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hello everyone and welcome to our ask the admin session for Friday August 16 my name is Mike Waldron and I'm the director of marketing automation services here at chiasma I'm also a Salesforce sales cloud consultant and a certified administrator um what I wanted to talk with you about today is customizing your application using record types leap processes and sales processes in other words allowing you to do some customization within Salesforce to match up those key business processes so um before we start off I want to do a little bit of housekeeping so if you look at the GoToWebinar panel that's on the right hand side of your screen or you can expand it out or collapsed using the orange arrow on that panel can be used to ask questions during the presentation I'm going to hold all of those questions until the end um but I will get to those wooden at the very end of the presentation um if you would like to ask a question verbally um just go ahead and click on the hand raise icon and that will unmute you um and you can ask your question verbally um every all of the attendees currently are muted um and so I'm going to have to unmute you if you want to ask a question verbally so and just so you know we do these sessions every Friday and we touch on a different topic each time we always do them at 10:00 a.m. on Friday mornings and we also have new user trainings every Friday as well the word because of a company meeting as well as the Labor Day holiday we will not be doing those over the next two Friday's but they will be something that will also be doing on a regular basis at 11 o'clock feel free to send anyone that is a new Salesforce user um to to the trainings to get kind of a primer on using Salesforce for the first time on all of the sessions that we do here are also recorded and we post those recordings up on our website under resources and webinars so with that I want to go ahead and get started so talking a little bit about record types and what that means um first of all I should mention that this functionality is available in Enterprise Edition only so if you're on professional Edition or below you will not be able to use this functionality but it's something that may encourage you or make you think a little bit about or consider moving to Enterprise Edition um the key with record types is it allows you to manage separate business processes in the same Salesforce object so for example the two examples we're going to show today our lead processes and sales process so for example you may have two separate sales teams within your organization they may have different opportunity stages or different areas in the lifecycle so you can actually customize Salesforce to to enable those two processes and be able to track them equally um you can also also like on a lead process where you may have two different types of leads that come in based on a different product you can actually customize your lead process to meet the needs of those different friar lines so um you can also create custom pick lists and that's one thing that's really cool about record types is that you can actually display a different pick list for the same field on different record types and again lead in sales processes are just demonstrating one way to do that you can also assign record types to specific profiles to fit your business processes so we'll show how to do that where basically you have a you buy the profile the user you can you can show them different record types or give them the option to select a record type when they create a record um and then you can also create different page layouts for each record type so that the users that are assigned to that record type are only seeing the field that are applicable to them so the example that we're going to use today is going to be with partners and like a channel sales team as opposed to a standard direct sales team we're going to we're going to be a pretend or in a nation we have do some of our sales through a channel do others of our sales through direct so we want to be able to enable both of those different lead and sales processes so with that I'm going to go ahead and share my screen now what you're seeing here is the unwanted is the administrator and so I'm also I would also got a couple of other accounts that I'm logged into right now that are different types of users and we'll use those to actually see how this information displays on the user side so the first thing we're going to do is we're going to create a new account record type so I'm going to click on debt on on my name book setup scroll down go to customize and it cats so if I scroll down you'll notice that I've got this option for record types and again you'll only see this if you're an enterprise edition so you notice that I've got a standard account records I've already set up and that's the one that I'm using for everyone today what I'd like to do now is set up a partner account record type where I can display different types of information I can do a different sales process and change the pick list on the on the field so I'm going to go ahead and click new and one thing I can do when I'm creating a record type is it it tells me the system says you can either base it on a master which is the out-of-the-box layout or I can based on one of my existing record types so I'm not actually going to base this record type on my standard account record type I'm going to give it a label it's going to give me a unique salesforce name I'm going to make it active and what you'll notice here is that I've got a list of the profiles of my users in Salesforce and so what I can do at this point is decide which of these profiles i would like to enable this for so I'm going to go enable this for a channel sales user I'm going to make it this their default as well so this means that when they set up when they set up an account this is the record type that they're going to be using when I click Next now it's going to ask me if I want to apply a different page layout to this record type at this point in time I'm not going to worry about that at something