Work with Standard and Custom Fields

Learning Objectives

In this project, you’ll:

  • Create new custom fields to meet business requirements and facilitate accurate data entry with formulas, picklists, and lookups.
  • Ensure users have access to the right fields with page layouts.
  • Manage multiple business scenarios with record types and business processes.
  • Maintain data quality with history tracking and data validation.

Introduction

AW Computing has established a Salesforce environment with users set up, profiles assigned, and access to records and fields configured. But they’re in need of further customization to ensure users have the necessary fields to capture the business information they need. That’s where you, the admin, come in.

To begin with, you have a request from Head of Sales Operations Yuko Ishikawa. Yuko says her Sales Op team uses the Account Rating field for sales prospecting, but they’re concerned that account owners aren’t capturing this information correctly because they don’t understand what the field is for. To help her team use the field properly and capture all the data they need, change the name of the field, provide guidance on how to use it, add an additional value, and restrict who can edit it.

Before you get to those tasks, create profiles for members of the sales and support teams.

  1. From Setup, enter Profiles in the Quick Find box and select Profiles.
  2. Click Clone next to Standard User.
  3. For Profile Name, enter Sales User.
  4. Click Save.
  5. Click Clone.
  6. For Profile Name, enter Support User.
  7. Click Save.

Now change the label of the Rating field to Prospect Rating.

  1. From Setup, enter Rename Tabs in the Quick Find box and select Rename Tabs and Labels.
  2. In the Action column, click Edit in front of Accounts.
  3. Click Next.
  4. Find Rating in the list of standard fields and change Rating to Prospect Rating in the Singular column. Rename Tabs and Labels screen showing the Rating field name changed to Prospect Rating.
  5. Click Save.

Now add help text to the field, add a new value to the Account Rating Picklist, and update field-level security.

  1. From Setup click Object Manager and select Account.
  2. Select Fields & Relationships.
  3. Click Prospect Rating, then click Edit.
  4. Enter this Help Text:
    This indicates the likelihood of a sale being made to this account in the next six months. Cold indicates not likely. Warm indicates quite likely. Hot indicates very likely.
  5. Click Save.
  6. In the Account Rating Picklist Values section, click New.
  7. Enter Not Known in the Add Picklist Values box and click Save.
  8. Click Set Field-Level Security.
  9. Select the checkbox in the Read-Only column header, then deselect the Sales User checkbox
  10. Click Save.

Next, create a checkbox field called Has Support Plan, editable by sales and support users only.

  1. From Setup, click Object Manager and select Account.
  2. Select Fields & Relationships and click New.
  3. Select Checkbox as the Data Type, then click Next and fill in the details.
    Field Value
    Field Label
    Has Support Plan
    Default Value
    Unchecked
    Description
    Sales users use this field to indicate to Support which customers have support plans.
    Help Text
    Does this customer have a current support plan? Check this box when you sell a support plan to this customer.
  4. Click Next.
  5. Select the checkbox in the Read-Only column header, then deselect the Sales User and Support User checkboxes.
  6. Click Next then Save & New.

Next create a Support Expiration Date date field, editable by sales and support users only.

  1. Select Date as the Data Type, then click Next and fill in the details.
    Field Value
    Field Label
    Support Plan Expiration Date
    Description
    Expiration date of current support plan
    Help Text
    When is the current support plan due for renewal?
  2. Click Next.
  3. Select the checkbox in the Read-Only column header, then deselect the Sales User and Support User checkboxes.
  4. Click Next and Save.

Now that you’ve helped Yuko’s Sales Ops team capture the data they need, move on to the next step where you’ll create some picklists for them.

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