Record types for layouts, picklists, and processes
Key Takeaway
Record types let one object show different picklist values and page layouts to different groups of users. Give each group its own record type and assign it to that group's profile.
A record type lets one object work differently for different groups of users. Each record type can have its own page layouts and its own subset of picklist values. On Opportunity, Case, Lead, and Solution, each record type also has its own business process. Because of this, two groups can share one object and still see different picklist values and page layouts.
How to set up record types for different user groups
Record types are available in Enterprise, Performance, Unlimited, and Developer Editions. In Professional Edition, they're available only with the Record Types add-on license. Creating or changing record types needs the "Customize Application" permission. Assigning record types and page layouts in profiles needs the "Manage Profiles and Permission Sets" permission.
- Add every possible value to the master picklist before you create record types.
- Create a record type for each group. While you create it:
- Give it a "Record Type Label" that is unique within the object. Don't name the record type Master, because that name is reserved.
- Pick Master to copy all available picklist values, or pick an existing record type to clone its picklist values.
- For an Opportunity, Case, Lead, or Solution record type, select the business process it uses.
- Apply one page layout to all profiles, or pick a different page layout for each profile.
- Choose which master picklist values each record type offers. A new record type that isn't cloned automatically includes the master picklist values for both standard picklists, such as Lead Source, and custom picklists. You narrow them from there.
- Add each record type to the profiles of the matching group's users.
A distributor has a Retail team and a Wholesale team. Both teams work with accounts and use a custom Payment Terms picklist on Account. The admin first adds Card on File, Net 30, and Net 60 to the master Payment Terms picklist. Next, the admin creates a Retail record type and a Wholesale record type on Account. In the Retail Sales profile, the Retail record type gets a short page layout. In the Wholesale Sales profile, the Wholesale record type gets a page layout with a Credit Limit field. The admin then sets Retail to offer just Card on File and Wholesale to offer Net 30 and Net 60. Finally, the admin adds the Retail record type to the Retail Sales profile and the Wholesale record type to the Wholesale Sales profile. When Ana on the Retail team creates an account, it uses the Retail record type, so she sees the short page layout and Card on File. A Wholesale rep who creates an account sees the Credit Limit field and the Net 30 and Net 60 values.