I can go back to chains later so for right now I'm going to apply one layout or this record type for all of the profiles what does this say so now I've got this new record I've created so if you'll notice now that I've got this record type it says that I've got this type field down here and these other fields that make it possible for me to actually customize picklist for those fields so that's I'm going to do I'm going to actually take this account type field and customize it for this record type and click on edit gives me all of the different values that are available so if you'll notice this has already been done it looks like for the one that we copied it from the standard account record size so I'm actually going to create the inverse here and go ahead and remove all of these and so I'm only going to bring up for the values that are applicable to an account that would be a partner so I'm going to the integrator partner and retailer add those it's saved now when somebody uses that type field on this record type they'll only see those values display so and I'll show that in just a minute so you assign of the profile just sign it to page layout and then let's go over now to actually going to do one more thing show you how to assign this to a profile after the fact so let's say at first I only assigned it to the channel sales profile but now I want to go ahead and try to assign this record type or make it available to standard users as well so if I go down to manage users and profile I'm going to scroll down to my standard user and you'll notice that if I scroll down I've got an area for record types the record type study you'll notice that for I account they've only got the standard one available and that's the default I'm going to edit that actually will make the partner account records I've available to them as well so now I'll show you how that works in practice so over here in my in my Firefox browser I have this standard user setup I'm going to go ahead and create an account to show you what that experience looks like so I click on guard accounts and click on new now I'm getting a choice I can either fit a standard account or a partner account this case I'm going to actually go ahead and create a standard account click on continue now we're going to go down to our type field you'll notice that only the values that are available on the standard record site are available on this pick lips so and we'll we'll also be customizing leads and opportunities for the users as well later on to see how that works on those objects so if I can't I'm going to cancel out instead of creating this new account I'm going to go over to my channel sales user my channel sales user if you're a member I only assign them actually I let them create both types of the caps as well so if I click on account and new I get both choices but in this case you'll notice that the partner account record type is the standard account record side excuse me is the default record type now if I since I created a channel account this time you'll notice this type drop-down list is now customized based on the settings that I set up before again it can be a really powerful tool in terms of customizing the screen to fit the different types of users now um the next thing I wanted to talk about so I'm going to go back to my admin account the next thing I wanted to talk about our lead processes now lead processes in it to find those you click on customize and lead and then find lead processes now lead processes are really just a customization of the lead status tick list that we're already familiar with in Salesforce but it was and then each type has a lead process assigned to it which is basically the set of values that we're going to use for that for that lead status field for that particular record size so um one of the things that you need to do before you start a lead process is you do need to create or add values and make them available in the lead status field before they're available to add to the lead process so if I click on fields on leads I want to find the lead status field and make sure I have all the values available that I want to add to my lead lead processes so if I scroll down the contacted open qualified and qualified I've added some more working pre-qualification and on hold so now those are going to be made available for me to add to a lead process so I'm going to go ahead and click on these presses now if my standard Lee's process already set up I'm pretty new one actual excuse me I'm going to show you how that looks right now so you can see which values are available so in this case we've got open qualified unqualified working and pre-qualification so the standard lead process and the lead status field is going to show those particular values so again keeping with our same theme I'm going to go and copy the existing lead processes we're going to call this channel Sales Lead process in this case the channel sales team likes to have a status of on hold maybe because the partner qualification process is longer than the traditional sales process so they want to make sure they have that option available so I added that over to the selected values and click on save now what I need to do is assign this channel sales week process to the right record type so I click on record types I've already got a new partner lead record type actually but you'll notice that right now this it's using the standard lead process so I'm going to edit this record type now I'm going to select the channel Sales Lead process adds the lead process for this record type okay so let's go to our standard user first and create a new leads to a hat since this user is using a standard Zeke process you'll notice that those are the values that are available to this user the unhold value is not available that's the one that there is finds you based on the process that I showed before of assigning record size to do specific user profiles now if I go back over to my channel sales user and create a lead in this case this user adds access to both lead record types in this case I'm going to use the partner Lee director type will continue and