, roles, or territories
Note: You cant share a custom object record with another user unless that user has the Read permission on
the custom object.
View all users who have access to the record
Edit or delete the records access level
68
Using Custom Object Records Enhance Salesforce with Point and Click Tools
Searching for Custom Object Records
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Read on the custom object To view custom object records:
You can search custom objects just as you can search standard objects in Salesforce.
You can also create a custom object list view to find custom object records that match specific criteria.
Custom object records appear in search results only if they have a custom tab.
Custom Object Record Fields
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
Custom object record fields contain the data you enter for your custom object records. Here is a description of the fields (in
alphabetical order) that make up a custom object record. Some of these fields may not be visible or editable depending on your
page layout and field-level security settings.
Your administrator may also have defined additional custom fields.
Description Field
User who created the record. Created By
Currency of the record if multicurrency is enabled. Currency
Division to which the custom object record belongs. Custom
objects that are detail objects in a master-detail relationship
Division
inherit their division from the master object. Custom objects
that are not related to other records are automatically in the
global division. Available only in organizations that use
divisions to segment their data.
User who most recently changed the record. Last Modified By
Identifier for the custom object record. This name appears in
page layouts, related lists, lookup dialogs, search results, and
Name
key lists on tab home pages. By default, this field is added to
the custom object page layout as a required field.
Assigned owner of the custom object record. If the custom
object becomes the detail side of a master-detail relationship,
Owner
this field is removed, as ownership of the data is controlled by
the master object, or by the primary master object for a custom
object with two master-detail relationships.
69
Using Custom Object Records Enhance Salesforce with Point and Click Tools
Description Field
Note: Custom objects on the detail side of a
master-detail relationship can't have sharing rules,
manual sharing, or queues, as these require the Owner
field.
See Also:
Custom Objects Home
Using Custom Related Lists
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Read on the custom object
AND
Read on the associated record
To view custom object record related lists:
Edit on the custom object To change custom object records:
Create on the custom object To create custom object records:
Delete on the custom object To delete custom object records:
Custom related lists display on the lower portion of the detail page for another record. They list the custom object records
that are associated with that record.
From a custom related list, you can:
Click the custom object record name to view detailed information.
Click Edit or Del to edit or delete the custom object record.
Click New to create a new custom object record that is associated with the record you are viewing.
Your administrator defines whether a custom object can be related to another type of record via master-detail or lookup
relationships. The administrator also specifies whether a custom related list displays on the page layout of the associated record.
For more information, see Overview of Object Relationships on page 83.
See Also:
Custom Object Record Overview
Viewing Custom Object Lists
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
70
Using Custom Object Records Enhance Salesforce with Point and Click Tools
User Permissions Needed
Read on the custom object To view custom object lists:
Create on the custom object To create custom object records:
The custom objects list page displays a list of custom object records in your current view. A list view includes custom object
records of one type only; you cannot view more than one type of custom object in a single list view.
Click a custom object name to view the custom object record detail. Click Edit or Del next to a custom object record name
to edit or delete the record.
To take ownership of custom object records in a queue, view the queue list view, check the box next to one or more records,
and then click Accept.
Note: You can view and accept records only from queues you belong to, or if you are higher in the role hierarchy
than a queue member. Administrators, users with the Modify All object-level permission for the given object,
and users with the Modify All Data permission, can view and take records from any queue.
To transfer ownership of multiple records at once, select the box next to one or more custom object records and click
Change Owner. Enter the new record owner, optionally select Send Notification Email to send an email to the
new record owner, and click Save.
Click New Custom Object Name or select the custom object name from the Create New drop-down list in the sidebar
to create a new custom object of that type.
See Also:
Custom Object Record Overview
Administering Custom Objects
What is a Custom Object?
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
Custom objects are custom database tables that allow you to store information unique to your organization. For example, your
organization may want to create a custom object called Quotes to store data for your companys sales quotes.
After you define a custom object, you can:
Create custom fields.
Associate the custom object with other records and display the custom object data in custom related lists.
Track tasks and events for custom object records
Build page layouts
Customize the search results and the custom object fields that display in them
Create a custom tab for the custom object
Create reports and dashboards to analyze custom object data
Share your custom objects, custom tabs, custom apps, and any other related components with other Salesforce users on
Force.com AppExchange.
71
Administering Custom Objects Enhance Salesforce with Point and Click Tools
Import custom object records
See Also:
Tip sheet: Building Custom Objects, Tabs, and Related Lists
Managing Custom Objects
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
Editions
Managed Packages are not available in Database.com.
User Permissions Needed
Customize Application To create and edit custom objects:
After creating your custom objects, you can customize, edit, delete, or truncate them. From Setup, click Create > Objects to
display the Custom Objects list page, which shows the list of custom objects defined for your organization. From the Custom
Objects list page, you can:
Click New Custom Object to define a custom object.
Click the object name to display detailed information about the custom object and customize it further.
Optional features you can customize include enabling reports, tracking activities, tracking field history, and making the
object available for the Salesforce Customer Portal.
To update the custom object definition, click Edit and update the desired fields.
Note: The Allow Reports and Allow Activities fields are not locked in Managed - Released and can be
changed by the developer in future releases of a managed package.
To delete a custom object, click Del.
To truncate a custom object, click Truncate.
To view deleted custom objects, click the Deleted Objects link. The total number of deleted custom objects for your
organization is listed in parentheses.
The detail page of the custom object provides information about various characteristics of the object, including standard fields,
custom fields, field history tracking, relationships, custom links, search layouts, page layouts, and object limits. You can:
Click on individual items to display additional detail.
To delete a custom field, click Del next to its name in the Custom Fields & Relationships section.
Click More at the bottom of the page or View More below a related list to display more items.
Click New to directly add new items.
72
Administering Custom Objects Enhance Salesforce with Point and Click Tools
Note: The object limit percentages displayed for items used are truncated, not rounded. For example, if your
organization uses 95.55% of the limit for a particular item, the percentage displayed is 95%.
See Also:
What is a Custom Object?
Modifying Custom Objects
Tip sheet: Building Custom Objects, Tabs, and Related Lists
Custom Objects Deployment Status
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
Editions
User Permissions Needed
Customize Application To deploy custom objects:
While developing custom objects, you may not want users to see and interact with a new object. Because users may get frustrated
with changes in layout or lose data when you delete custom fields, control visibility of the new object until you are finished.
Use the Deployment Status setting in the custom object definition to control when users can see and use a custom object
and its associated custom tab, related lists, and reports.
Choose In Development as the Deployment Status when first creating your custom object to hide it from users while
you are designing and testing it. Making the status In Development hides the custom object tab, search results, related
lists, and report data types from all users except those with the Customize Application permission.
Change the Deployment Status to Deployed when you want to allow all users to use the custom object and any
associated custom tab, related lists, and reports.
After deploying a custom object, change the Deployment Status back to In Development if you want to make more
enhancements to it.
Note: A custom report type's Deployment Status changes from Deployed to In Development if its primary
object is a custom object whose Deployment Status similarly changes.
Defining Custom Objects
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
Editions
S-Controls, Reports, Activities, Divisions, Search, and Custom Tabs are not available in Database.com
User Permissions Needed
"Customize Application" To create and edit custom objects:
Define custom objects to track and store data unique to your organization. To create a custom object:
1. From Setup, click Create > Objects.
73
Administering Custom Objects Enhance Salesforce with Point and Click Tools
2. Click New Custom Object, or click Edit to modify an existing custom object.
3. Enter the following:
Description Field
A name used to refer to the object in any user interface pages. Label
The plural name of the object. If you create a tab for this
object, this name is used for the tab.
Plural Label
If it is appropriate for your organizations default language,
specify the gender of the label. This field appears if the
Gender
organization-wide default language expects gender. Your
personal language preference setting does not affect whether
the field appears. For example, if the organizations default
language is English and your personal language is French,
you are not prompted for gender when creating a custom
object.
If it is appropriate for your organizations default language,
check if your label should be preceded by "an" instead of "a."
Starts with a vowel sound
A unique name used to refer to the object when using the
API. In managed packages, this unique name prevents
Object Name
naming conflicts on package installations. The Object Name
field can contain only underscores and alphanumeric
characters. It must be unique, begin with a letter, not include
spaces, not end with an underscore, and not contain two
consecutive underscores.
An optional description of the object. A meaningful
description will help you remember the differences between
your custom objects when you are viewing them in a list.
Description
Defines what displays when users click the Help for this
Page context sensitive help link from the custom object
Context-Sensitive Help Setting
record home (overview), edit, and detail pages, as well as list
views and related lists. Choose Open the standard
Salesforce Help & Training window if you want to display
the basic Salesforce help available for any custom object
record. Choose Open a window using a Visualforce
page or Open a window using a custom s-control to display
the Visualforce page or s-control you select as the
context-sensitive help link from any custom object record
page.
Note: The Help & Training link at the top of any
page is not affected by this setting. It always opens
the Salesforce Help & Training window.
The s-control you have defined that contains the help
content for this custom object.
Custom S-Control
The name used in page layouts, list views, related lists, and
search results.
Record Name
74
Administering Custom Objects Enhance Salesforce with Point and Click Tools
Description Field
The type of field (text or auto-number) for the record name.
Records that have unique IDs instead of names use
Data Type
auto-numbers. An auto-number is a unique number assigned
automatically. It is always a read-only field.
For a Record Name of type auto-number, enter a display
format. You can have up to two sets of curly braces. For
Display Format
more details about display format options, see Custom Field
Attributes on page 121.
For a Record Name of type auto-number, enter the number
to use when creating your first record for this custom object.
Starting Number
Makes the data in the custom object records available for
reporting purposes.
To create reports on custom objects, choose the Other
Reports report type category unless the custom object has
Allow Reports
a relationship with a standard object. When the custom
object has a master-detail relationship with a standard object,
or is a lookup object on a standard object, select the standard
object for the report type category instead.
Allows users to associate tasks and scheduled calendar events
related to the custom object records.
Allow Activities
If your organization has divisions enabled, select this option
to enable the custom object for divisions. Divisions group
Enable Divisions
records for simplified search results, list views, reports, and
other areas within Salesforce. Salesforce adds a Division
field to the custom object, and if the custom object is the
master in a master-detail relationship, any custom objects
on the detail side also get the Division field and inherit
their division from the master record.
Makes the custom object available to all portal users.
This option is available only if your organization has a
customer portal.
Available for Customer Portal
If you turn on Communities in your organization, this option
no longer appears and all custom objects are available for
use in your communities. If, before enabling Communities,
you had a Customer Portal and custom objects without this
option selected, those objects become available for use in
your Customer Portal.
Enables your organization to track changes to fields on the
custom object records, such as who changed the value of a
Track Field History
field, when it was changed, and what the value of the field
was before and after the edit. History data is available for
reporting, so users can easily create audit trail reports when
this feature is enabled.
Indicates whether the custom object is visible to other users. Deployment Status
75
Administering Custom Objects Enhance Salesforce with Point and Click Tools
Description Field
Allows users to be able to attach notes and attachments to
custom object records. This allows you to attach external
Add Notes & Attachments...
documents to any object record, in much the same way that
you can add a PDF or photo as an attachment to an email.
This option is available only when you are creating a new
object.
Starts the custom tab wizard after you save the custom object. Launch the New Custom Tab Wizard
4. Click Save.
Notes on Custom Objects
Object Permissions
In Enterprise, Unlimited, Performance, and Developer Editions, when you create a custom object, the Read, Create,
Edit, and Delete permissions for that object are disabled for any profiles in which View All Data or Modify All
Data is disabled. You can enable access to custom objects in permission sets or custom profiles, and assign them to the
users who need access.
Note: In Contact Manager, Group, and Professional Editions, when you create a custom object, the Read,
Create, Edit, and Delete permissions for that object are enabled for all profiles.
Sharing Model
The data sharing model for all custom objects is controlled by an organization-wide default setting. For more information,
see Custom Object Security on page 93.
Delegating Custom Object Administration
After you create a custom object, you can delegate the administration of the custom object to other non-administrator
users.
Queues
After you create a custom object, you can define queues to distribute ownership of custom object records to your users.
Search
Custom object records appear in search results only if they have a custom tab.
See Also:
Overview of Object Relationships
Defining Object-Level Help
Modifying Custom Objects
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application To customize custom objects:
76
Administering Custom Objects Enhance Salesforce with Point and Click Tools
Customize the user interface for your custom objects by:
Creating a custom tab; see Defining Custom Tabs on page 36.
Creating custom fields and relationships; see Defining Custom Object Fields on page 77.
Adding customized buttons and links to perform actions or link to other pages or websites; see Defining Custom Buttons
and Links on page 668.
Defining which fields display for users on record detail and edit pages; see Building Page Layouts for Custom Objects on
page 27.
Specifying which fields display for users in search results, lookup dialogs, and in the key lists on custom object tabs; see
Customizing Search Layouts for Custom Objects on page 92.
Creating record types to display different picklist values and page layouts to different users based on their profiles; see
Creating Custom Object Record Types on page 91.
Defining Custom Object Fields
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
Editions
Divisions are not available in Database.com.
User Permissions Needed
Customize Application To view and edit standard fields:
Customize Application To create custom fields:
Custom object fields store the data for your custom object records.
Custom Fields for Custom Objects
You can create custom fields to store information unique to your organization. You can also create custom relationship
fields to associate your custom object with another object in Salesforce.
Standard Fields for Custom Objects
Custom objects automatically include the following standard fields. Click Edit to modify any of the editable fields.
Description Field
User who created the record. Created By
Currency of the record if multicurrency is enabled. Currency
Division to which the custom object record belongs. Custom
objects that are detail objects in a master-detail relationship
Division
inherit their division from the master object. Custom objects
that are not related to other records are automatically in the
global division. Available only in organizations that use
divisions to segment their data.
User who most recently changed the record. Last Modified By
Identifier for the custom object record. This name appears in
page layouts, related lists, lookup dialogs, search results, and
Name
77
Administering Custom Objects Enhance Salesforce with Point and Click Tools
Description Field
key lists on tab home pages. By default, this field is added to
the custom object page layout as a required field.
Assigned owner of the custom object record. If the custom
object becomes the detail side of a master-detail relationship,
Owner
this field is removed, as ownership of the data is controlled by
the master object, or by the primary master object for a custom
object with two master-detail relationships.
Note: Custom objects on the detail side of a
master-detail relationship can't have sharing rules,
manual sharing, or queues, as these require the Owner
field.
Deleting Custom Objects
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
Editions
User Permissions Needed
Customize Application To delete custom objects:
When you delete a custom object, Salesforce does not add it to the Recycle Bin. Instead, deleted objects appear in the Deleted
Objects list for 15 days. During this time, the object and its data are soft deleted, meaning you can restore or permanently erase
(hard delete) the object and its data. After 15 days, the object and its data are automatically hard deleted.
Soft-deleted custom objects and their data count against your organizations limits; hard-deleted items do not.
To delete a custom object:
1. From Setup, click Create > Objects.
2. Next to the custom object, click Del.
3. When prompted, select the Yes, I want to delete the custom object checkbox to confirm and click Delete.
Why Cant I Delete a Certain Custom Object?
You cant delete a custom object if it:
Is on the master side of a master-detail relationship.
Contains custom fields that are used in a roll-up summary field on another object.
Is referenced in Apex, a Visualforce page, or an analytic snapshot.
Contains more than 100,000 records. If the object you want to delete has more than 100,000 records, first delete an
appropriate number of records and then delete the object.
Results of Deleting Custom Objects
When you delete a custom object, Salesforce:
Displays an Insufficient Privileges message if someone clicks a bookmark to a deleted custom object records
URL.
78
Administering Custom Objects Enhance Salesforce with Point and Click Tools
Removes the object from Force.com AppExchange packages.
Changes the master-detail relationship to a lookup relationship, if the deleted object is on the detail side of a master-detail
relationship.
