Besides Salesforce security topics, record types is a concept that, if not described properly, is hard to understand for Salesforce knowledge seekers. So, what are Salesforce record types? In simple words, record types represent different types of records. Let’s consider a simple example: there are multiple companies that interact with the company you are working for, such as prospects, customers, competitors, and partners. In Salesforce, all these types of companies can be stored as Account records. To differentiate the company types, you can use record types. Just create the following record types: Prospect, Customer, Competitor, and Partner. Then, assign the proper Account records to their respective types.
Of course, the record type feature is more complicated than shown in the previous example. But do not worry, I will try to explain it further. Please see the following for some information about record types that may help you understand what this feature is all about:
- Record types are not mandatory in Salesforce. If there is no need to create record types, you don’t have to. For example, the types of records (such as Customer, Partner, and Competitor) could be marked with picklist field values instead of record types. However, it’s important to know that using record types offers additional features that can enhance the visibility of this record separation in the database and ultimately on the user interface.
- Different record types can have different page layouts and user interfaces. Thanks to this, you can display different user interfaces (fields, sections, and related lists) based on the record’s record type. For instance, Customer Accounts can have different sets of visible fields compared to Competitor Accounts. Achieving this is not as straightforward when using just picklist values (a similar but not identical effect could be achieved when using Dynamic Forms and field display filters).
- The use of record types can be assigned to users, making them the default for some and allowing a choice when creating records. For example, when creating an Account record, Salesforce will prompt the user to specify whether it’s a Prospect, Customer, or Competitor record.
- Record type user assignment is stored in Profiles and Permission Sets. You can set which record type is the default for a user. Additionally, you can decide which record types could be used by a user while creating records on specific Salesforce objects, such as Accounts or Opportunities. For instance, some users could create Prospect or Customer records, while others could create Competitor records.
- Record types related to Opportunities or Cases need to be supported by previously created sales processes or support processes.
- The record type of the record is set when the record is created (if it is set up in the company), but it can be changed if needed, even after the record is already saved. To do this, you need to use a dedicated action button.
- On the record’s user interface, the record type name is displayed similarly to Salesforce fields. It can be shown on the record user interface, header, list views, reports, and so on.
- Record type values have their own names and IDs, which is important to know when creating Salesforce automations related to records that are associated with record types.
Tips
When creating Salesforce automations achieved with Flows or code, try to not hardcode record type IDs. The simple reason is that if you hardcode them, the automations or code will not work on your other Salesforce environments/Sandboxes – for example, on a testing Sandbox. This will happen because during the Sandbox creation, the Salesforce will copy the production record types’ names but will assign them different IDs. Instead of hardcoding IDs, try to use the record type object (yes, there is a separate Salesforce object to store record types) and use the record type’s Name or Developer Name.
Record types are an important functionality that you will surely use at some point. It’s important that the use of this functionality is deliberate. It won’t always be necessary; sometimes, using a regular field such as a picklist will suffice.
Now that you know what record types are, it will be easier for you to make decisions, so I invite you now to learn about the next Salesforce functionalities. Let’s talk about custom settings and custom metadata.