now I'll eat status you don't I've got this value on hold so that allows me to use that value just for this particular record side now um the next type of process I'd like to talk about is sales process they're very similar to lead processes but instead of course using the leads object we're talking about opportunities and in this case we're talking about the field on opportunities call opportunity stage and so just like with lead processes we need to first go to the field area and add the values that you would like to have or make available to the different sales processes so here we've got the basic sales force out-of-the-box sales process items and so let's say I want to add another item to this list and then make it available in the sales process I will just click on new and add it as a new seal in this case I'm going to go ahead and say I'm happy we'll put there but I can customize my sales process based on the availability of these different values the use case for this would be if you had different types of sales teams that are using different processes and we'll continue on with their same theme and use channel sales as our example so if I go over here to sales processes you notice that right now I just have a standard sales process available so I'm going to click on new again I can base it on the existing one cost basically copy everything over we're gonna call the channel sales process so now it looks like I've got pretty much everything available to me and so I really like instead of using the proposal or price book because that doesn't really fit with the channel partner because you're not actually selling them products we're going to remove that we're going to add perception analysis instead and use that as kind of our in-between value between 60 and 90 percent let's go ahead and click on save so now just like what lead processes I need to assign these two different record types we've only got one record type to date is our standard opportunity record type using the standard sales process click on edit make sure so now I'm going to go ahead and create that new sales process or excuse me that new record type based it on the old one call the channel Jannetty we're going to suck the channel sales process and go ahead make this active we're only going to enable this for our channel sales user profile we'll make it their default and um that way if the only ones would actually have access to free opportunities with this with this sales process and record type we're going to we're okay with the page layout so we'll click on save so now you know I've got to pick looks like and customize here as well but let's go ahead and and let's go ahead and see what that looks like on the user side so if I click on my standard user and we're going to go to an account create an opportunity for new account so you notice if I go to my stage field I've got the values that we're vailable and this is the one that was specifically we changed proposal price quote is value that's available now we're going to go over to our channel user do the same thing find an account scroll down and create an opportunity and you notice in this case I've got both choices because that's what I'm a little bit made available to this user profile and the channel opportunity is to default look I continue and you notice that now instead of having the proposal price Book value about the perception analysis Val value that's available and so really what that allows us to do if game is customize our sales process based on the needs of that particular sales um one of the things I want to show and go back to the admin let me show you a couple more things about record types so I talked about assigning record types to two different page layouts so the way that works is you can do that once when you create the record type initially you can also do it in the page layout area by clicking my page layouts under the record and then clicking on page layout assignment so you notice that I only have one page layout at this point so those are assigned to all record types so let's say I wanted I'm going to go ahead and create a new page layout actually whole channel opportunity lay out now those of you familiar with page layouts you might be familiar with the page layout editor so let's say in this case it's really important for the channel sales team to have the forecast category on the page layout whereas for the standard user abundance I'll go ahead and click on save so now I've got this new page layout so now I'm going to click back on page layout assignment I have this other one that's available so I'm going to edit this assignment and for the channel opportunity record size I'm now going to assign the channel opportunity page layout what I do is I highlight all of those select channel opportunity layouts so now that is going to be the new page layout for that record site so if I go back to my channel to those user create a new opportunity you notice that now the forecast category is available as it wasn't available before on this record type you can do as much or as little customization as you want on that but again record types are really powerful feature it's one of the reasons why a lot of our clients end up moving to UM to Enterprise Edition of Salesforce because they can really start to customize the different sales processes and lead processes and other business processes that they have rector types apply to standard objects and Salesforce as well as custom objects so there's almost an unlimited amount of customization that you can do in terms of the way the information is displayed and this business processes are managed for different types of users so I'd like to ask now to see if there are any additional questions um around this particular topic it looks like we don't have any questions today I appreciate your time please feel free to reach out to any of us at chiasma including myself my email address is Mike at chiasma llc.com feel free to reach out to me if you have any follow-up questions I'd be glad to get back with you and um hopefully this has been a helpful presentation and hopefully have a good day thank you