Removes or erases:
The objects custom tab
List views and workflow rules for the object
Mobile configuration settings, including data sets, mobile views, and excluded fields
Standard report types associated with the object, and reports based on standard report types if the deleted object is on
the detail side of a master-detail relationship
Hides, inactivates, or disables:
The custom object definition and related definitions
The objects records and related records, including any records in the Recycle Bin
Custom report types for which the deleted object is the main object
Custom reports for which the deleted object is the main object
Custom formula fields on the object
Custom validation rules and approval processes on the object
Note: Many removed, hidden, inactive, or disabled items can be restored if you undelete the custom object. See
Managing Deleted Custom Objects for information about restoring deleted custom objects.
Results of Hard Deleting Custom Objects
When a custom object is hard deleted, either manually, or automatically after 15 days:
The custom objects definition and data are permanently deleted, and cant be restored.
The custom object and its data no longer count against your organizations limits.
If the deleted object is on the detail side of a master-detail relationship, master records currently in the Recycle Bin arent
restorable if one or more detail records were automatically deleted as a result of the master record being deleted. Attempting
to undelete the master record results in an error.
Note: This only happens when the deleted detail records have their custom object definition hard deleted while
the master record is in the Recycle Bin.
See Also:
Managing Deleted Custom Objects
Managing Deleted Custom Objects
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
Editions
User Permissions Needed
Customize Application To restore deleted custom objects:
Customize Application To permanently delete custom objects:
79
Administering Custom Objects Enhance Salesforce with Point and Click Tools
Deleted custom objects appear in the Deleted Objects list for 15 days. During this time, you can choose to permanently delete
the object and its data, or you can undelete them. If you undelete a custom object, you might need to do some manual cleanup
to restore list views and other customizations that use the object.
To view a list of deleted custom objects:
1. From Setup, click Create > Objects.
2. Click Deleted Objects at the bottom of the list of custom objects.
The Deleted Objects link appears only when you have at least one deleted custom object in your organization. The number
in parentheses indicates the total number of deleted custom objects.
In the Deleted Objects list, you can do any of the following:
Click the objects label to view details about it
Click Erase to permanently remove the object and its data
Click Undelete to restore the object and its data
Results of Hard Deleting Custom Objects
When a custom object is hard deleted, either manually, or automatically after 15 days:
The custom objects definition and data are permanently deleted, and cant be restored.
The custom object and its data no longer count against your organizations limits.
If the deleted object is on the detail side of a master-detail relationship, master records currently in the Recycle Bin arent
restorable if one or more detail records were automatically deleted as a result of the master record being deleted. Attempting
to undelete the master record results in an error.
Note: This only happens when the deleted detail records have their custom object definition hard deleted while
the master record is in the Recycle Bin.
Limitations for Restoring Truncated Custom Objects
Copies of truncated custom objects also appear in the list of deleted objects. Truncated custom objects cant be restored to
their original state, even from their copies in the Deleted Objects list. Undeleted copies of truncated objects have a new name
and new URL, and some fields and data cannot be manually restored.
Restoring a Custom Object to Its Predeleted State
When you restore a deleted custom object, its records are also undeleted, including any that were in the Recycle Bin.
Note: It might take several hours before you can search the undeleted objects records.
To ensure that you return the object to its fully functional, predeleted state, check all affected conditions and customizations,
and manually fix them if necessary.
AppExchange packages
Add the custom object to any appropriate Force.com AppExchange packages.
Custom tabs
Re-create a custom tab for the object and add it to any custom apps that use it.
List views, reports, and workflow rules
Re-create them.
80
Administering Custom Objects Enhance Salesforce with Point and Click Tools
Validation rules and approval processes
Re-activate them.
Formula fields
Open and save any custom formula fields on the object to re-enable them.
Page layouts
Page layouts are restored automatically on the undeleted object. Page layouts are also restored automatically on other
objects that use the page layout in a related listas long as the page layout wasnt edited while the object was deleted.
Otherwise, you have to add the related list back to the other object.
Custom report types
For custom report types where the deleted object was not the main object, add the reference back to the restored object.
Reports based on the custom report type are automatically restored if they werent edited while the object was deleted.
Re-create any reports that have been edited.
Relationships
If the deleted custom object was on the detail side of a master-detail relationship, Salesforce converted it to a lookup
relationship. Change it back to master-detail.
Developer name
The developer name for the object was changed to objectname_del. Change it back to the original name, objectname_c,
so that customizations using the name will work properly.
Deployment status
When the custom object was deleted, its Deployment Status field was set to In Development. When youve restored
all affected customizations to the undeleted object, change its status back to Deployed.
See Also:
Deleting Custom Objects
Truncating Custom Objects Overview
Truncating Custom Objects Overview
Its important to understand what truncating an object does before using it to remove records.
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
Editions
Truncating a custom object allows you to remove all of the objects records, while keeping the object and its metadata. Truncating
custom objects is similar to the mass delete option available for standard objects.
When you truncate a custom object, Salesforce places a copy of the truncated object in the Deleted Objects list for 15 days.
It appears in the list as objectname_trunc[number]. During this period, the object and its records continue to count against
your organization limits.
After 15 days, the records are permanently erased and no longer count against your limits.
Important: Truncated custom objects cant be restored to their original state, even from their copies in the Deleted
Objects list.
You cant truncate standard objects or custom objects that:
81
Administering Custom Objects Enhance Salesforce with Point and Click Tools
Are referenced by another object through a lookup field or that are on the master side of a master-detail relationship
Are referenced in an analytic snapshot
Contain a geolocation custom field (beta)
Have a custom index or an external ID
In addition, you cannot truncate custom objects when your organization has reached its limit of the allowed number of custom
objects.
Truncating a custom object erases:
All records currently sitting in the custom objects Recycle Bin
The custom objects history
Related events, tasks, notes, and attachments for each deleted record
All sharing rules associated with the custom object
Truncating a custom object breaks:
Bookmarks to the truncated objects and its records. If someone clicks a bookmark to the truncated custom object or to a
deleted records URL, Salesforce displays an Insufficient Privileges message.
Apex scripts and Visualforce pages with references to a truncated object or record.
After truncating a custom object, you can continue to use the custom object and add new records. Salesforce preserves:
The custom object definition and all related definitions
Workflow rules, actions, and triggers
Validation rules and approval processes
Master-detail relationships and formula fields
Translations
Mobile configuration settings
When working with truncated objects, keep in mind:
The truncated object tab has a new URL, so new bookmarks need to be created.
List views and reports need to be refreshed after truncation.
Roll-up summary fields need to be recalculated after truncation.
There is no support for truncation in the API.
To truncate objects that contain master-detail relationships, first truncate the detail (child) objects and then the (master)
parent objects, working your way up the relationship tree.
See Also:
Truncating Custom Objects
Managing Deleted Custom Objects
Truncating Custom Objects
Truncating custom objects allows you to permanently delete all of the objects records but preserve the empty object and its
metadata.
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
Editions
82
Administering Custom Objects Enhance Salesforce with Point and Click Tools
User Permissions Needed
Customize Application To truncate custom objects:
Important: Truncating custom objects causes some irreversible changes to the truncated object and its records. Before
truncating, see Truncating Custom Objects Overview. Then, enable it for your organization by selecting the permission
under Setup, in Customize > User Interface.
Truncating custom objects is a fast way to permanently remove all of the records from a custom object, while keeping the
object and its metadata intact for future use. Truncating is useful, for example, if you have created a custom object and filled
it with test records. When youre done with the test data, you can truncate the object to purge the test records, but keep the
object and put it into production. This is much faster than batch-deleting records and possibly recreating the object.
1. From Setup, click Create > Objects.
2. Click an object name to go to the objects detail page and click Truncate.
3. In the Confirm Custom Object Truncate window, review the warning and then enter the name of the object to truncate
in the empty field.
4. Click Truncate.
See Also:
Managing Deleted Custom Objects
Overview of Object Relationships
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
Editions
Use relationships to associate an object with other objects in Salesforce. For example, a relationship can link custom object
records to standard object records in a related list, such as linking a custom object called Bugs to cases to track product defects
associated with customer cases. You can define different types of relationships by creating custom relationship fields on an
object. Before you begin creating relationships, determine the type of relationship that suits your needs.
There are different types of relationships between objects in Salesforce. Their differences include how they handle data deletion,
sharing, and required fields in page layouts:
Master-detail
This type of relationship closely links objects together such that the master record controls certain behaviors of the detail
and subdetail record. For example, you can define a two-object master-detail relationship, such as AccountExpense
Report, that extends the relationship to subdetail records, such as AccountExpense ReportExpense Line Item. You
can then perform operations across the masterdetailsubdetail relationship.
Behaviors of master-detail relationships include:
Deleting a detail record moves it to the Recycle Bin and leaves the master record intact; deleting a master record also
deletes related detail and subdetail records. Undeleting a detail record restores it, and undeleting a master record also
undeletes related detail and subdetail records. However, if you delete a detail record and later, separately, delete its
master record, you cannot undelete the detail record, as it no longer has a master record to relate to.
By default, records cant be reparented in master-detail relationships. Administrators can, however, allow child records
in master-detail relationships on custom objects to be reparented to different parent records by selecting the Allow
reparenting option in the master-detail relationship definition.
83
Administering Custom Objects Enhance Salesforce with Point and Click Tools
The Owner field on the detail and subdetail records is not available and is automatically set to the owner of the master
record. Custom objects on the detail side of a master-detail relationship can't have sharing rules, manual sharing,
or queues, as these require the Owner field.
The security settings for the master record control the detail and subdetail records.
The master-detail relationship field (which is the field linking the objects) is required on the page layout of the detail
and subdetail records.
The master object can be a standard object, such as Account or Opportunity, or a custom object.
As a best practice, don't exceed 10,000 child records for a master-detail relationship.
Many-to-many
You can use master-detail relationships to model many-to-many relationships between any two objects. A many-to-many
relationship allows each record of one object to be linked to multiple records from another object and vice versa. For
example, you may have a custom object called Bug that relates to the standard case object such that a bug could be
related to multiple cases and a case could also be related to multiple bugs.
Lookup
This type of relationship links two objects together. Lookup relationships are similar to master-detail relationships,
except they do not support sharing or roll-up summary fields. With a lookup relationship, you can:
Link two different objects.
Link an object with itself (with the exception of the user object; see Hierarchical on page 85). For example, you
might want to link a custom object called Bug with itself to show how two different bugs are related to the same
problem.
Note: Lookup relationships from objects related to the campaign member object arent supported; however,
you can create lookup relationships from the campaign member object related to other objects.
When you create a lookup relationship, you can set these options:
Make the lookup field required for saving a record, requiring it on the corresponding page layout as well.
If the lookup field is optional, you can specify one of three behaviors to occur if the lookup record is deleted:
Clear the value of this field This is the default. Clearing the field is a good choice when the field
does not have to contain a value from the associated lookup record.
Dont allow deletion of the lookup record thats part of a lookup relationship This
option restricts the lookup record from being deleted if you have any dependencies, such as a workflow rule, built
on the relationship.
Delete this record also Available only if a custom object contains the lookup relationship, not if its
contained by a standard object. However, the lookup object can be either standard or custom. Choose when the
lookup field and its associated record are tightly coupled and you want to completely delete related data. For
example, say you have an expense report record with a lookup relationship to individual expense records. When
you delete the report, you probably want to delete all of the expense records, too.
Warning: Choosing Delete this record also can result in a cascade-delete. A cascade-delete
bypasses security and sharing settings, which means users can delete records when the target lookup
record is deleted even if they dont have access to the records. To prevent records from being accidentally
deleted, cascade-delete is disabled by default. Contact Salesforce.com to get the cascade-delete option
enabled for your organization.
Cascade-delete and its related options are not available for lookup relationships to business hours,
community, lead, price book, product, or user objects.
84
Administering Custom Objects Enhance Salesforce with Point and Click Tools
When you define a lookup relationship, you have the option to include a lookup field on the page layouts for that object
as well as create a related list on the associated object's page layouts. For example, if you have a custom object called
PTO Requests and you want your users to link a PTO request with the employee submitting the request, create a
lookup relationship from the PTO Request custom object with the user object.
If the parent record in a lookup relationship is deleted, the field history tracking for the child record does not record the
deletion. For example, if a parent account is deleted, the Account History related list for the child account does not show
the deletion.
You can't delete an object or record in a lookup relationship if the combined number of records between the two linked
objects is more than 100,000. To delete an object or record in a lookup relationship, first delete an appropriate number
of its child records.
Hierarchical
This type of relationship is a special lookup relationship available only for the user object. It allows users to use a lookup
field to associate one user with another that does not directly or indirectly refer to itself. For example, you can create a
custom hierarchical relationship field to store each user's direct manager.
Tip: When creating a hierarchical field in Personal, Contact Manager, Group, and Professional Editions, you
can select the Restricted Field checkbox so that only users with the Manage Users permission can edit
it. In Enterprise, Unlimited, Performance, and Developer Edition, use field-level security instead.
See Also:
Creating a Many-to-Many Relationship
Considerations for Relationships
Defining Custom Objects
Creating a Many-to-Many Relationship
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
Editions
Reports are not available in Database.com.
User Permissions Needed
Customize Application To create a many-to-many relationship:
You can use master-detail relationships to model many-to-many relationships between any two objects. A many-to-many
relationship allows each record of one object to be linked to multiple records from another object and vice versa. For example,
you may have a custom object called Bug that relates to the standard case object such that a bug could be related to multiple
cases and a case could also be related to multiple bugs. When modeling a many-to-many relationship, you use a junction object
to connect the two objects you want to relate to each other.
Junction Object
A custom object with two master-detail relationships. Using a custom junction object, you can model a many-to-many
relationship between two objects. For example, you may have a custom object called Bug that relates to the standard
case object such that a bug could be related to multiple cases and a case could also be related to multiple bugs.
Creating the many-to-many relationship consists of:
85
Administering Custom Objects Enhance Salesforce with Point and Click Tools
1. Creating the junction object.
2. Creating the two master-detail relationships.
3. Customizing the related lists on the page layouts of the two master objects.
4. Customizing reports to maximize the effectiveness of the many-to-many relationship.
Creating the Junction Object
To create the junction object:
1. From Setup, click Create > Objects.
2. Click New Custom Object.
3. In the custom object wizard, consider these tips specifically for junction objects:
Name the object with a label that indicates its purpose, such as BugCaseAssociation.
For the Record Name field, it is recommended that you use the auto-number data type.
Do not launch the custom tab wizard before clicking Save. Junction objects do not need a tab.
Creating the Two Master-Detail Relationships
To create the two master-detail relationships:
1. Verify that the two objects you want to relate to each other already exist. For example, you may want to relate the standard
case object to a custom bug object.
2. On the junction object, create the first master-detail relationship field. In the custom field wizard:
a. Choose Master-Detail Relationship as the field type.
b. Select one of the objects to relate to your junction object. For example, select Case.
The first master-detail relationship you create on your junction object becomes the primary relationship. This affects
the following for the junction object records:
Look and feel: The junction object's detail and edit pages use the color and any associated icon of the primary master
object.
Record ownership: The junction object records inherit the value of the Owner field from their associated primary
master record. Because objects on the detail side of a relationship do not have a visible Owner field, this is only
relevant if you later delete both master-detail relationships on your junction object.
Division: If your organization uses divisions to segment data, the junction object records inherit their division from
their associated primary master record. Similar to the record ownership, this is only relevant if you later delete both
master-detail relationships.
c. Select a Sharing Setting option. For master-detail relationship fields, the Sharing Setting attribute determines
the sharing access that users must have to a master record in order to create, edit, or delete its associated detail records.
d. For the Related List Label that will display on the page layout of the master object, do not accept the default.
Change this to use the name of the other master object in your many-to-many relationship. For example, change this
to Bugs so users will see a Bugs related list on the case detail page.
3. On the junction object, create the second master-detail relationship. In the custom field wizard:
a. Choose Master-Detail Relationship as the field type.
b. Select the other desired master object to relate to your junction object. For example, select Bug.
