Salesforce Customization

A profile is a collection of settings and permissions that determines what the user can do with the records they have access to and how they view those records.

Profile components:

  • Page Layouts
  • Field Level Security
  • Custom Apps
  • Tabs
  • Records Types
  • Login
  • Administrative, General and Object Permissions

Six Profile Definitions:

  • System Administration
  • Standard User
  • Solution Manager
  • Marketing User
  • Contract Manager
  • Read Only
Tab Settings – determine which tabs a user sees when they log in.
Permissions – determine what users can do to records to which they have access
Tab Settings –  Default On (show tab), Default Off (hide tab but can show tab), Tab Hidden (tab hidden).
“View All” and “Modify All” permissions ignore sharing rules and settings – are for delegated administrators.
View All Data and Modify All Data” are for the administrator of the organization.
Profile settings, organizational sharing model and role hierarchy work together and should be considered together.
View All Records – Ignore read sharing on all records associated with the object
Modify All Records – Ignore write sharing (allow edit and delete) of all records associated with the object including private records
Standard fields –  pre-defined fields in Salesforce that cannot be deleted but can be remove no-required fields from page layout. Tabs (log a case to enable this feature) and labels can be customized.
Custom Fields – capture information unique to your business process by creating custom fields with custom field help for each of the tabs that the organization uses.
Changing the data type of an existing custom field can cause data loss in the following situations:
  • Changing the data type of an existing custom field can cause data loss in the following situations:
  •  Changing to or from type Date or Date/Time
  •  Changing to Number from any other type
  •  Changing to Percent from any other type
  •  Changing to Currency from any other type
  •  Changing from Checkbox to any other type
  •  Changing from Picklist (Multi-Select) to any other type
  •  Changing to Picklist (Multi-Select) from any type except Picklist
  •  Changing from Auto Number to any other type
  •  Changing to Auto Number from any type except Text
  •  Changing from Text Area (Long) to any type except Email, Phone, Text, Text Area, or URL

History Tracking – track changes to standard and custom fields. Select 20 standard or custom fields to track.

Dependent Picklist – dependent fields can help make your data more accurate and consistent by applying filters. A dependent field works in conjunction with a controlling field to filter its value. The value chosen in the controlling field effects the value available in the dependent field.

300 is the maximum number allowed in a controlling picklist. A custom multi-select picklist cannot be the controlling field for a dependent field.

Lookup Field – populated by “look-up” the correct value in another object which creates a relationship between the field and the object that contains the correct value.

Lookup to different object:

  • Custom Example: Link custom object called “Bug” to the standard case object to indicate a bug was created.
  • Standard-to-Standard Example: Link standard lead object to the Standard Account object for the purpose of the “look up” the correct Account for a Lead.
  • Link object to itself: show how two different custom objects are related to each other.

Define a lookup relationship to create a related list on the associated object’s page layout.

Custom Formula Field – can be used to build business-specific calculation using simple wizard and Excel-like formula language.

Cross-Object Formula Field – create formulas that reference fields on parents or grandparent objects.

Enhanced Visibility – display fields from related objects on detail pages, list, views, reports, etc.

Easy to Create –  use simple wizard to browse across objects and insert fields in formulas.

Page Layout controls – how detail and edit pages are organized,  page section customization, which fields + related lists and custom links a users sees. Field propertiesvisible, read-only and required. Provides a unique layout to different business scenarios.

Customizable Related Lists – choose which fields are visible in related lists.

Record Types – allow you to define different sets of picklist values for standard and custom picklists. It helps you implement your custom business processes by associating them to specific Page Layout.

Reasons for using Record Types – segment picklist values specific to business needs, Easier administration and provide specific page layouts for specific business processes.

Business Process – allows to track separate lifecycles for:

  • Sales – Opportunity Stage field
  • Support – Case Status field
  • Lead – Lead Status field
  • Solution – Solution Status field

Web-to-Lead and Web-to-Case – set the record type to that of the default lead owner or automated case user.

Multiple records can be created for:

  • Home
  • Forecasts
  • Documents
  • Report

What happen if I need to add a picklist value? – You will be promoted to select which record type should include the new value.

I’m looking at the details page, how do I know what Record Type it is? – Look at record type field page.

Do users have to display the jump page every time they create a new record? – No, users can choose to except their profile defaults record type.

Field level security – defines user’s access to view and edit specific fields in the application.

Why use field-level security –  enforce data security, use data relevant to their job function.

Field-level security troubleshoot tools – field accessibility views.

Options for Restricting Access via IP Ranges:

Step 1: Add Trusted IP Ranges for your entire org

Step 2: Add Trusted IP Ranges on a Profile by Profile basis.

Note Step 2 takes precedence over Option 1.

Login hours and IP Ranges: sets the hours users with a particular profile can use the system. Sets the IP addresses from which users with a particular profile can log in.


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