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Adding Record Types

You can add up to three record types to your company's application. For example, you might want to display an Order tab for your employees to use.

The overall steps for adding a record type to the application are:

  1. Rename one of the Custom Object record types to meet your requirements. Depending on what is set up for your company you might have Custom Object 1, Custom Object 2, and Custom Object 3 record types set up for your company.
  2. Set up the fields for the record type. Define the fields to be displayed on the new record type detail page. A set of fields is automatically included on the Field Setup page. You can rename and use these fields and create custom fields based on your requirements.
  3. Create page layouts for the customized record type as required.
  4. Provide access to the new pages layout and related information sections for the appropriate user roles.

Each new record type you add appears in these areas:

  • Create section in the Action bar
  • Search section in the Action bar
  • Record Homepage with a tab (a default icon appears in the tab along with its name)

    By default, the new record Homepage contains two sections: record Lists section and Recently Modified record section. You need to set up fields, page layouts (Detail and Edit pages), and so on, for each record type you add.

New record types work in the same way as the record types provided by default. You can set up fields, page layouts, and list pages for them. And each contains a default set of fields, including three fields to search on (the name field and two quick search fields) and eight to filter or sort on.

However, you cannot use new record types in:

  • analytics, reports, or dashboards
  • Assignment Manager
  • forecasting
  • audit trails
  • Default Group Assignment (they cannot be shared through groups)

In addition, they have these restrictions:

  • New record types cannot contain the country-specific address groups.
  • Web Services supports only the first two new record types (Custom Object 1, Custom Object 2).
  • By default, only the Name field is required in new record types.
  • No duplicate checking is performed on the new record type.
  • You cannot import or export new record types.

Before you begin:

  • If your company wants to add more record types, contact Customer Care to set that up for you. The capability is not provided in the standard application.
  • The Custom Object 1, 2, or 3 record types must be set up for your company.
  • To perform this procedure, your role must include both the Administer Custom Object and the Customize Application privileges.

To add a record type

  1. In the upper right corner of any page, click the Admin global link.
  2. Click the Application Customization link.
  3. In the Application Setup section, click the Rename Objects link.
  4. In the Custom Object 1, 3, or 3 row, fill in the information, for example enter Order.

    For more information see Renaming Record Types. After you rename the record type, it appears under this name in the Record Type Setup sections on the Application Customization page, replacing the link for Custom Object 1, 2, or 3.

  5. Click Save.
  6. In the Record Type Setup section on the Application Customization page, click the link for the new record type.
  7. In the Field Management section, click the Field Setup link.
  8. On the Field Setup page, you can do the following:
    • (Recommended) Click Rename Fields and relabel the Name field.

      The Name field is the field that the system displays for this record type. It appears in Deleted Items, the Recently Viewed section in the Action bar, and Lookup windows.

      Throughout the application, each record type has a field called Name, which is preceded by the record type (Account Name, Opportunity Name, and so on). Therefore, if you are adding an Order tab, you could relabel the Name field to Order Name.

    • Click New Fields and add custom fields.

      The same restrictions exist for these record types as for custom fields for the default record types.

    • Click Rename Fields and specify the fields to search on for this record type. Fill in the Quick Search 1 and Quick Search 2 rows with the required field names. If your company uses Targeted Search, then these fields are displayed in the Search section in the Action bar.

      For example, if you are adding an Order tab, you might want to designate an Order Number field as one of these Quick Search fields. When an employee selects Order from the Search section, Order Number appears as a field to search on.

    • Click Rename Fields and specify the fields to see as column headings in lists. Fill in the Indexed rows with the required field names. This determines the fields you can use to sort and filter records.
  9. Set up Edit and Detail pages for the new record type.

    You can add fields to the record Edit pages, group the fields into separate sections, and rename those sections.

    To create relationships with other record types, add the fields (Account, Contact, Opportunity, and so on) to the page layouts. This creates a Lookup icon next to the field, where users can link existing records to this new record type.

    You can add related information sections to the Detail pages.

    When you add Team as a related information section, users can share this record with team members on a record-by-record basis.

    For instructions, see Customizing Static Page Layouts.

  10. (Optional) Add the new record type as a field in other record Edit pages or as a related information section in other record Detail pages.
  11. Add the page layout to user roles as required. For instructions, see Adding Roles.

Published 05/11/2007