The second master-detail relationship you create on your junction object becomes the secondary relationship. If you
delete the primary master-detail relationship or convert it to a lookup relationship, the secondary master object becomes
primary.
c. Select a Sharing Setting option. For master-detail relationship fields, the Sharing Setting attribute determines
the sharing access that users must have to a master record in order to create, edit, or delete its associated detail records.
86
Administering Custom Objects Enhance Salesforce with Point and Click Tools
d. For the Related List Label that will display on the page layout of the master object, do not accept the default.
Change this to use the name of the other master object in your many-to-many relationship. For example, change this
to Cases so users will see a Cases related list on the bug detail page.
Customizing Many-to-Many Relationship Related Lists
For a many-to-many relationship in Salesforce, each master object record displays a related list of the associated junction object
records. To create a seamless user experience, you can change the name of the junction object related list on each of the master
object page layouts to have the name of the other master object. For example, you might change the BugCaseAssociations
related list to Cases on the bugs page layout and to Bugs on the cases page layout. You can further customize these related
lists to display fields from the other master object.
To customize the fields that display in the junction object related list on each master object page layout:
1. Edit the page layout of each master object that is related to the junction object. For example, to modify the
BugCaseAssociations related list for case records, edit the page layout for cases from Setup by clicking Customize > Cases
> Page Layouts.
2. Edit the properties of the related list you want to modify. For example, on cases the BugCaseAssociations related list was
renamed to Bugs, so select the Bugs related list.
3. Add the fields to display in the related list. You can add fields from the junction object itself, but more importantly, you
can add fields from the other master object.
Each field is prefixed with its object name in the popup window. In the related list itself, only fields from the junction
object are prefixed with the object name; fields from the other master object are not.
Note: The junction object related list does not include an icon on the master record's detail pages because the junction
object does not have a custom tab. If you make a tab for the junction object, the icon is included.
Customizing Reports for Many-to-Many Relationships
Many-to-many relationships provide two standard report types that join the master objects and the junction object. The report
types are:
Primary master with junction object and secondary master in the primary master object's report category.
Secondary master with junction object and primary master in the secondary master object's report category.
The order of the master objects in the report type is important. The master object listed first determines the scope of records
that can be displayed in the report.
You can create custom reports based on these standard report types. In addition, you can create custom report types to customize
which related objects are joined in the report.
See Also:
Overview of Object Relationships
Considerations for Relationships
Defining Custom Objects
Considerations for Relationships
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
Editions
Review the following considerations before creating relationships between objects:
87
Administering Custom Objects Enhance Salesforce with Point and Click Tools
Relationship Limits
Each custom object can have up to two master-detail relationships and many lookup relationships. Each relationship is
included in the maximum number of custom fields allowed.
Converting Relationships
You can convert a master-detail relationship to a lookup relationship as long as no roll-up summary fields exist on the
master object.
You can convert a lookup relationship to a master-detail relationship, but only if the lookup field in all records contains
a value.
Self Relationships
You can create a relationship from an object to itself, but it must be a lookup relationship, and a single record can't be
linked to itself. However, a record can indirectly relate to itself. For example, the Holiday Promotion campaign can have
the Direct Mail campaign selected in the lookup relationship, and the Direct Mail campaign can have the Holiday
Promotion campaign selected in the lookup relationship.
You can't create a many-to-many self relationship, that is, the two master-detail relationships on the junction object
can't have the same master object.
Icons for Custom Related Lists
The icon you select for the associated custom tab also displays in any custom related list you create based on a relationship.
Custom related lists do not include an icon if they are based on a relationship with a custom object that does not have
a custom tab.
Master-Detail Relationships
To create multilevel master-detail relationships, you need the Customize Application user permission.
When you define a master-detail relationship, the custom object on which you are working is the detail side. Its data
can appear as a custom related list on page layouts for the other object.
By default, records cant be reparented in master-detail relationships. Administrators can, however, allow child records
in master-detail relationships on custom objects to be reparented to different parent records by selecting the Allow
reparenting option in the master-detail relationship definition.
You can have up to three custom detail levels.
Standard objects can't be on the detail side of a custom object in a master-detail relationship.
An object can appear once in multilevel master-detail relationships. For example, a subdetail object in one multilevel
master-detail relationship can't also be the owner of the master object in another multilevel master-detail relationship.
A subdetail object can't also be the master object of the subdetail object's detail object.
Multilevel master-detail relationships do not support division transfers.
You can't create a master-detail relationship if the custom object already contains data. You can, however, create the
relationship as a lookup and then convert it to master-detail if the lookup field in all records contains a value.
Converting relationships from lookup to master-detail, or from master-detail to lookup behaves the same as for two-object
master-detail relationships. That is, the two linked objects in the detail-subdetail1, or subdetail1-subdetail2 relationship
have the same conversion limits as the master-detail relationship.
Roll-up summary fields work as in two-object master-detail relationships. A master can roll up fields on detail records;
however, it can't directly roll up fields on subdetail records. To achieve this, the detail record must have a roll-up summary
field for the field on the subdetail record, allowing the master to roll up from the detail's roll-up summary field.
88
Administering Custom Objects Enhance Salesforce with Point and Click Tools
You can use multilevel master-detail relationships in custom report types. The Allow Reports checkbox must be
checked when you create the custom object. Custom report types created for multilevel master-detail relationships count
towards the organizations custom report type limit and no reports are generated if this limit is exceeded.
Custom junction objects can't have detail objects. That is, a custom junction object can't become the master object in a
multilevel master-detail relationship.
You cant delete a custom object if it is on the master side of a master-detail relationship. If you delete a custom object
that is on the detail side of a master-detail relationship, the relationship is converted to a lookup relationship.
Deleting a detail record moves it to the Recycle Bin and leaves the master record intact; deleting a master record also
deletes related detail and subdetail records. Undeleting a detail record restores it, and undeleting a master record also
undeletes related detail and subdetail records. However, if you delete a detail record and later, separately, delete its master
record, you cannot undelete the detail record, as it no longer has a master record to relate to.
As a best practice, don't exceed 10,000 child records for a master-detail relationship.
Many-to-Many Relationships
Junction object records are deleted when either associated master record is deleted and placed in the Recycle Bin. If both
associated master records are deleted, the junction object record is deleted permanently and can't be restored.
Sharing access to a junction object record is determined by a user's sharing access to both associated master records and
the Sharing Setting option on the relationship field. See Custom Object Security on page 93. For example, if the
sharing setting on both parents is Read/Write, then the user must have Read/Write access to both parents in order to
have Read/Write access to the junction object. If, on the other hand, the sharing setting on both masters is Read-Only,
a user with Read-Only rights on the master records would have Read/Write access to the junction object.
You can create workflow rules and approval processes on junction objects; but you can't create outbound messages on
junction objects.
In a many-to-many relationship, a user can't delete a parent record if there are more than 200 junction object records
associated with it and if the junction object has a roll-up summary field that rolls up to the other parent. To delete this
object, manually delete junction object records until the count is fewer than 200.
The first master-detail relationship you create on your junction object becomes the primary relationship. This affects
the following for the junction object records:
Look and feel: The junction object's detail and edit pages use the color and any associated icon of the primary master
object.
Record ownership: The junction object records inherit the value of the Owner field from their associated primary
master record. Because objects on the detail side of a relationship do not have a visible Owner field, this is only
relevant if you later delete both master-detail relationships on your junction object.
Division: If your organization uses divisions to segment data, the junction object records inherit their division from
their associated primary master record. Similar to the record ownership, this is only relevant if you later delete both
master-detail relationships.
The second master-detail relationship you create on your junction object becomes the secondary relationship. If you delete
the primary master-detail relationship or convert it to a lookup relationship, the secondary master object becomes primary.
Roll-up summary fields that summarize data from the junction object can be created on both master objects.
Formula fields and validation rules on the junction object can reference fields on both master objects.
You can define Apex triggers on both master objects and the junction object.
A junction object can't be on the master side of another master-detail relationship.
89
Administering Custom Objects Enhance Salesforce with Point and Click Tools
You can't create a many-to-many self relationship, that is, the two master-detail relationships on the junction object
can't have the same master object.
Lookup Relationships
If the lookup field is optional, you can specify one of three behaviors to occur if the lookup record is deleted:
Clear the value of this field This is the default. Clearing the field is a good choice when the field does
not have to contain a value from the associated lookup record.
Dont allow deletion of the lookup record thats part of a lookup relationship This
option restricts the lookup record from being deleted if you have any dependencies, such as a workflow rule, built on
the relationship.
Delete this record also Available only if a custom object contains the lookup relationship, not if its contained
by a standard object. However, the lookup object can be either standard or custom. Choose when the lookup field
and its associated record are tightly coupled and you want to completely delete related data.
Warning: Choosing Delete this record also can result in a cascade-delete. A cascade-delete bypasses
security and sharing settings, which means users can delete records when the target lookup record is deleted
even if they dont have access to the records. To prevent records from being accidentally deleted, cascade-delete
is disabled by default. Contact Salesforce.com to get the cascade-delete option enabled for your organization.
Cascade-delete and its related options are not available for lookup relationships to business hours, community,
lead, price book, product, or user objects.
In a chain of lookup relationships, these behaviors work independently on each target field at each level. Say, for example,
field A is the target lookup of field B, which in turn is the target lookup of field C. You can have a delete restriction on
A and none on B, which means that A cant be deleted but B can. Once B is deleted, the relationship between A and B
no longer exists and C will hold an empty value for the lookup.
In a multilevel lookup relationship, these options might conflict. For example, in the scenario where field A is the target
lookup of field B, which in turn is the target lookup of field C, you might specify that A can delete B, but B cannot be
deleted because its in a relationship with C. If you try to delete A, youll get an error saying that B cant be deleted
because its linked to C.
If the parent record in a lookup relationship is deleted, the field history tracking for the child record does not record the
deletion. For example, if a parent account is deleted, the Account History related list for the child account does not show
the deletion.
Impact of Relationships on Reports
The type of relationship you create affects which standard report types are available and how they are categorized. These
report types determine which related objects can be included in the report:
Lookup relationships allow data from the two related objects to be joined in one report.
Master-detail relationships allow data from three objects to be joined in one report: the master object, the detail
object, plus one other lookup object. If the detail object has multiple lookup relationships, a separate report type is
available based on each lookup.
Many-to-many relationships provide two standard report types that join the master objects and the junction object.
The report types are:
Primary master with junction object and secondary master in the primary master object's report category.
Secondary master with junction object and primary master in the secondary master object's report category.
The order of the master objects in the report type is important. The master object listed first determines the scope
of records that can be displayed in the report.
90
Administering Custom Objects Enhance Salesforce with Point and Click Tools
The reporting impact of each relationship type is summarized in the following table:
Report Type Category Standard Report Types Relationship Type
Based on the object Object by itself
Object with first lookup
Lookup
Object with second lookup
Object with third lookup
Master object Master object by itself
Master object with detail object
Master-Detail
Master object with detail object and
first lookup
Master object with detail object and
second lookup
Master object with detail object and
third lookup
Primary master object
and
Primary master object by itself
Secondary master object by itself
Many-to-Many
Secondary master object Primary master object with junction
object and secondary master object
Secondary master object with junction
object and primary master object
Custom report types give you more flexibility to join data from multiple objects, including lookups as well as master-detail
relationships.
Important: Converting a relationship from lookup to master-detail or vice versa can cause existing custom
reports to become unusable due to the different standard report types available for each type of relationship.
We recommend that you test your custom reports immediately after converting the relationship type. If you
revert your relationship back to the original type, the reports are restored and become usable again.
See Also:
Overview of Object Relationships
Creating a Many-to-Many Relationship
Creating Custom Object Record Types
Available in: Enterprise, Performance, Unlimited, and Developer Editions
91
Administering Custom Objects Enhance Salesforce with Point and Click Tools
User Permissions Needed
Customize Application To create record types for custom objects:
Create record types for a custom object to display different picklist values and page layouts to different users based on their
profiles.
1. From Setup, click Create > Objects.
2. Select the custom object.
3. Click New in the Record Types related list.
4. Choose Master from the Existing Record Type drop-down list to copy all available picklist values, or choose an
existing record type to clone its picklist values.
Note: When you create a new record type without cloning an existing one, the new record type automatically
includes the master picklist values for both standard and custom picklists. You can then customize the picklist
values for the record type.
5. Enter a Record Type Label that's unique within the object.
6. Enter a description.
7. Select Active to activate the record type.
8. Select Enable for Profile next to a profile to make the record type available to users with that profile. Select the
checkbox in the header row to enable it for all profiles.
Tip: If each profile is associated with a single record type, users will never be prompted to select a record type
when creating new records.
9. For enabled profiles, select Make Default to make it the default record type for users of that profile. Select the checkbox
in the header row to make it the default for all profiles.
10. Click Next.
11. Choose a page layout option to determine what page layout displays for records with this record type:
To apply a single page layout for all profiles, select Apply one layout to all profiles and choose the page
layout from the drop-down list.
To apply different page layouts based on user profiles, select Apply a different layout for each profile
and choose a page layout for each profile.
12. Click Save to edit the values of the standard and custom picklists available for the record type, or click Save and New to
create another record type.
Customizing Search Layouts for Custom Objects
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application To define search layouts for custom objects:
92
Administering Custom Objects Enhance Salesforce with Point and Click Tools
You can customize which custom object fields display for users in search results, lookup dialogs, and the key lists on custom
tab home pages. You can specify a different set of fields to show in each search layout. The settings apply to all users in your
organization.
Additionally, customize which buttons display in custom list views and search results. You can hide a standard list view button
or display a custom button. Standard buttons are not available on search result layouts. To display a custom button, create the
custom button, giving it the List Button Display Type.
1. From Setup, click Create > Objects.
2. Select a custom object.
3. In Search Layouts, click Edit next to the search layout you want to modify.
Note: The fields you select for the key lists on the custom tab home page are also used as the columns displayed
in the default All list view and as the default columns for any new list views. To view different columns, customize
the list view itself.
4. Move fields between Available Fields and Selected Fields.
To customize which fields display in the layout, select one or more fields and click Add or Remove.
To sort fields in the layout, select one or more fields in Selected Fields and click Up or Down.
To select multiple fields individually, use CTRL+click.
To select multiple fields as a group, use SHIFT+click.
5. Click Save.
See Also:
Customizing Search Layouts
Custom Object Security
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
Editions
Tabs are not available in Database.com.
Many different security settings work together so you can control access to your custom objects with great flexibility. Set
custom object security at the following different levels:
Tabdisplay the custom tab for the appropriate users based on their user profiles.
Objectset the access users have to create, read, edit, and delete records for each object.
Recordsset the default sharing model for all your users. This determines the access users have to custom object records
that they do not own.
Relationshipfor objects on the detail side of a master-detail relationship, specify the sharing access that users must have
to the master record in order to create, edit, or delete the associated detail records. This is specified in the Sharing
Setting attribute of the master-detail relationship field on the detail object.
Fieldsset the level of access users have to fields on your custom object page layout.
The following requirements apply to custom objects with no master-detail relationship:
93
Administering Custom Objects Enhance Salesforce with Point and Click Tools
Required Privileges Action
Create permission. The user must have the tab displayed to
create a new record from the Create New drop-down list in
the sidebar.
Create a record
Read permission and Public Read Only or Public
Read/Write sharing model if not the record owner.
View a record
Edit permission and Public Read/Write sharing model if
not the record owner.
Edit a record
Delete permission and must be the record owner or above
the record owner in the role hierarchy.
Delete a record
The following requirements apply to custom objects that have a master-detail relationship with a standard or custom object:
Required Privileges Action
Create permission and either read or read/write access to
the related master record, depending on the value of the
Create a record
Sharing Setting attribute of the master-detail relationship
field on the detail object.
Read permission and read access to the related master record.
If the record has two master records in a many-to-many
View a record
relationship, the user must have read access to both master
records.
Edit permission and either read or read/write access to the
related master record, depending on the value of the Sharing
Edit a record
Setting attribute of the master-detail relationship field on
the detail object.
