Exercise: Configure Record Types

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If you have not configured record types extensively in the past, then this exercise is a must!

In this exercise, we will configure the product sales and service sales opportunity record types as shown in [link id=1210].

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Note: if you have not previously created an opportunity in your org, I would recommend that you create one.  You will notice that all picklist values can be selected.  After creating record types using the steps below, you will notice how record types influence picklist selection from the list of default values.

Create Product Sales Process

  1. Navigate to Setup –> Customize –> Opportunities –> Sales Processes.
  2. Click New.
  3. Enter “Product Sales”.
  4. Click Save.
  5. Highlight (hold control to select multiple) Qualification, Needs Analysis, Id. Decision Makers, Perception Analysis, Negotiation/Review, and click the left arrow to remove these from the selected values list (if your list of stages differs, remove several stages of your choice).
  6. Click Save.

Create Service Sales Process

  1. Navigate to Setup –> Customize –> Opportunities –> Sales Processes.
  2. Click New.
  3. Enter “Service Sales”.
  4. Click Save.
  5. Click Save.

Configure Opportunity Type Picklist Values

  1. Navigate to Setup –> Customize –> Opportunities –> Fields.
  2. Click on Type (standard field).
  3. Add new picklist values:  Under Opportunity Type Picklist Values, Click New.
  4. Add the following values:
    New Product Installation
    Product Upgrade
    New Service Contract
    Existing Contract Add-on
  5. Click Save.

Create Product Sales Page Layout

  1. Navigate to Setup –> Customize –> Opportunities –> Page Layouts.
  2. Click New.
  3. Select Existing Page Layout “Opportunity Layout” (if you’ve changed your default layouts, choose another layout).  Enter name “Product Sales”.  Click Save.
  4. Ensure the “Type” field is listed on the page layout.
  5. Ensure the products related list is added to the page layout (if not, add it).
  6. Click Save to save the page layout (top left).

Create Service Sales Page Layout

  1. Navigate to Setup –> Customize –> Opportunities –> Page Layouts.
  2. Click New.
  3. Select Existing Page Layout “Opportunity Layout”.  Enter name “Service Sales”.  Click Save.
  4. Ensure the “Type” field is listed on the page layout.
  5. Remove the products related list from the page layout if present.
  6. Click Save to save the page layout (top left).

Create Product Sales Record Type

  1. Navigate to Setup –> Customize –> Opportunities –> Record Types.
  2. Click New.
  3. Enter label ‘Product Sales”, select the corresponding sales process.  Uncheck enabled for “Standard User” profile.  Click Next.
  4. Select “Apply one layout to all profiles” and select the Product Sales layout.
  5. Click Save.
  6. Click Edit next to the “Type” field.  Remove all values except for “New Product Installation” and “Product Upgrade”.  Click Save.

Create Service Sales Record Type

  1. Navigate to Setup –> Customize –> Opportunities –> Record Types.
  2. Click New.
  3. Enter label “Service Sales”, select the corresponding sales process.  Check active.  Enable for all profiles (click the box next to Enable for Profile).  Click Next.
  4. Select “Apply one layout to all profiles” and select the “Service Sales” layout.
  5. Click Save.
  6. Click Edit next to the “Type” field.  Remove all values except for “New Service Contract” and “Existing Contract Add-on”.  Click Save.
Update Page Layouts to Add Record Type
  1. Navigate to Setup –> Customize –> Opportunities –> Page Layouts.
  2. Edit the Product Sales Page Layout.
  3. Add the field “Opportunity Record Type” to the page layout.
  4. Click Save.
  5. Repeat steps 2-4 for the “Services Sales”, “Opportunity Layout”, and any other layouts in use in your org.
[sc:ExerciseSuccessCriteria ]
  1. When an administrator creates an opportunity, they will be prompted to select either a product sales or service sales record type.
  2. When a standard user creates an opportunity, they will not be prompted for record type selection, and will create a service sales opportunity.  (Test this with a non-administrative test user.)
  3. When any user edits a product sales opportunity, the list of stages is:
  4. When any user edits a product sales opportunity, the list of types is:
  5. When any user edits a services sales opportunity, the list of stages:
  6. When any user edits a service sales opportunity, the list of types is:

[box type=”note” style=”rounded” border=”full”]Edit an opportunity created prior to record types being added.  You will notice that no record type is selected, and all picklist values can be selected. [/box]

 

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20 thoughts on “Exercise: Configure Record Types”

  1. I created/activated both new record types as instructed and all worked fine.
    After that, I deactivated the Product Record Type, all profiles lost it and I had to assign again at each profile.
    Is this normal?
    I wish I could just edit the record type and assign the profiles like when I 1st created the record type.

    Thanks

    1. Yeah that’s normal- you can create a list of profiles (you may need to enable the advanced profile editor) to shortcut the process… but the easiest time to do it is when you create the profile

      1. Thanks.

        I normally have the Advanced options checked, but turned off for this class based on you very 1st recommendation on the beginning of the class.

  2. Hi,
    I created a new Product Sales opportunity and selected the “New Product Installation” value for Type.
    I then changed the opportunity to Service Sales. I noticed that the “New Product Installation” is still selectable. Is this default behaviour?

  3. Hello John,
    In this exercise, when a standard user creates an opportunity, they will not be prompted for record type selection, and will create a service sales opportunity. If we would like to enable the selection of record type for standard users later on, how could we do it?

  4. John I have a test tomorrow, so on a quick note, do you require two seperate layouts to display different picklist values for product and service record types or you could have done with one layout if that was the only requirement

  5. Ouch. I made a mistake when going through this. I assume that once Record Types are already created, any permission assignment changes have to be made within individual Profiles?

  6. I used the record types to modify the field “Type” based on Selected values. In this case the values did not have to be deleted instead they were filtered. So based on your exercise the list was modified to ensure by record type which values would be found based on the selected record type.

  7. For new developer orgs (or any orgs with no Opportunity records), it would be helpful to have people create at least one new opportunity before doing anything else. The current location of the note “Edit an opportunity created prior to record types being added. You will notice that no record type is selected, and all picklist values can be selected.” makes it hard to see the difference.

  8. Oh, actually when I created a standard user myself I was able to login with their credentials. Weird.
    I see what you were saying now “(Test this with a non-administrative test user.)”
    I am still a newbie. 🙂

  9. Nice exercise.
    Correct me if I am wrong but if you are using a sandbox (dev. or any other edition) you cannot login as a standard user to test step # 2. There is no “login” option for standard users.
    I can’t really login as the user to grant myself access either (I am in full sys admin profile)
    It’s not a big deal and if you want you can delete this comment.

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