Delete permission and either read or read/write access to
the related master record, depending on the value of the
Delete a record
Sharing Setting attribute of the master-detail relationship
field on the detail object.
When a user deletes a record that has related custom object
records, all related custom object records are deleted regardless
of whether the user has delete permission to the custom object.
Delegated administrators can manage nearly every aspect of specified custom objects, but they cannot create or modify
relationships on the object or set organization-wide sharing defaults.
Notes on Enabling Activities for Custom Objects
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
If you enable activities when creating a custom object, the activity related lists are added to the default page layout
automatically. If you enable activities later, after the custom object already exists, you must add the related lists to the page
layout manually.
94
Administering Custom Objects Enhance Salesforce with Point and Click Tools
Disabling activities for a custom object does not delete existing activity records. However, activity related lists are removed
from custom object pages, and reports containing activities and the custom object are deleted.
If a custom object has a master-detail relationship with accounts, the custom objects activities roll up to the account and
cause the accounts Last Activity date to be updated. For custom objects related to other types of records, the activities
do not roll up.
The ability to send emails or create mail merge documents is available for activities on custom objects. The email must be
sent to a contact or lead.
When you change the ownership of a custom object record, any open activities related to that custom object are also
transferred to the new record owner.
You cannot disable activity tracking for a custom object if any workflow tasks are associated with that custom object, or if
tasks and events are child data sets of the custom object in a mobile configuration.
Custom object records can only be associated with a call log in Salesforce CRM Call Center if activities are enabled for
the object.
See Also:
Defining Custom Objects
Managing Your Custom Objects and Fields With Schema Builder
Schema Builder Overview
Available in: All Editions
Schema Builder provides a dynamic environment to add new custom objects, custom fields, and relationships to your schema.
This eliminates the need to click from page to page to find the details of a master-detail relationship or to add a new custom
field to an object in your schema. For example, if youre using Schema Builder to view the details of your schema, you can add
a new custom object without leaving Schema Builder. The drag-and-drop interface lets you easily add a custom object or new
field, and saves the layout of your schema any time you move an object.
Schema Builder provides details such as the field values, required fields, and how objects are related by displaying lookup and
master-detail relationships. You can view the details for both standard and custom objects in Schema Builder.
Schema Builder is enabled by default and lets you add the following to your schema:
Custom objects
Lookup relationships
Master-detail relationships
Fields of the following types:
Auto Number
Formula
Roll-up Summary
Checkbox
Currency
Date
Date/Time
Email
95
Managing Your Custom Objects and Fields With Schema
Builder
Enhance Salesforce with Point and Click Tools
Number
Percent
Phone
Picklist
Picklist (Multi-Select)
Text
Text (Encrypted)
Text Area
Long Text Area
Rich Text Area
URL
See Also:
Working with Schema Builder
Working with Schema Builder
Available in: All Editions
User Permissions Needed
"Customize Application" To view objects in Schema Builder:
You can access Schema Builder in three ways:
From Setup, click Schema Builder.
From Setup, click Create > Objects. Then in the custom objects page, click Schema Builder.
In the Quick Links box on the Force.com home page, click Schema Builder.
When working with Schema Builder:
Click on an object and move it to any space on the canvas. Schema Builder saves the layout of your schema any time you
move an object.
Click Auto-Layout to automatically sort the layout of the objects in your schema.
Important: Once you click Auto-Layout, you can't undo it.
Click View Options to:
Display Element Names if you prefer system names, or Display Element Labels if you prefer text values.
Show/Hide Relationships
Show/Hide Legend
The Elements tab lets you drag and drop new custom objects and fields onto the canvas.
To create a new custom object, see Creating Objects with Schema Builder.
To create a new custom field, see Creating Fields with Schema Builder.
96
Managing Your Custom Objects and Fields With Schema
Builder
Enhance Salesforce with Point and Click Tools
The Objects tab lets you select objects to display on the canvas.
Click the drop-down list in the sidebar to filter your list of objects:
- All Objects
- Selected Objects
- Standard Objects
- Custom Objects
- System Objects
Note: Objects created outside of Schema Builder, such as through an app or the API, dont automatically
display on the canvas. Select the checkbox for the object created outside Schema Builder to display it on
the canvas.
To search for an object, type its name in the Quick Find... box.

Hover over an object in your list of objects and click to find it on the canvas.
Hover over relationship lines to show relationship details such as lookup and master-detail relationships. Click the name
of the object to find it on the canvas. You may want to hide relationships if your schema is taking too long to load.
To view the details of a field in a new window, click the element name or label and select View Field in New Window.
To edit properties of a custom field, click the element name or label and select Edit Field Properties....
To manage permissions of a custom field, click the element name or label and select Manage Field Permissions. Use the
dialog box that appears to manage the fields visibility and writability for all standard and custom profiles. By default, the
field level security for custom fields is set to visible and editable for internal profilesthose not cloned from Partner User
or Customer Portal Manager. Fields that are not normally editable, such as formulas and roll-up summary fields, are visible
and read-only.

Click to:
Hide Object on Canvas
View Object detail in a new window
View Page Layouts detail in a new window
Click Show More Fields to display all the fields of an object.

To zoom in, click . To zoom out, click .

Note: You can't save the level of zoom when closing Schema Builder.

To collapse the sidebar, click . To expand it, click .

The map in the lower right corner shows the overall layout of your objects on the canvas. Click on the map to navigate the
layout of your objects. To pan across the schema layout while zoomed in, click and hold the canvas while moving the
mouse.
To close the Schema Builder and save the layout of your objects, click Close.
97
Managing Your Custom Objects and Fields With Schema
Builder
Enhance Salesforce with Point and Click Tools
Important: If your schema contains many objects and fields, it may cause long loading times. Click Hide Relationships
to improve Schema Builder performance.
See Also:
Creating Objects with Schema Builder
Deleting Custom Objects with Schema Builder
Creating Fields with Schema Builder
Deleting Custom Fields with Schema Builder
Creating Objects with Schema Builder
Available in: All Editions
User Permissions Needed
"Customize Application" To create new custom objects in Schema Builder:
To create a new custom object with Schema Builder:
1. Click the Elements tab.
2. Click Object and drag it onto the canvas.
3. Enter information to define your object. See Schema Builder Custom Object Definition on page 100 for a list of object
definitions.
4. Click Save.
See Also:
Schema Builder Custom Object Definition
Creating Fields with Schema Builder
Available in: All Editions
User Permissions Needed
"Customize Application" To create new fields in Schema Builder:
To create a new custom field with Schema Builder:
1. Click the Elements tab.
2. Click a field and drag it onto an object on the canvas.
3. Enter a Field Label.
Salesforce populates Field Name using the field label. This name can contain only underscores and alphanumeric
characters, and must be unique in your organization. It must begin with a letter, not include spaces, not end with an
underscore, and not contain two consecutive underscores.
Ensure that the custom field name and label are unique for that object.
98
Managing Your Custom Objects and Fields With Schema
Builder
Enhance Salesforce with Point and Click Tools
If a standard and custom field have identical names or labels, the merge field displays the custom field value.
If two custom fields have identical names or labels, the merge field may display an unexpected value.
If you create a field label called Email and a standard field labeled Email already exists, the merge field may be unable
to distinguish between the fields. Adding a character to the custom field name makes it unique. For example, Email2.
4. Enter a Description of the custom field.
5. Enter Help Text to detail the purpose and function of a custom field.
6. Enter a Default Value to automatically insert a value of a custom field when a new record is created.
7. Depending on the custom field type you choose, enter any remaining field attributes.
8. Click Save.
See Also:
Schema Builder Custom Field Definition
Deleting Custom Objects with Schema Builder
You can delete custom objects using Schema Builder.
Available in: All Editions
User Permissions Needed
"Customize Application" To delete custom objects in Schema Builder:
Schema Builder displays list of side effects when you try to delete a custom object. Be sure youre ready to accept these side
effects before finalizing the deletion. See Deleting Custom Objects on page 78 and Managing Deleted Custom Objects on
page 79.
1. Click on the custom objects icon.
2. Select Delete Object.... A dialog box displays that explains the side effects of deleting an object. Read this information
carefully.
3. If you accept the conditions, check Yes, I want to delete the custom object.
4. Click Delete.
Deleting Custom Fields with Schema Builder
You can delete custom fields using Schema Builder.
Available in: All Editions
User Permissions Needed
"Customize Application" To delete custom fields in Schema Builder:
Schema Builder displays a list of side effects when you try to delete a custom field. Be sure youre ready to accept these side
effects before finalizing the deletion.
1. Right click on the custom field.
99
Managing Your Custom Objects and Fields With Schema
Builder
Enhance Salesforce with Point and Click Tools
2. Select Delete Field.... A dialog box displays that explains the side effects of deleting a custom field. Read this information
carefully.
3. If you accept the conditions, check Yes, I want to delete the custom field.
4. Click Delete.
Schema Builder Custom Object Definition
Available in: All Editions
Description Field
A name used to refer to the object in any user interface pages. Label
The plural name of the object. If you create a tab for this
object, this name is used for the tab.
Plural Label
If its appropriate for your organizations default language,
check if your label should be preceded by "an" instead of "a".
Starts with a vowel sound
A unique name used to refer to the object when using the
API. In managed packages, this unique name prevents naming
Object Name
conflicts on package installations. The Object Name field can
contain only underscores and alphanumeric characters. It must
be unique, begin with a letter, not include spaces, not end with
an underscore, and not contain two consecutive underscores.
An optional description of the object. A meaningful
description helps you remember the differences between your
custom objects when youre viewing them in a list.
Description
The name used in page layouts, list views, related lists, and
search results.
Record Name
The type of field (text or auto-number) for the record name.
Records that have unique IDs instead of names use
Data Type
auto-numbers. An auto-number is a unique number assigned
automatically. It is always a read-only field.
Makes the data in the custom object records available for
reporting purposes.
To create reports on custom objects, choose the Other Reports
report type category unless the custom object has a relationship
Allow Reports
with a standard object. When the custom object has a
master-detail relationship with a standard object, or is a lookup
object on a standard object, select the standard object for the
report type category instead.
Allows users to associate tasks and scheduled calendar events
related to the custom object records.
Allow Activities
Enables your organization to track changes to fields on the
custom object records, such as who changed the value of a
Track Field History
field, when it was changed, and what the value of the field
100
Managing Your Custom Objects and Fields With Schema
Builder
Enhance Salesforce with Point and Click Tools
Description Field
was before and after the edit. History data is available for
reporting, so users can easily create audit trail reports when
this feature is enabled.
If your organization has divisions enabled, select this option
to enable the custom object for divisions. Divisions group
Enable Divisions
records for simplified search results, list views, reports, and
other areas within Salesforce. Salesforce adds a Division
field to the custom object, and if the custom object is the
master in a master-detail relationship, any custom objects on
the detail side also get the Division field and inherit their
division from the master record.
This option makes the custom object available through the
Salesforce Customer Portal.
Available for Customer Portal
In a packaging context, a namespace prefix is a one to
15-character alphanumeric identifier that distinguishes your
Namespace Prefix
package and its contents from packages of other developers
on AppExchange. Namespace prefixes are case-insensitive.
For example, ABC and abc are not recognized as unique. Your
namespace prefix must be globally unique across all Salesforce
organizations. It keeps your managed package under your
control exclusively.
Indicates whether the custom object is visible to other users. Deployment Status
Allows users to attach notes and attachments to custom object
records. This allows you to attach external documents to any
Add Notes & Attachments...
object record, in much the same way that you can add a PDF
or photo as an attachment to an email.
This option is only available when you are creating a new
object.
Schema Builder Custom Field Definition
Available in: All Editions
Description Type
Automatically assigns a unique number to each record. The
maximum length of any auto-number field is 30 characters,
20 of which are reserved for prefix or suffix text.
Auto Number
101
Managing Your Custom Objects and Fields With Schema
Builder
Enhance Salesforce with Point and Click Tools
Description Type
Allows users to automatically calculate values based on other
values or fields such as merge fields.
Formula
Note: Salesforce uses the round half up tie-breaking
rule for numbers in formula fields. For example,
12.345 becomes 12.35 and 12.345 becomes 12.35.
Automatically displays the record count of related records or
calculates the sum, minimum, or maximum value of related
Roll-Up Summary
records. The records must be directly related to the selected
record and on the detail side of a custom master-detail
relationship with the object that contains the roll-up summary
field. For example, a custom field called Total Number of
Guests displays the number of guest custom object records
in the Guests related list.
Creates a relationship between two records so you can associate
them with each other. For example, opportunities have a
Lookup Relationship
lookup relationship with cases that lets you associate a
particular case with an opportunity. A lookup relationship
creates a field that allows users to click a lookup icon and select
another record from a popup window. On the associated
record, you can then display a related list to show all of the
records that are linked to it. You can create lookup relationship
fields that link to users, standard objects, or custom objects.
If a lookup field references a record that has been deleted,
Salesforce clears the value of the lookup field by default.
Alternatively, you can choose to prevent records from being
deleted if theyre in a lookup relationship.
Lookup relationship fields arent available in Personal Edition.
Lookup relationship fields to campaign members arent
available; however, lookup relationship fields from campaign
members to other objects are available.
Creates a relationship between records where the master record
controls certain behaviors of the detail record such as record
deletion and security.
Available for custom objects only, although you can create a
master-detail relationship field on a custom object that links
to a standard object.
Master-Detail Relationship
Master-detail relationships cant be used with campaign
members.
Allows users to check a box, indicating a true or false attribute
of a record. When using a checkbox field for a report or list
Checkbox
view filter, use True for checked values and False for
unchecked values. The import wizards and the weekly export
tool use 1 for checked values and 0 for unchecked values.
102
Managing Your Custom Objects and Fields With Schema
Builder
Enhance Salesforce with Point and Click Tools
Description Type
Allows users to enter a currency amount. The system
automatically formats the field as a currency amount. This can
be useful if you export data to a spreadsheet.
Currency
Note: Salesforce uses the round-half-to-even
tie-breaking rule for currency fields. For example,
23.5 becomes 24, 22.5 becomes 22, 22.5 becomes
22, and 23.5 becomes 24.
Values lose precision after 15 decimal places.
Allows users to enter a date or pick a date from a popup
calendar. In reports, you can limit the data by specific dates
using any custom date field.
Date
Allows users to enter a date or pick a date from a popup
calendar and enter a time of day. They can also add the current
Date/Time
date and time by clicking the date and time link next to the
field. The time of day includes AM or PM notation. In
reports, you can limit the data by specific dates and times using
any custom date field.
Allows users to enter an email address, which is validated to
ensure proper format. If this field is specified for contacts or
Email
leads, users can choose the address when clicking Send an
Email. Note that you can't use custom email addresses for
mass emails.
Allows users to enter any number. This is treated as a real
number and any leading zeros are removed.
Number
Note: Salesforce uses the round half up tie-breaking
rule for number fields. For example, 12.345 becomes
12.35 and 12.345 becomes 12.34. Salesforce rounds
numbers referenced in merge fields according to the
users locale, not the number of decimal spaces
specified in the number field configuration.
Allows users to enter a percentage number, for example, '10'.
The system automatically adds the percent sign to the number.
Percent
Note: If the decimal value is greater than 15, and
you add a percent sign to the number, a runtime error
occurs.
Values lose precision after 15 decimal places.
Allows users to enter any phone number.
Salesforce automatically formats it as a phone number.
Phone
103
Managing Your Custom Objects and Fields With Schema
Builder
Enhance Salesforce with Point and Click Tools
Description Type
If you are using Salesforce CRM Call Center, custom phone
fields are displayed with the button, allowing click-to-dial
functionality. Consequently, salesforce.com recommends that
you dont use a custom phone field for fax numbers.
Allows users to select a value from a list you define. Picklist
Allows users to select more than one picklist value from a list
you define. These fields display each value separated by a
semicolon.
Picklist (Multi-Select)
Allows users to enter any combination of letters, numbers, or
symbols. You can set a maximum length, up to 255 characters.
Text
Allows users to enter any combination of letters, numbers, or
symbols that are stored in encrypted form. You can set a
Text (Encrypted)
maximum length of up to 175 characters. Encrypted fields are
encrypted with 128-bit master keys and use the AES
(Advanced Encryption Standard) algorithm. You can archive,
delete, and import your master encryption key. To enable
master encryption key management, contact salesforce.com.
Allows users to enter up to 255 characters that display on
separate lines similar to a Description field.
Text Area
Allows users to enter up to 32,768 characters that display on
separate lines similar to a Description field. You can set
Text Area (Long)
the length of this field type to a lower limit, if desired. Any
length from 256 to 32,768 characters is allowed. Every time
you press Enter within a long text area field, a linebreak and
a return character are added to the text. These two characters
count toward the 32,768 character limit. This data type is not
available for activities or products on opportunities.
With the use of a toolbar, users can format the field content
and add images and hyperlinks. The toolbar allows the user
Text Area (Rich)
to undo, redo, bold, italicize, underline, strike-out, add a
hyperlink, upload or link to an image, modify alignment, add
a numbered or non-numbered list, indent, and outdent. The
maximum field size is 32,768 characters, inclusive of all the
formatting and HTML tags. Only the first 254 characters in
a rich text area or a long text area are displayed in a report.
The maximum size for uploaded images is 1MB. Only gif,
jpeg and png file types are supported.
Allows users to enter up to 255 characters of any valid website
address. When users click on the field, the URL opens in a
URL
separate browser window. Only the first 50 characters are
displayed on the record detail pages.
104
Managing Your Custom Objects and Fields With Schema
Builder
Enhance Salesforce with Point and Click Tools
Creating Unique Sets of Data
Custom Settings Overview
Available in: Group, Professional, Developer, Enterprise, Performance, Unlimited, and Database.com Editions.
Packages are not available in Database.com.
User Permissions Needed
Customize Application To manage, create, edit, and delete custom settings:
Custom settings are similar to custom objects and enable application developers to create custom sets of data, as well as create
and associate custom data for an organization, profile, or specific user. All custom settings data is exposed in the application
cache, which enables efficient access without the cost of repeated queries to the database. This data can then be used by formula
fields, validation rules, Apex, and the SOAP API.
There are two types of custom settings:
List Custom Settings
A type of custom setting that provides a reusable set of static data that can be accessed across your organization. If you
use a particular set of data frequently within your application, putting that data in a list custom setting streamlines access
to it. Data in list settings does not vary with profile or user, but is available organization-wide. Examples of list data
include two-letter state abbreviations, international dialing prefixes, and catalog numbers for products. Because the data
is cached, access is low-cost and efficient: you don't have to use SOQL queries that count against your governor limits.
Hierarchy Custom Settings
A type of custom setting that uses a built-in hierarchical logic that lets you personalize settings for specific profiles or
users. The hierarchy logic checks the organization, profile, and user settings for the current user and returns the most
specific, or lowest, value. In the hierarchy, settings for an organization are overridden by profile settings, which, in
turn, are overridden by user settings.
The following examples illustrate how you can use custom settings:
A shipping application requires users to fill in the country codes for international deliveries. By creating a list setting of all
country codes, users have quick access to this data without needing to query the database.
An application calculates and tracks compensation for its sales reps, but commission percentages are based on seniority.
By creating a hierarchy setting, the administrator can associate a different commission percentage for each profile in the
sales organization. Within the application, one formula field can then be used to correctly calculate compensation for all
users; the personalized settings at the profile level inserts the correct commission percentage.
An application displays a map of account locations, the best route to take, and traffic conditions. This information is useful
for sales reps, but account executives only want to see account locations. By creating a hierarchy setting with custom
checkbox fields for route and traffic, you can enable this data for just the Sales Rep profile.
Follow these steps to create and use custom settings:
1. Create the custom setting.
2. Add fields to the custom setting.
3. Add data and set the access level for the custom setting data.
4. Reference the custom setting data in your application, using formula fields, validation rules, Apex, or the SOAP API.
105
Creating Unique Sets of Data Enhance Salesforce with Point and Click Tools
You can also include a custom setting in a package. The visibility of the custom setting in the package depends on the
Visibility setting.
Note: Only custom settings definitions are included in packages, not data. If you need to include data, you must
populate the custom settings using a standard Apex or API script run by the subscribing organization after they have
installed the package.
Managing Custom Settings
Click New to create a new custom setting. After you create a custom setting, you must add fields to it.
After you create a custom setting, you can do any of the following:
Click Edit next to the name of a custom setting to change the name, label, or description of a custom setting.
Click Del to delete a custom setting.
Note: A icon indicates that the custom setting is in an installed managed package. You cant edit or delete a
custom setting installed from a managed package.
Click Manage to add data to a custom setting. You should add fields before you add data.
See Also:
Viewing Custom Settings
Custom Settings Limits
Accessing Custom Settings
Available in: Group, Professional, Developer, Enterprise, Performance, Unlimited, and Database.com Editions.
Packages are not available in Database.com.
User Permissions Needed
Customize Application To manage, create, edit, and delete custom settings:
You can access custom settings from formula fields, validation rules, Apex, and the SOAP API. Some sample code segments
are provided below.
Formula Fields
Formula fields only work for hierarchy custom settings; they cant be used for list custom settings.
{!$Setup.CustomSettingName__c.CustomFieldName__c}
Apex
Apex can access both custom setting types.
Note: If Privacy for a custom setting is Protected and the custom setting is contained in a managed package,
the subscribing organization cannot edit the values or access them using Apex.
106
Creating Unique Sets of Data Enhance Salesforce with Point and Click Tools
Samples for List Custom Settings
When you add data to a custom setting, you must name each set of data. Then you can distinguish between the
sets of data by the data set name. The following returns a map of custom settings data. The getAll method returns
values for all custom fields associated with the list setting.
Map<String_dataset_name, CustomSettingName__c> mcs = CustomSettingName__c.getAll();
The following example uses the getValues method to return all the field values associated with the specified
data set. This method can be used with both list and hierarchy custom settings, using different parameters.
CustomSettingName__c mc = CustomSettingName__c.getValues(data_set_name);
Samples for Hierarchy Custom Settings
The following example uses the getOrgDefaults method to return the data set values for the organization level:
CustomSettingName__c mc = CustomSettingName__c.getOrgDefaults();
The following example uses the getInstance method to return the data set values for the specified profile. The
getInstance method can also be used with a user ID.
CustomSettingName__c mc = CustomSettingName__c.getInstance(Profile_ID);
SOAP API
Custom settings that have Privacy defined as Public are exposed to the API in the same way custom objects are exposed.
Note: If Privacy is defined as Protected, and the custom setting is contained in a managed package, the
custom setting is not accessible using the API in either the developer organization or a subscribing organization.
Use any tool with API access to perform query or profile-permission-setting operations.
Note: You can also access custom settings data through a Standard Object Query Language (SOQL) query, but this
method doesn't make use of the application cache. Its similar to querying a custom object.
See Also:
Custom Settings Overview
Defining Custom Settings
Available in: Group, Professional, Developer, Enterprise, Performance, Unlimited, and Database.com Editions.
Packages are not available in Database.com.
User Permissions Needed
Customize Application To manage, create, edit, and delete custom settings:
107
Creating Unique Sets of Data Enhance Salesforce with Point and Click Tools
To create or edit a custom setting:
1. From Setup, click Develop > Custom Settings.
2. Click New to create a new custom setting, click Edit next to the name of a custom setting, or click Edit while viewing the
details of a custom setting.
Note: A icon indicates that the custom setting is in an installed managed package. You cant edit or delete a
custom setting installed from a managed package.
3. Define the following:
LabelEnter the label displayed in the application.
Object NameEnter the name to be used when the custom setting is referenced by formula fields, validation rules,
Apex, or the SOAP API.
Note: Salesforce.com recommends using ASCII for the Object Name. The name can't exceed 38 ASCII
characters. If you use double byte, there are additional limits on the number of characters allowed.
Setting TypeSelect a type of List or Hierarchy. The List type defines application-level data, such as country codes
or state abbreviations. The Hierarchy type defines personalization settings, such as default field values, that can be
overridden at lower levels in the hierarchy.
Important: After you save a custom setting, you cannot change this value.
VisibilitySelect a visibility of Protected or Public.
ProtectedIf the custom setting is contained in a managed package, subscribing organizations can't see the custom
setting: it doesn't display as part of the package list. In addition, subscribing organizations can't access the custom
setting using either Apex or the API, however, developer organizations can. If the custom setting is contained in
an unmanaged package, the custom setting is available through the Enterprise WSDL like any custom object (as
if the Visibility was Public.)
PublicThe custom setting is available through the Enterprise WSDL like any custom object. You can package
custom settings defined as public. The subscribing organizations can edit the values, as well as access them using
Apex and the API, regardless of the type of package (either managed or unmanaged).
Important: After you save a custom setting, you cannot change this value.
4. Enter an optional description of the custom setting. A meaningful description will help you remember the differences
between your custom settings when youre viewing them in a list.
5. Click Save.
Note: Only custom settings definitions are included in packages, not data. If you need to include data, you must
populate the custom settings using a standard Apex or API script run by the subscribing organization after they
have installed the package.
108
Creating Unique Sets of Data Enhance Salesforce with Point and Click Tools
After you create a custom setting, you must also add fields to the custom setting.
See Also:
Adding Custom Settings Fields
Adding Custom Settings Data
Viewing Custom Settings
Available in: Group, Professional, Developer, Enterprise, Performance, Unlimited, and Database.com Editions.
Packages are not available in Database.com.
User Permissions Needed
Customize Application To manage, create, edit, and delete custom settings:
After you create a custom setting, you can view the details of the custom setting, manage the custom setting, and add fields.
From Setup, click Develop > Custom Settings, then click the name of the custom setting you'd like to view. While viewing
a custom setting, you can:
Click Edit to make changes to a custom setting.
Click Delete to delete a custom setting.
Note: A icon indicates that the custom setting is in an installed managed package. You cant edit or delete a
custom setting installed from a managed package.
Click Manage to add data to a custom setting.
In addition, click New to add fields to the custom setting.
See Also:
Defining Custom Settings
Adding Custom Settings Fields
Available in: Group, Professional, Developer, Enterprise, Performance, Unlimited, and Database.com Editions.
Packages are not available in Database.com.
User Permissions Needed
Customize Application To manage, create, edit, and delete custom settings:
After you define custom settings, you need to add custom fields to them. The custom fields contain the data used by the
custom setting.
To add custom fields to a custom setting:
109
Creating Unique Sets of Data Enhance Salesforce with Point and Click Tools
1. From Setup, click Develop > Custom Settings.
2. Click the name of the custom setting that you want to add fields to. (If you just created a custom setting, you are taken
directly to the Custom Setting Detail page.)
3. Click New.
4. Select a field type and click Next.
5. Enter the details for your custom field.
6. Once you confirm the information, click Save or Save & New.
After you add the required fields, you need to add data, and for hierarchy custom settings, specify the access level.
See Also:
Adding Custom Settings Data
Managing Custom Settings Data
Available in: Group, Professional, Developer, Enterprise, Performance, Unlimited, and Database.com Editions.
User Permissions Needed
Customize Application To manage, create, edit, and delete custom settings:
After defining custom settings and adding fields, populate the fields:
1. From Setup, click Develop > Custom Settings.
2. Click Manage next to a custom setting, or from the detail page for a custom setting.
3. Provide or change values for the custom setting.
If you are managing a list setting:
Click New to add data to the fields.
Click Edit next to the name of an existing set of data to change the name of the data set or to change the data.
Click Del next to the name of an existing set of data to delete the data set.
If you are managing a hierarchy setting, decide where in the permission hierarchy you want to add default data
(organization, profile, or user).
To add default data at the organization level, click New in the Default Organization Level Value section. If data has
already been defined for the organization, you can only edit or delete it.
To add default data at the profile or user level, click New in the lower section of the page, near the Setup Owner.
After you have defined data, you can:
Click Edit in the Default Organization Level Value section to change the default data set at the organization level, or
Delete to delete it (this is only for hierarchical custom settings.)
Click View next to the name of an existing set of data to view the data (this is only for hierarchical custom settings.)
Click Edit next to the name of an existing set of data to change the name of the data set or to change the data.
110
Creating Unique Sets of Data Enhance Salesforce with Point and Click Tools
Click Del next to the name of an existing set of data to delete the data set.
See Also:
Custom Settings Limits
Adding Custom Settings Data
Adding Custom Settings Data
Available in: Group, Professional, Developer, Enterprise, Performance, Unlimited, and Database.com Editions.
User Permissions Needed
Customize Application To manage, create, edit, and delete custom settings:
After you define your custom settings and add fields, you need to populate the fields with data.
You can define one or more data sets. For list custom settings, each data set is named and can be accessed by that name using
Apex, formula fields, and so on.
For custom settings that are hierarchies, the data is accessed based on the access level (user, profile, or organization). The
lowest level is used first, which means if you defined a data set at the user level, unless otherwise specified in your application,
that data is used. For example, you might want to specify different contact numbers for your application: one for the general
user, and one that is only displayed for system administrators.
To add data to custom setting fields:
1. From Setup, click Develop > Custom Settings, then click Manage next to a custom setting. Or from the detail page for
a custom setting, click Manage.
2. Click New or Edit next to an existing data set.
3. Add or change data.
For custom settings that are lists:
a. Specify or change the name for the data set. This name is used by Apex, formula fields, and so on.
b. Enter or change data for all fields.
c. Click Save.
For custom settings that are hierarchies:
a. For the default organization level values, enter or change the data for the fields. The default organization location is
automatically populated.
b. For profile or user level values, select either Profile or User from the Location picklist. Enter the name of the
profile or user, or use the lookup dialog search. Then enter or change the data for the fields.
c. Click Save.
See Also:
Managing Custom Settings Data
Adding Custom Settings Fields
111
Creating Unique Sets of Data Enhance Salesforce with Point and Click Tools
Viewing Custom Settings Data
Available in: Group, Professional, Developer, Enterprise, Performance, Unlimited, and Database.com Editions.
User Permissions Needed
Customize Application To manage, create, edit, and delete custom settings:
After you add fields and add data to those fields, you can view the data.
1. From Setup, click Develop > Custom Settings, then click Manage next to a custom setting that has already been defined.
Or from the detail page for a custom setting, click Manage.
2. Click View next to the data set you want to view (this is only for hierarchical custom settings).
See Also:
Adding Custom Settings Fields
Adding Custom Settings Data
Custom Settings Limits
Available in: Group, Professional, Developer, Enterprise, Performance, Unlimited, and Database.com Editions.
User Permissions Needed
Customize Application To manage, create, edit, and delete custom settings:
Salesforce imposes these limits on the amount of cached data and on custom settings:
The total amount of cached data allowed for your organization is the lesser of these two values:
10 MB
1 MB multiplied by the number of full-featured user licenses in your organization
For example, if your organization has three full licenses, you have 3 MB of custom setting storage. If your organization
has 20 full licenses, you have 10 MB of storage.
Each Certified managed package gets its own separate limit in addition to your organization limit. For example, if your
organization has two certified managed packages installed and your organization has three full licenses, each certified
managed package can have 3 MB of custom setting storage, in addition to your organizations 3 MB custom setting storage
limit.
300 fields per custom setting.
You cant share a custom setting object or record.
No owner is assigned when a custom setting is created, so the owner cant be changed.
Custom settings are a type of custom object. Each custom setting counts against the total number of custom objects available
for your organization.
112
Creating Unique Sets of Data Enhance Salesforce with Point and Click Tools
To see how much custom settings data your organization is using, from Setup, click Develop > Custom Settings. This page
also details how much resource each custom setting uses, including the number of records and the size of the custom setting
definition.
See Also:
Custom Settings Overview
Working with Custom Fields
Customizing Fields
Available in: All Editions
Standard Fields and Page Layouts are not available in Database.com
User Permissions Needed
Customize Application To create or change custom fields:
Customize fields to tailor your organizations unique requirements. You can:
Modify some aspects of standard fields
Change or add values to custom picklist fields
Define dependency rules between fields
Create custom fields to capture additional information
Create formula fields that automatically calculate values based on the contents of other fields
Define default values for custom fields
Define validation rules for your fields
Make a field required
Set fields to track changes, including the date, time, nature of the change, and who made the change
Create page layouts to control the display of fields
Set field-level security to control access to fields
Create or modify field sets
Customizing Standard Fields
Available in: All Editions except for Database.com.
User Permissions Needed
Customize Application To change standard fields:
You can customize several aspects of standard fields, such as the values in picklists, the format for auto-number fields, tracking
field history, lookup filters on relationship fields, and field-level help.
113
Working with Custom Fields Enhance Salesforce with Point and Click Tools
In Enterprise, Unlimited, Performance, and Developer Editions, you can also view details about standard fields and set
field-level security.
Modifying Standard Auto-Number Fields
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Customize Application To modify standard auto-number fields:
The unique identifiers for solutions, cases, and contracts are standard auto-number fields. Each record is assigned a unique
number with a specified format upon creation. You can modify the format and numbering for these auto-number fields.
1. From Setup, click Customize, select the appropriate tab link, and then click the Fields link.
2. Click Edit next to the name of the field in the Standard Fields list.
3. Enter a Display Format to control such formatting details as the minimum number of leading zeros as well as any prefix
or suffix for the number. See Custom Field Attributes on page 120.
Format changes do not affect existing records; they are applied only to new records.
4. Enter the number to be assigned to the next record that is created after you save your changes.
5. Click Save.
Warning: Salesforce warns you if the next number you enter is not higher than existing numbers. However, it may
be possible to create duplicate numbers if you change the auto-number format multiple times using similar formats
each time.
See Also:
Custom Field Types
About Custom Fields
Available in: All Editions
Tabs are not available in Database.com
User Permissions Needed
Customize Application To create or change custom fields:
To tailor your organization, you can add custom fields for each of the tabs and objects that your organization uses.
For the total number of custom fields you can create, see Salesforce Limits.
See the following for more information:
Creating Custom Fields
Editing Fields
Viewing Fields
114
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Deleting Fields
Building Formulas
Defining Dependent Picklists
Defining Default Field Values
Additional Custom Field Options
Custom Field Attributes
Changing Custom Field Type
Creating and Enhancing Custom Fields
Creating Custom Fields
Available in: Personal, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com Editions
Relationship fields arent available in Personal Edition
Custom fields arent available on Activities in Group Edition
Custom settings arent available in Professional Edition
Layouts arent available in Database.com
User Permissions Needed
Customize Application To create or change custom fields:
Create custom fields to store important information. Before you begin, determine the type of field you want to create.
1. Navigate to the fields area of the appropriate object.
For standard objects, from Setup, click Customize, select the appropriate object, and click Fields.
For custom task and event fields, from Setup, click Customize > Activities > Activity Custom Fields.
For custom objects, from Setup, click Create > Objects, and select one of the custom objects in the list.
For custom settings, from Setup, click Develop > Custom Settings, and click the name of the custom setting.
2. In Custom Fields & Relationships, click New.
Tip: You can also set field dependencies and field history tracking on custom objects in this section.
3. Choose the type of field and click Next. Consider the following.
Some data types are available for certain configurations only. For example, the Master-Detail Relationship
option is available for custom objects only when the custom object doesnt already have a master-detail relationship.
Custom settings allow only a subset of the available data types.
Relationship fields count towards custom field limits.
Additional field types may appear if an AppExchange package using those field types is installed.
The Roll-Up Summary option is available on certain objects only.
Field types correspond to API data types.
4. For relationship fields, associate an object with the field and click Next.
115
Working with Custom Fields Enhance Salesforce with Point and Click Tools
5. Enter a field label.
Salesforce populates Field Name using the field label. This name can contain only underscores and alphanumeric
characters, and must be unique in your organization. It must begin with a letter, not include spaces, not end with an
underscore, and not contain two consecutive underscores. Use the field name for merge fields in custom links, custom
s-controls, and when referencing the field from the API.
Tip:
Ensure that the custom field name and label are unique for that object.
If a standard and custom field have identical names or labels, the merge field displays the custom field value.
If two custom fields have identical names or labels, the merge field may display an unexpected value.
If you create a field label called Email and a standard field labeled Email already exists, the merge field may be
unable to distinguish between the fields. Adding a character to the custom field name makes it unique. For example,
Email2.
6. Enter field attributes and select the appropriate checkboxes to specify whether the field must be populated and what happens
if the record is deleted.
7. For master-detail relationships on custom objects, optionally select Allow reparenting to allow a child record in the
master-detail relationship to be reparented to a different parent record.
8. For relationship fields, optionally create a lookup filter to limit search results for the field.
9. Click Next.
10. In Enterprise, Unlimited, Performance, and Developer Editions, specify the fields access settings for each profile, and
click Next.
Enabled Settings Access Level
Visible Users can read and edit the field.
Visible and Read-Only Users can read but not edit the field.
None Users cant read or edit the field.
Note:
When you create a custom field, by default the field isnt visible or editable for portal profiles, unless the field
is universally required.
Profiles with View Encrypted Data permission are indicated with an asterisk.
11. Choose the page layouts that will display the editable field and click Next.
Location on Page Layout Field
Last field in the first two-column section. Normal
End of the first one-column section. Long text area
Bottom of the user detail page. User
Cant remove it from page layouts or make read only. Universally required
12. For relationship fields, optionally create an associated records related list and add it to page layouts for that object.
116
Working with Custom Fields Enhance Salesforce with Point and Click Tools
To edit the related list name on page layouts, click Related List Label and enter the new name.
To add the related list to customized page layouts, select Append related list to users existing personal
customizations.
13. Click Save to finish or Save & New to create more custom fields.
Note: Creating fields may require changing a large number of records at once. To process these changes efficiently,
your request may be queued and you may receive an email notification when the process has completed.
Custom Field Types
The first step in creating a custom field is choosing the type of the field. Below is a description of each custom field type.
Additional field types may appear if an AppExchange package using those field types is installed.
Description Type
Automatically assigns a unique number to each record. The
maximum length of any auto-number field is 30 characters,
20 of which are reserved for prefix or suffix text.
Auto Number
Allows users to check a box, indicating a true or false attribute
of a record. When using a checkbox field for a report or list
Checkbox
view filter, use True for checked values and False for
unchecked values. The import wizards and the weekly export
tool use 1 for checked values and 0 for unchecked values.
Allows users to enter a currency amount. The system
automatically formats the field as a currency amount. This can
be useful if you export data to a spreadsheet application.
Currency
Note: Salesforce uses the round-half-to-even
tie-breaking rule for currency fields. For example,
23.5 becomes 24, 22.5 becomes 22, 22.5 becomes
22, and 23.5 becomes 24.
Values lose precision after 15 decimal places.
Allows users to enter a date or pick a date from a popup
calendar. In reports, you can limit the data by specific dates
using any custom date field.
Date
Allows users to enter a date or pick a date from a popup
calendar and enter a time of day. They can also add the current
Date/Time
date and time by clicking the date and time link next to the
field. The time of day includes AM or PM notation. In
reports, you can limit the data by specific dates and times using
any custom date field.
Allows users to enter an email address, which is validated to
ensure proper format. Character limit is 80. If this field is
Email
specified for contacts or leads, users can choose the address
when clicking Send an Email. Note that you can't use custom
email addresses for mass emails.
117
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Description Type
Allows users to automatically calculate values based on other
values or fields such as merge fields.
Formula
Note: Salesforce uses the round half up tie-breaking
rule for numbers in formula fields. For example,
12.345 becomes 12.35 and 12.345 becomes 12.35.
In Database.com, the Formula editor does not
provide a Check Syntax button. Syntax checking
occurs when the user attempts to save the formula.
Allows users to specify a location by its latitude and longitude.
Geolocation is a compound field that counts toward your
Geolocation
organizations limits as three custom fields: one for latitude,
one for longitude, and one for internal use.
Note: The geolocation field is in beta release and
has known limitations. See Geolocation Custom Field
OverviewBeta on page 125 for more information.
Creates a hierarchical lookup relationship between users.
Allows users to use a lookup field to associate one user with
Hierarchical Relationship
another that does not directly or indirectly refer to itself. For
example, you can create a custom hierarchical relationship
field to store each user's direct manager.
Creates a relationship between two records so you can associate
them with each other. For example, opportunities have a
Lookup Relationship
lookup relationship with cases that lets you associate a
particular case with an opportunity. A lookup relationship
creates a field that allows users to click a lookup icon and select
another record from a popup window. On the associated
record, you can then display a related list to show all of the
records that are linked to it. You can create lookup relationship
fields that link to users, standard objects, or custom objects.
If a lookup field references a record that has been deleted,
Salesforce clears the value of the lookup field by default.
Alternatively, you can choose to prevent records from being
deleted if theyre in a lookup relationship.
Lookup relationship fields are not available in Personal
Edition.
Lookup relationship fields to campaign members are not
available; however, lookup relationship fields from campaign
members to other objects are available.
118
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Description Type
Creates a relationship between records where the master record
controls certain behaviors of the detail record such as record
deletion and security.
Available for custom objects only, although you can create a
master-detail relationship field on a custom object that links
to a standard object.
Master-Detail Relationship
Master-detail relationships cannot be used with campaign
members.
Allows users to enter any number. This is treated as a real
number and any leading zeros are removed.
Number
Note: Salesforce uses the round half up tie-breaking
rule for number fields. For example, 12.345 becomes
12.35 and 12.345 becomes 12.34. Salesforce rounds
numbers referenced in merge fields according to the
users locale, not the number of decimal spaces
specified in the number field configuration.
Allows users to enter a percentage number, for example, '10'.
The system automatically adds the percent sign to the number.
Percent
Note: If the decimal value is greater than 15, and
you add a percent sign to the number, a runtime error
occurs.
Values lose precision after 15 decimal places.
Allows users to enter any phone number. Character limit is
40.
Salesforce automatically formats it as a phone number.
Phone
If you are using Salesforce CRM Call Center, custom phone
fields are displayed with the button, allowing click-to-dial
functionality. Consequently, salesforce.com recommends that
you do not use a custom phone field for fax numbers.
Allows users to select a value from a list you define. Picklist
Allows users to select more than one picklist value from a list
you define. These fields display each value separated by a
semicolon.
Picklist (Multi-select)
Automatically displays the record count of related records or
calculates the sum, minimum, or maximum value of related
Roll-Up Summary
records. The records must be directly related to the selected
record and on the detail side of a custom master-detail
relationship with the object that contains the roll-up summary
field. For example, a custom field called Total Number of
119
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Description Type
Guests displays the number of guest custom object records
in the Guests related list.
Allows users to enter any combination of letters, numbers, or
symbols. You can set a maximum length, up to 255 characters.
Text
Allows users to enter any combination of letters, numbers, or
symbols that are stored in encrypted form. You can set a
Text (Encrypted)
maximum length of up to 175 characters. Encrypted fields are
encrypted with 128-bit master keys and use the AES
(Advanced Encryption Standard) algorithm. You can archive,
delete, and import your master encryption key. To enable
master encryption key management, contact salesforce.com.
Allows users to enter up to 255 characters that display on
separate lines similar to a Description field.
Text Area
Allows users to enter up to 32,768 characters that display on
separate lines similar to a Description field. You can set
Text Area (Long)
the length of this field type to a lower limit, if desired. Any
length from 256 to 32,768 characters is allowed. Note that
every time you press Enter within a long text area field, a
linebreak and a return character are added to the text. These
two characters count toward the 32,768 character limit. This
data type is not available for activities or products on
opportunities. Only the first 254 characters in a rich text area
or a long text area are displayed in a report.
With the use of a toolbar, users can format the field content
and add images and hyperlinks. The toolbar allows the user
Text Area (Rich)
to undo, redo, bold, italicize, underline, strike-out, add a
hyperlink, upload or link to an image, modify alignment, add
a numbered or non-numbered list, indent, and outdent. The
maximum field size is 32,768 characters, inclusive of all the
formatting and HTML tags. Only the first 254 characters in
a rich text area or a long text area are displayed in a report.
The maximum size for uploaded images is 1MB. Only gif,
jpeg and png file types are supported.
Allows users to enter up to 255 characters of any valid website
address. When users click on the field, the URL will open in
URL
a separate browser window. Note that only the first 50
characters are displayed on the record detail pages.
Custom Field Attributes
Here is a description of the attributes (in alphabetical order) that make up a custom field entry:
Description Field
For long text area fields, set the number of lines to be displayed on edit
pages. You can display between 2 and 50 lines (the default is 6 lines). If the
# Visible Lines
120
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Description Field
text does not fit in the specified number of visible lines, scroll bars will
appear. Long text area fields are displayed in their entirety on detail pages
and printable views.
Option that determines how a roll-up summary field is recalculated after
its properties change. Choose Automatic calculation to recalculate
Calculation Options
a field the next time it is displayed. Choose Force a mass
recalculation of this field as a safety net option to force
recalculation of the roll-up summary field values.
The name used in API SOQL relationship queries. Child Relationship Name
The data type of a field determines what type of information is in the field.
For example, an field with the Number data type contains a positive or
Data Type
negative integer. For more information on data types, see Custom Field
Types on page 117.
For currency, geolocation, number, and percent fields, the number of digits
you can enter to the right of a decimal point, for example, 4.98 for an entry
Decimal Places
of 2. Note that the system rounds the decimal numbers you enter, if
necessary. For example, if you enter 4.986 in a field with Decimal Places
of 2, the number rounds to 4.99.
The value to apply when a user creates a new record. For checkbox custom
fields, choose Checked or Unchecked as the default value to indicate the
Default Value
default when creating new records. Default values should not be assigned
to fields that are both required and unique, as uniqueness errors may result.
See About Default Field Values on page 152.
Text that describes the custom field. This description is for administration
purposes only and does not display to users on record detail and edit pages
that include the field.
Description
For auto-number fields, enter a Display Format to control such formatting
details as the minimum number of leading zeros as well as any prefix or
suffix for the number.
Begin by entering the required minimum: {0}. This is a placeholder for the
auto-number without any leading zeros. Add any prefix to your number
Display Format
before this placeholder and insert any suffix text after the placeholder. Insert
any date prefixes or suffixes in the form of {YY}, {YYYY}, {MM}, or {DD},
which always represent the create date of the record.
For information on using auto-number formats when entering your
Display Format, see Auto-Number Formatting Examples on page 125.
For each object that can have custom fields, you can set up to three custom
text, number, or email fields as external IDs. An external ID field contains
record identifiers from a system outside of Salesforce.
You can use an external ID field to update or upsert records using the API.
When using the API or import wizards for custom objects and solutions,
External ID
you can use this field to prevent duplicates by also marking the field as
Unique.
121
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Description Field
Note: Custom fields marked as Unique count against an object's
limit of three External ID fields. Custom indexing that occurs
automatically in the background by Salesforce does not count against
External ID limits.
The criteria used to select a group of records to calculate the value of a
roll-up summary field.
Filter Criteria
Enter the formula for the custom formula field or custom summary formula
for reports.
Formulas
The text that displays in the field-level help hover text for this field. Help Text
Name of the custom field as you want it to appear. Label
For geolocation fields, determines how the latitude and longitude notation
appears in the Salesforce interface.
Degrees, Minutes, Seconds
A notation for angular measurement that is based on the number 60:
there are 360 degrees to a circle, 60 minutes to a degree, and 60 seconds
to a minute.
Latitude and Longitude Display Notation
Decimal
Expresses the value as degrees, and converts the minutes and seconds
to a decimal fraction of the degree. Decimal notation does not use
cardinal points. North and East are positive values; South and West
are negative values.
For example, the coordinates for San Francisco can be expressed as follows:
Longitude Latitude
122 25' 5" W 37 46' 30" N Degrees,
Minutes,
Seconds
122.395016 37.794016 Decimals
Regardless of the notation you choose to display in the interface, latitude
and longitude are stored in Salesforce as decimals.
For text fields, the maximum number of characters that a user can enter in
a field (up to 255 characters).
Length (for text fields)
For number, currency, and percent fields, the number of digits you can enter
to the left of the decimal point, for example, 123.98 for an entry of 3.
Length (for number, currency, percent fields)
For encrypted text fields, determines the character to use for hidden
characters. Available options are * and X.
Mask Character
122
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Description Field
For encrypted text fields, determines which characters are hidden and the
use of dashes in the field. Masked characters are hidden using the character
selected in Mask Character. Available options are:
Mask All Characters
All characters in the field are hidden.
Mask Type
Last Four Characters Clear
All characters are hidden but the last four display.
Credit Card Number
The first 12 characters are hidden and the last four display. Salesforce
automatically inserts a dash after every fourth character.
National Insurance Number
All characters are hidden. Salesforce automatically inserts spaces after
each pair of characters if the field contains nine characters. Use this
option for UK NINO fields.
Social Security Number
The first five characters are hidden and the last four display. Salesforce
automatically inserts a dash after the third and fifth characters.
Social Insurance Number
All characters are hidden but the last three display. Salesforce
automatically inserts a dash after the third and sixth characters.
The object on the master side of a master-detail relationship used to display
the value of a roll-up summary field.
Master Object
For relationship fields, the title for the related list that displays associated
records on the parent record.
Related List Label
For relationship fields, the name of the associated object. Related To
Makes the field required everywhere in Salesforce.
You must specify a default value for required campaign member custom
fields.
Required
Default values should not be assigned to fields that are both required and
unique, as uniqueness errors may result. See About Universally Required
Fields on page 191.
For roll-up summary fields, choose the type of calculation to make:
Description Type
Roll-Up Type
Totals the number of related records. COUNT
Totals the values in the field you select in the Field to
Aggregate option. Only number, currency, and percent fields
are available.
SUM
123
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Description Field
Description Type
Displays the lowest value of the field you select in the Field
to Aggregate option for all directly-related records. Only
MIN
number, currency, percent, date, and date/time fields are
available.
Displays the highest value of the field you select in the Field
to Aggregate option for all directly-related records. Only
MAX
number, currency, percent, date, and date/time fields are
available.
For auto-number fields, enter a Starting Number that is less than 1
billion. Check Generate Auto Number for existing records...
Starting Number
if you would like to automatically number all current records beginning with
the starting number you enter. If unchecked, the next record you enter will
be assigned the starting number and your existing records will be blank in
this field. For leads, only unconverted leads will be assigned a number.
An auto-number field can contain up to 10 digits and up to 20 additional
characters for your prefix or suffix.
For master-detail relationship fields, the Sharing Setting attribute
determines the sharing access that users must have to a master record in
order to create, edit, or delete its associated detail records.
Sharing Setting
The object on the detail side of a master-detail relationship used to provide
the values calculated in a roll-up summary field.
Summarized Object
If checked, prevents duplicate field values.
For text fields, you can control whether values that are identical except for
their case are considered unique. Select Treat "ABC" and "abc" as
Unique
duplicate values to enforce case-insensitive uniqueness, or select
Treat "ABC" and "abc" as different values to enforce
case-sensitive uniqueness.
Note: Custom fields marked as Unique count against an object's
limit of three External ID fields. Custom indexing that occurs
automatically in the background by Salesforce does not count against
External ID limits.
For picklist fields, a list of available values (up to 255 characters for each
value). For picklists, select the appropriate checkbox to alphabetize the
Values
picklist entries. You can also set the first value as the default selection. If
you mark both boxes, Salesforce first alphabetizes the entries and then sets
the first alphabetized value as the default. For multi-select picklists, enter
a list of values, check the sorting options that apply, and enter how many
values you want displayed at a time on edit pages, which determines the
box height.
124
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Auto-Number Formatting Examples
Use these examples when setting the display format for auto-number fields.
Displayed Values Format
3 66 103 {0}
003 066 103 {000}
Sample- 00003 Sample- 00666 Sample- 10023 Sample- {00000}
Value- 03 12 02 04 Value- 76 03 03 04 Value- 123 11 09 04 Value- {00} {MM} {DD} {YY}
PO #12233 12-20-04 PO #25 06-07-04 PO #3 07-07-04 PO #{0} {MM}-{DD}-{YY}
See Also:
Creating a Many-to-Many Relationship
Web Services API Developer's Guide
Geolocation Custom Field OverviewBeta
The geolocation custom field, which is available in a beta release, allows you to identify locations by their latitude and longitude
and calculate distances between locations.
Available in: All Editions
The geolocation custom field allows you to create a field that identifies a location by its latitude and longitude. You can then
use the geolocation field with the DISTANCE and GEOLOCATION formula functions to calculate distances between
locations. For example, you can calculate the distance between two geolocation fields (such as between the warehouse and the
store), or between a geolocation field and any fixed latitude-longitude coordinates (such as between the warehouse and
37.794016, 122.395016, also known as San Francisco).
Note: This is a beta release of geolocation and its functionality has known limitations, outlined here. To provide
feedback on geolocation, go to IdeaExchange.
Geolocation is a compound field that counts toward your organizations limits as three custom fields: one for latitude, one for
longitude, and one for internal use. In this beta release, support for the compound field (geolocation) vs. the fields components
(latitude and longitude) varies depending on the functionality youre using in Salesforce. For example, you can create list views
that show the field and its components, but you cant select the compound geolocation field in Apex; you can only run SOQL
queries on a geolocation fields components.
Other limitations of this geolocation beta release include:
Geolocation fields arent supported in custom settings.
Geolocation fields arent available in dashboards, Visual Workflow, or workflow and approvals.
Geolocation fields cant be searched.
Geolocation fields arent available in Schema Builder.
DISTANCE and GEOLOCATION formula functions are available only when creating formula fields and in Visual
Workflow.
125
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Outside of embedded SOQL, geolocation fields are supported in Apex only as components of the actual field. Read and
set geolocation field components by appending __latitude__s or __longitude__s to the field name, instead of the usual
__c. For example:
Double theLatitude = myObject__c.aLocation__latitude__s;
myObject__c.aLocation__longitude__s = theLongitude;
You cant access or set the compound value itself.
Geolocation fields are supported in SOQL with the following limitations:
Geolocation fields are supported in the SELECT clause of SOQL queries only at the component level. In other words,
you have to query the latitude or longitude; you cant query the compound location field. Specify geolocation field
components by appending __latitude__s or __longitude__s to the field name, instead of the usual __c.
You can calculate distances in SOQL using the DISTANCE and GEOLOCATION functions.
DISTANCE and GEOLOCATION are supported in WHERE and ORDER BY clauses in SOQL, but not in
GROUP BY or SELECT.
DISTANCE only supports the logical operators > and <, returning values within (<) or beyond (>) a specified radius.
Syntax is restricted when running SOQL queries: When using the GEOLOCATION function, the geolocation field
must precede the latitude and longitude coordinates. For example, DISTANCE(warehouse_location__c,
GEOLOCATION(37.775,-122.418), km) works but DISTANCE(GEOLOCATION(37.775,-122.418),
warehouse_location__c, km) doesnt work.
See the Force.com SOQL and SOSL Reference for additional details and example queries.
See Also:
Custom Field Types
Custom Field Attributes
Viewing Fields
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
Editions
Standard Fields are not available in Database.com
1. Navigate to the fields page.
For standard objects, from Setup, click Customize, select the appropriate object, and click Fields.
For custom objects, from Setup, click Create > Objects, and select one of the custom objects in the list.
For custom settings, from Setup, click Develop > Custom Settings, and click the name of the custom setting.
2. Click the name of the field.
3. To modify a custom field or change the data type, click Edit.
4. If a custom field exists in a Managed - Released package, click Delete to delete the custom field component from future
installations.
5. To set users' access to the field, click Set Field-Level Security. Available in Enterprise, Unlimited, Performance, and
Developer Edition organizations only.
6. To view who can access the field based on permissions and record type, click View Field Accessibility. Available in
Enterprise, Unlimited, Performance, and Developer Edition organizations only.
126
Working with Custom Fields Enhance Salesforce with Point and Click Tools
7. If the field is a dependent picklist, view a list of the controlling fields on which it depends. Click New to define a dependent
picklist. Click Edit to change the picklist dependency rules or Del to remove the picklist dependency.
8. If the custom field is a dependent picklist, click [Change] next to the controlling field to edit the picklist dependency rules.
9. To create a new validation rule for the field, click New in the Validation Rules related list. Click Edit to change a validation
rule or Del to remove it.
10. For picklist fields, you can add new values and edit, replace, or delete existing values.
11. To change External ID, Required, or other attributes under the General Options section, see Custom Field Attributes.
12. To restore the field and its data, click Undelete. This is available only if the field has been deleted but not permanently
erased. The field's behavior may be different after restoring it. To restore the field completely, see Managing Deleted
Custom Fields.
Note: If your organization uses person accounts, the Account Fields page lists both person account and business
account fields.
Person accounts use a combination of account and contact fields. The following contact fields are available for person
accounts, but not for business accounts.
Fields in the Account Standard Fields list that display with a person account icon.
Fields in the Contact Custom Fields & Relationships list.
To customize these fields, from Setup, click Customize > Contacts > Fields.
See Also:
Custom Settings Overview
Editing Fields
Available in: All Editions
Standard Objects are not available in Database.com
User Permissions Needed
Customize Application To create or change fields:
1. For standard objects, from Setup, click Customize, select the appropriate object, and click Fields.
2. For custom objects, from Setup, click Create > Objects, and select one of the custom objects in the list.
3. Click Edit next to the fields name.
4. Modify the field attributes. The attributes differ depending on the field type.
To change the type of your custom field, see Changing Custom Field Type on page 148.
To make changes to picklists:
Click Rename next to a value to change the name, make it the default picklist value, assign a color to use on charts, or
change additional information.
Click Del next to a value to remove it from the picklist.
Special picklistssuch as opportunity Stage, Task Priority, Task Status, Lead Status, and Case
Statusmay prompt you to map the deleted value to another existing value in all of your organizations records. You
can map the values or leave your existing data unchanged.
127
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Click New to add values to the picklist. If you use record types, select any record types that you want to include the
new values.
Click Reorder to change the sequence of picklist values.
Click Replace to change the values of picklist fields in existing records.
Click Printable View to open an easy-to-print list of your picklist values.
Click Chart Colors and select an option to assign colors to picklist values for use in charts:
Assign fixed colors to all values assigns a fixed color to each value from the standard set of chart colors. The Chart
Colors column shows the assigned colors. Manually change assigned colors by editing picklist values. For example,
if you want Closed Lost values to always show up as red in charts grouped by Opportunity Stage, assign red to that
picklist value.
Assign colors to values dynamically assigns colors when a chart is generated. The Chart Colors column shows
Assigned dynamically for all colors. Assign fixed colors by editing picklist values. For example, if you only need
certain picklist values to show up as fixed colors in charts, manually assign colors to those values and leave the rest
as Assigned dynamically.
Manual assignments are overridden each time you click an option in Chart Colors.
Note: Chart colors aren't available for multi-select picklists, currency picklists, or Task Subject, Event Subject,
Knowledge Validation Status, and Opportunity Competitor picklists.
5. Optionally, define custom help text for the field.
6. For lookup and master-detail relationship fields, optionally define a lookup filter.
7. For formula fields, click Next to modify the formula.
8. In Enterprise, Unlimited, Performance, and Developer Editions, click Next to set the field-level security for the field.
9. Click Save.
Note:
Editing fields may require changing a large number of records at once. To process these changes efficiently, your
request may be queued and you may receive an email notification when the process has completed.
To customize the way a custom objects related list appears on a parent records detail page, edit the parent records
page layout. For example, if you want to edit which fields appear on a custom objects related list on accounts, you
would edit the account page layout.
You cannot change the Field Name if a custom field is referenced in Apex.
When editing fields for accounts, opportunities, cases, contacts, or custom objects, check for any criteria-based
sharing rules that use the field in the rules. A field change may affect which records are shared.
See Also:
Defining Default Field Values
Deleting Fields
Available in: All Editions
User Permissions Needed
Customize Application To delete custom fields:
128
Working with Custom Fields Enhance Salesforce with Point and Click Tools
To delete a custom field:
1. For standard objects, from Setup, click Customize, select the appropriate object, and click Fields.
2. For custom objects, from Setup, click Create > Objects, and select one of the custom objects in the list.
3. Click Del next to the name of the field.
4. When prompted, select the Yes, I want to delete the custom field checkbox to confirm, and click Delete.
Deleted custom fields and their data are stored until your organization permanently deletes them or 15 days has elapsed,
whichever happens first. Until that time, you can restore the field and its data. For information on restoring deleted custom
fields and relationships, see Managing Deleted Custom Fields on page 129.
Note:
Before deleting a custom field, consider where it is referenced. You cant delete a custom field that is referenced
elsewhere. For example, you cannot delete a custom field that is referenced by a field update or Apex.
When you delete a custom field, all of the field history data is deleted and changes are no longer tracked.
A background process periodically runs that cleans up metadata associated with deleted custom fields. This process
will affect the Last Modified Date and Last Modified By fields on page layouts, record types, and custom
objects.
Managing Deleted Custom Fields
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
Editions
Page Layouts and Lead Fields are not available in Database.com
User Permissions Needed
Customize Application To restore deleted custom fields and relationships:
Customize Application To permanently delete custom fields or relationships:
Deleted custom fields and their data are stored until your organization permanently deletes them or 15 days has elapsed,
whichever happens first. Until that time, you can restore the field and its data. However, the field still counts against the
maximum number of custom fields allowed in your organization.
To view a list of your deleted custom fields and relationships:
1. For standard objects, from Setup, click Customize, select the appropriate object, and click Fields.
2. For custom objects, from Setup, click Create > Objects, and select one of the custom objects in the list.
3. Click Deleted Fields at the bottom of the list of custom fields and relationships. The number in parentheses indicates the
total number of deleted custom fields for this object. This link only displays when you have a deleted custom field.
4. Use the list of deleted fields to perform the following actions:
To view details about a field, click the field label.
To permanently remove the custom field and its data, click Erase.
To restore the field and its data, click Undelete. Some attributes of deleted fields are not restored automatically. To
restore these attributes manually:
a. Add the field to any page layouts that changed during the time the custom field was deleted. If reports and page
layouts were not edited, the restored field remains on them.
129
Working with Custom Fields Enhance Salesforce with Point and Click Tools
b. Make the field unique if necessary. Salesforce automatically removes the unique attribute from any deleted custom
field.
c. Make the field required if necessary. Salesforce automatically removes the required attribute for any deleted custom
field.
d. Add the custom field to any appropriate Force.com AppExchange packages. Salesforce automatically removes
deleted custom fields from packages that contain them.
e. Convert any lookup relationships to master-detail relationships if necessary. Salesforce converts all relationships to
lookup relationships when they are deleted. To convert a lookup relationship to a master-detail relationship, populate
all the applicable records with the appropriate data.
f. Redefine any field dependencies that Salesforce removed when the field was deleted.
g. Edit and save any formula fields, prompting a syntax check that you may have to resolve.
h. Set up field history tracking if necessary. If the list of fields enabled for history tracking has been modified during
the time the custom field was deleted, the restored field is no longer set up to track field history.
Notes on Restored Custom Fields
The following characters are appended to the end of a custom field's developer name when it is deleted unless a deleted
field already has that developer name: _del. These characters remain when you restore the custom field.
Formula fields are restored in a disabled state, which means they do not contain updated data until you edit and save them.
While a formula field is disabled, #Error! displays in place of the formula value.
Restored fields do not display in search results immediately after you restore them. It may take a short time before the
restored custom field and its data are available in search results.
Lead fields that are mapped to account, contact, or opportunity fields for lead conversion are still mapped accordingly
when restored.
Auto number fields continue to increment after they are deleted and contain the correct values when restored.
Field history data for the deleted custom field is restored.
Additional Custom Field Options
Changing Page Layouts
To change the location of a new custom field, edit the page layout for the appropriate tab.
Using Record Types
If your organization uses record types, edit the record type to modify which picklist values are visible for the record type.
Tracking Custom Field History
You can select which custom fields to track on the History related list of custom objects and most standard objects. All
entries include the date, time, nature of the change, and who made the change. History data does not count against your
organizations storage limit.
Using the Translation Workbench
If your organization uses the Translation Workbench, notify your translators that new fields need translations.
Activity Custom Fields
Activity custom fields can apply only to tasks or only to events, or to both tasks and events. For example, you can create
one Time Spent field and then add it to both the event page layout and the task page layout.
Mapping Custom Lead Fields
For lead custom fields, you can click Map Lead Fields to specify which custom lead fields to map to custom account,
contact, and opportunity fields during a lead conversion.
130
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Using Rich Text Area Fields
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
Editions
User Permissions Needed
"Customize Application" To create or change custom fields:
To improve the appearance of text, including adding images and hyperlinks, create rich text area custom fields. Rich text area
fields use the Salesforce HTML editor to format content.
Implementation Tips
Before creating rich text area custom fields, note the following:
Salesforce supports up to 32,768 characters for each rich text area field, including the HTML tags. If desired, you can set
a lower limit.
When you view or print content, Salesforce preserves the formatted version of the HTML in rich text area fields.
Searches of content that contains rich text area fields ignore images and tags.
Deleting a rich text area field moves it to the Deleted Fields section on the custom object or Salesforce Knowledge article
types.
There are no limits to the number of rich text area and long text area fields that an object can contain, although your
Editions limit for the total number of custom fields allowed on an object, regardless of field type, applies. Each object can
contain a total of 1.6 million characters across long text area and rich text area fields. The default character limit for long
text area and rich text area fields is 32,768 characters. A long text area or rich text area field needs to contain at least 256
characters.
The maximum size of an image that can be uploaded in a rich text area field is 1 MB. Only .gif, .jpg and .png file
types are supported.
You can only convert rich text area fields into long text area fields. Any images are deleted the next time the long text area
field is saved. After converting, markup is hidden in the long text area field but it is not removed from the record until you
save the record. That way, the markup can be restored if you change your mind.
You can't add a hyperlink to an image.
You cant paste special characters, such as bullets or curly quotes, into a rich text field from another application. Its best
to type or paste in plain text and use the rich text editor to format it.
There is no support for disabling specific rich text area features. For example, you can't disable support for hyperlinks or
images on certain fields.
HTML code is not supported in the Salesforce HTML editor. HTML code is treated as text.
JavaScript or CSS is treated as text. For example, if you're creating an Idea through the API, any JavaScript or CSS code
is removed without warning.
If you're creating an Idea through the API, some tags and attributes are filtered without warning. Salesforce supports a
limited number of approved HTML tags.
Rich text area fields can be filtered and summarized in reports, but the HTML tags are included as text.
Only the first 254 characters in a rich text area or a long text area are supported with the contains operator in a report
filter.
Only the first 254 characters in a rich text area or a long text area are displayed in a report. If you download the report, the
entire field is available.
When a rich text area field is used in a formula, the HTML tags are stripped out before the formula is run. For example,
when a rich text area field is used in a validation rules criteria, the HTML tags are removed before the evaluation.
Rich text area fields aren't available in self service portals. They are available in partner portals and customer portals.
131
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Images uploaded within a rich text area field are extracted in the organization's weekly export and included in the exported
data.
The mobile application treats rich text area fields like long-text area fields, which dont support formatted HTML content
or images. The mobile application truncates rich text area fields at 1,000 characters, which includes HTML markup.
Administrators should consider removing rich text area fields from mobile page layouts. If a mobile user edits a rich text
area field that contains an existing text entry longer than 1,000 characters, the mobile application truncates the text in the
field.
The text part of rich text area fields counts towards data storage for the entity that contains the field. The uploaded images
within the rich text area fields are counted towards file storage for the entity that contains the field.
The rich text area field is available in the API.
You can copy and paste text from external sources such as Microsoft

Word, but you may have to reapply formatting.

Best Practices
You can specify how big the editor box should be for this field by configuring the Number of lines displayed property in
the fields setup.
We recommend using the rich text area field in a one column page layout; the field's formatting toolbar is ideal for a single
column.
To upload many images, use the API version 20 or later. For more information, see the Force.com SOAP API Developer's
Guide.
Note: When uploading images with the API, the alt attribute is not populated unless specified separately.
See Also:
Creating Custom Fields
About Encrypted Custom Fields
Available in: Developer, Enterprise, Performance, Unlimited, and Database.com Editions
Encrypted custom fields are text fields that can contain letters, numbers, or symbols but are encrypted. The value of an encrypted
field is only visible to users that have the View Encrypted Data permission.
Before you begin working with encrypted custom fields, review the following implementation notes and best practices:
Implementation Notes
Encrypted fields are encrypted with 128-bit master keys and use the AES (Advanced Encryption Standard) algorithm.
You can archive, delete, and import your master encryption key. To enable master encryption key management, contact
salesforce.com.
Encrypted custom fields cannot be unique, an external ID, or have default values.
While other text fields can contain up to 255 characters, encrypted text fields are limited to 175 characters due to the
encryption algorithm.
Encrypted fields are not available for use in filters such as list views, reports, roll-up summary fields, and rule filters.
Encrypted fields cannot be used to define report criteria but they can be included in report results.
Encrypted fields are not searchable but they can be included in search results.
Encrypted fields are not available in the following: Salesforce Classic, Connect Offline, Connect for Lotus Notes, Connect
for Outlook, Salesforce for Outlook, lead conversion, workflow rule criteria or formulas, formula fields, outbound messages,
default values, and Web-to-Lead and Web-to-Case forms.
132
Working with Custom Fields Enhance Salesforce with Point and Click Tools
You can use encrypted fields in email templates but the value is always masked regardless of whether you have the View
Encrypted Data permission.
If you have created encrypted custom fields, make sure your organization has secure connections using SSL (Secure Sockets
Layer) enabled.
If you have the View Encrypted Data permission and you grant login access to another user, be aware that the other user
will be able to see encrypted fields unmasked (in plain text).
Only users with the View Encrypted Data permission can clone the value of an encrypted field when cloning that record.
Only the <apex:outputField> component supports presenting encrypted fields in Visualforce pages.
Best Practices
Encrypted fields are editable regardless of whether the user has the View Encrypted Data permission. Use validation
rules, field-level security settings, or page layout settings to prevent users from editing encrypted fields.
You can still validate the values of encrypted fields using validation rules or Apex. Both work regardless of whether the
user has the View Encrypted Data permission. Data for encrypted fields in the debug log is masked.
Existing custom fields cannot be converted into encrypted fields nor can encrypted fields be converted into another data
type. To encrypt the values of an existing (unencrypted) field, export the data, create an encrypted custom field to store
that data, and import that data into the new encrypted field.
Mask Type is not an input mask that ensures the data matches the Mask Type. Use validation rules to ensure that the
data entered matches the mask type selected.
Use encrypted custom fields only when government regulations require it because they involve additional processing and
have search-related limitations.
See Also:
Creating Custom Fields
About Encrypted Custom Fields
Available in: Developer, Enterprise, Performance, Unlimited, and Database.com Editions
Encrypted custom fields are text fields that can contain letters, numbers, or symbols but are encrypted. The value of an encrypted
field is only visible to users that have the View Encrypted Data permission.
Before you begin working with encrypted custom fields, review the following implementation notes and best practices:
Implementation Notes
Encrypted fields are encrypted with 128-bit master keys and use the AES (Advanced Encryption Standard) algorithm.
You can archive, delete, and import your master encryption key. To enable master encryption key management, contact
salesforce.com.
Encrypted custom fields cannot be unique, an external ID, or have default values.
While other text fields can contain up to 255 characters, encrypted text fields are limited to 175 characters due to the
encryption algorithm.
Encrypted fields are not available for use in filters such as list views, reports, roll-up summary fields, and rule filters.
Encrypted fields cannot be used to define report criteria but they can be included in report results.
Encrypted fields are not searchable but they can be included in search results.
Encrypted fields are not available in the following: Salesforce Classic, Connect Offline, Connect for Lotus Notes, Connect
for Outlook, Salesforce for Outlook, lead conversion, workflow rule criteria or formulas, formula fields, outbound messages,
default values, and Web-to-Lead and Web-to-Case forms.
You can use encrypted fields in email templates but the value is always masked regardless of whether you have the View
Encrypted Data permission.
133
Working with Custom Fields Enhance Salesforce with Point and Click Tools
If you have created encrypted custom fields, make sure your organization has secure connections using SSL (Secure Sockets
Layer) enabled.
If you have the View Encrypted Data permission and you grant login access to another user, be aware that the other user
will be able to see encrypted fields unmasked (in plain text).
Only users with the View Encrypted Data permission can clone the value of an encrypted field when cloning that record.
Only the <apex:outputField> component supports presenting encrypted fields in Visualforce pages.
Best Practices
Encrypted fields are editable regardless of whether the user has the View Encrypted Data permission. Use validation
rules, field-level security settings, or page layout settings to prevent users from editing encrypted fields.
You can still validate the values of encrypted fields using validation rules or Apex. Both work regardless of whether the
user has the View Encrypted Data permission. Data for encrypted fields in the debug log is masked.
Existing custom fields cannot be converted into encrypted fields nor can encrypted fields be converted into another data
type. To encrypt the values of an existing (unencrypted) field, export the data, create an encrypted custom field to store
that data, and import that data into the new encrypted field.
Mask Type is not an input mask that ensures the data matches the Mask Type. Use validation rules to ensure that the
data entered matches the mask type selected.
Use encrypted custom fields only when government regulations require it because they involve additional processing and
have search-related limitations.
See Also:
Creating Custom Fields
Updating Picklists
Available in: All Editions
Standard Objects are not available in Database.com
User Permissions Needed
Customize Application To change picklists:
To update any picklist field:
1. Navigate to the fields page for your object. For example, for account fields, from Setup, click Customize > Accounts >
Fields.
For custom objects, from Setup, click Create > Objects, then click the name of an object.
For Knowledge validation status picklists, from Setup, click Customize > Knowledge > Validation Statuses.
2. In the Custom Fields & Relationships related list, click the name of the picklist field you want to update.
3. In the Picklist Values section, click Edit next to a value.
4. In the Picklist Edit page, you can change the name of the value and make the value the default for the master picklist. You
can also assign a color for use in charts by clicking the button. To assign a color dynamically when a chart is generated,
click Assign color dynamically.
Note: Chart colors aren't available for multi-select picklists, currency picklists, or Task Subject, Event Subject,
Knowledge Validation Status, and Opportunity Competitor picklists.
134
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Tip:
Some special picklists, such as Task Priority, Stage, or Partner Role, have additional information
that you can edit.
If you use record types, changing the default value of the master picklist does not affect the default value of
the picklist for a record type.
For Ideas, setting the default value of the Categories or Status picklists does not affect the default value on
the Ideas pages.
If you change the label for a picklist value that is used as a filter criteria, the picklist value is automatically
removed from the filter criteria. For example, if your report contains a filter where Lead Source equals
Email or Web and you change the picklist value Web to Referral, your report filter will change to Lead
Source equals Email. If the changed picklist value was the only value specified for a particular filter, it
will continue to show up in your filters, but an error will display.
5. Click Save.
Note: If your organization uses the Translation Workbench, notify your translators that the translations may be out
of date whenever you change picklist values.
See Also:
Additional Options for Updating Picklists
Picklist Limitations
Additional Options for Updating Picklists
Use the following options to edit picklist values.
Click Rename next to a value to change the name, make it the default picklist value, assign a color to use on charts, or
change additional information.
Click Del next to a value to remove it from the picklist.
Special picklistssuch as opportunity Stage, Task Priority, Task Status, Lead Status, and Case Statusmay
prompt you to map the deleted value to another existing value in all of your organizations records. You can map the values
or leave your existing data unchanged.
Click New to add values to the picklist. If you use record types, select any record types that you want to include the new
values.
Click Reorder to change the sequence of picklist values.
Click Replace to change the values of picklist fields in existing records.
Click Printable View to open an easy-to-print list of your picklist values.
Click Chart Colors and select an option to assign colors to picklist values for use in charts:
Assign fixed colors to all values assigns a fixed color to each value from the standard set of chart colors. The Chart
Colors column shows the assigned colors. Manually change assigned colors by editing picklist values. For example,
if you want Closed Lost values to always show up as red in charts grouped by Opportunity Stage, assign red to that
picklist value.
Assign colors to values dynamically assigns colors when a chart is generated. The Chart Colors column shows
Assigned dynamically for all colors. Assign fixed colors by editing picklist values. For example, if you only need certain
picklist values to show up as fixed colors in charts, manually assign colors to those values and leave the rest as Assigned
dynamically.
135
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Manual assignments are overridden each time you click an option in Chart Colors.
Note: Chart colors aren't available for multi-select picklists, currency picklists, or Task Subject, Event Subject,
Knowledge Validation Status, and Opportunity Competitor picklists.
For organizations using record types, this picklist is a master picklist. You can include some or all of the values from the master
picklist in different record types to offer a subset of values to users based on their profile.
See Also:
Updating Picklists
Picklists with Additional Information
These standard picklist fields have additional information that you can edit.
Description Picklist
Roles of account partners, for example, Consultant, Supplier.
These options are available when you add an account to the
Partners related list of an account or opportunity.
To edit, from Setup, click Customize > Accounts > Partner
Roles.
Partner Role (for accounts)
Enter the name of the partner role in the Role column. In
the Reverse Role column, enter the corresponding reverse
partner role. Assigning a partner role to an account creates a
reverse partner relationship so that both accounts list the other
as a partner.
Each role and reverse role value can have up to 40 characters.
Urgency of case, for example, Low, High.
If you delete a value, you have the option to map the deleted
value to another existing value in all of your organizations
cases.
Priority (for cases)
Each picklist value can have up to 40 characters.
State of a campaign member, for example, Sent or Responded.
If you delete a Status value, you have the option to map the
deleted value to another existing value. The new replacement
Status (for campaign members)
value is automatically added to the member status for
campaigns that contained the deleted value.
If the deleted value is the default member status for a
campaign, the new replacement value becomes the default
status for that campaign.
136
Working with Custom Fields Enhance Salesforce with Point and Click Tools
Description Picklist
State of case, for example, New, On Hold.
If you delete a value, you have the option to map the deleted
value to another existing value in all of your organizations
cases.
Status (for cases)
Each picklist value can have up to 40 characters.
State of the contract in the contract business process. You can
add values to this picklist and organize each value into one of
Status (for contracts)
several categories, for example, Draft, In Approval Process,
or Activated. Then sort your contracts using these categories
in reports and views.
Role of a contact on a contract, for example, Business User,
Decision Maker. These options are available when you add a
contact to the Contact Roles related list of a contract.
To edit, from Setup, click Customize > Contracts > Contact
Roles.
Contact Role (for contracts)
Each picklist value can have up to 40 characters.
State of the lead, for example, Open, Qualified.
Select one value as the Default Status assigned to all new
leads created manually, via the import wizard, or via your
Lead Status (for leads)
website. Select one or more values as the Converted Status
assigned to converted leads. When you convert qualified leads
into an account, contact, and opportunity, you can select one
of the Converted statuses to assign to the lead. Leads with
a Converted status type are no longer available in the Leads
tab, although you can include them in reports.
If you delete a value, you have the option to map the deleted
value to another existing value in all of your organizations
leads.
Each value can have up to 20 characters.
Role of a contact for an opportunity, for example, Business
User, Decision Maker. These options are available when you
Conta