Declarative Design: Salesforce Features for Information Presentation

Declarative Design Given a scenario, describe declarative features that improve information presentation, hierarchy, and architecture in static experiences. ===============================================================================================================================================...

Declarative Design Given a scenario, describe declarative features that improve information presentation, hierarchy, and architecture in static experiences. ============================================================================================================================================================. = **Learning Objectives** After studying this topic, you should be able to: - **Identify the key elements of the user interface and navigation bar** in the Salesforce org. - **Describe how App Launcher** helps users switch between the apps in Salesforce. - **Identify what Page Layouts are** and how they can increase user adoption and productivity. - **Utilize validation rules** and write effective validation rule error messages. - **Understand what Compact Layouts and List Views are.** **Introduction** Effective Salesforce UX design ensures an **intuitive** and **efficient user experience** by leveraging the following elements: - **Page Layouts**: Define the arrangement and organization of data and components, ensuring that users can easily access and interact with relevant information. - **Compact Layouts**: Condense essential record details, enhancing productivity and reducing screen clutter. - **List Views**: Provide a customizable and efficient way to present data. Users can **filter**, **sort**, and **group** records based on specific criteria, making it easier to find and work with relevant data. - **Validation Rules**: Ensure data accuracy and guide users to enter the correct information, maintaining the quality and integrity of Salesforce data. **Best Practices for Validation Rule Error Messages** 1. **Be Specific and Descriptive** - Clearly state what caused the validation error. 2. **Use Plain Language** - Ensure the language is easy to understand and avoids technical jargon. 3. **Provide Examples** - Include examples to guide users on entering the correct input, such as specific formats or values. 4. **Be Concise** - Error messages should be short and to the point. 5. **Consider Localization** - Translate error messages correctly for each language to cater to a diverse user base. 6. **Use Friendly Language** - Use a friendly tone to create a positive user experience. 7. **Test Thoroughly** - Ensure error messages are tested to verify that they work as expected. User Interface **User Interface: Key Navigation Elements** Salesforce provides several navigation elements to enhance user experience and efficiency. Below are the key navigation elements commonly found on a page: **ELEMENT** **DESCRIPTION** ----------------------------- ----------------------------------------------------------------------------------------------------------------------- **App Launcher** Allows users to switch between different apps within Salesforce. **Global Search** Enables users to search for records, files, and other items across Salesforce. **Access to Setup** Provides a link to the **Setup** menu for administrators to configure and manage the Salesforce org. **Favorites** Lets users bookmark frequently accessed pages for quick navigation. **Access to User Settings** Enables users to view and update their personal settings, such as changing their password or modifying notifications. **Navigation Tabs** Display tabs for accessing standard and custom objects, such as Accounts, Contacts, and Opportunities. These elements help users interact with Salesforce efficiently while customizing their experience to suit their needs. The **User Interface Page** in Salesforce **Setup** provides options to customize certain user interface features. Here's what the page offers: Uploaded image **Key Features of the User Interface Page:** - **Enable Collapsible Sections**: Allows users to collapse and expand sections on record pages for better visibility. - **Show Quick Create**: Provides a quick create option for adding new records directly from the navigation bar. - **Enable Hover Details**: Displays record details in a hover preview when users hover over links. - **Enable Related List Hover Links**: Allows users to access related list records directly via hover links. - **Enable Separate Loading of Related Lists**: Improves page performance by loading related lists separately. - **Enable Inline Editing**: Lets users edit fields directly on a list view or record page without opening the record. - **Enable Enhanced Lists**: Provides an improved list view experience with more functionality. - **Enable Tab Bar Organizer**: Allows for better management of open tabs within Salesforce. - **Enable Printable List Views**: Provides an option to print list views directly. - **Customizable Themes and Branding**: Allows customization of the interface with company-specific themes. - **Salesforce Notification Banner**: Displays announcements or notifications to users in the interface. **User Interface Settings** The **User Interface** page in Salesforce Setup contains various settings that can be enabled or disabled to customize the organization's user interface. Below are a few key settings: **SETTING** **DESCRIPTION** -------------------------------------------- ---------------------------------------------------------------------------------------------------------------------------------------------------------------------- **Enable Hover Details** Enables a **summary display** of a record when hovering over a record link. The fields displayed in the hover preview are determined by the **compact page layout**. **Related List Hover Links** Adds **related list links** at the top of the record detail page or a custom object detail page in Setup. This setting is **enabled by default**. **Inline Editing in Lightning Experience** Displays a **pencil icon** when a user hovers over an editable field, allowing quick edits. A **lock icon** is shown if the field is non-editable. These settings enhance the usability and efficiency of the Salesforce platform, offering users a more intuitive interface. **User Interface Settings** **SETTING** **DESCRIPTION** -------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- **Disable Navigation Bar Personalization in Lightning Experience** Turns off the option for users to customize an app's **navigation bar** in Lightning Experience. This includes reordering, adding, renaming, or removing items in the navigation bar. **Enable Printable List Views** Displays a button that allows users to generate a **print-ready format** of data in a list view. **Enable Salesforce Notification Banner** The **Salesforce Notification Banner** appears on pages like accounts, contacts, dashboards, and in the Setup area. It can be **dismissed** or disabled entirely. These settings provide flexibility in controlling user experience and ensuring streamlined navigation and data accessibility. **Hover Details Example** - **Hover Details** allow a quick **preview of record information** when a user hovers over a record link. - **Example**: Hovering over the **Account Owner link** displays the user details (e.g., name, email, and role) without needing to open the record. - The fields displayed in the hover are determined by the **compact page layout**. **Related List Quick Links** - The **Related List Quick Links** component can be added to a record page using the **Lightning App Builder**. - This component provides a set of **clickable links** to related lists, allowing users to quickly navigate to specific related records. - It enhances the user experience by offering streamlined access to related data without excessive scrolling. **Inline Editing Example** - **Inline Editing** allows users to edit fields directly from a **list view** without opening the record. - **Example**: - In the **All Opportunities** list view, the user hovers over the **Opportunity Name** field. - A **pencil icon** appears, indicating that the field is editable. - The user can click the pencil icon, make the necessary changes, and save directly from the list view. This feature improves efficiency by enabling quick edits to records without additional navigation. **Printable List View** - When the **Printable View** feature is enabled, a **Print button** is automatically added to applicable **list views**. - **Functionality**: - Users can click the **Print button** to generate a print-ready version of the data displayed in the list view. - This allows for easy sharing or physical reference of important records. This feature streamlines the process of printing and presenting data directly from Salesforce.  The image illustrates the **Lightning Experience Navigation Bar**, which provides access to various tabs that enhance user navigation and efficiency. The navigation bar includes tabs for: 1. **Standard Objects**: Core Salesforce objects such as Accounts, Contacts, and Opportunities. 2. **Custom Objects**: Objects created for specific business needs. 3. **Lightning Component Tabs**: Tabs for custom components built using the Lightning Component Framework. 4. **Web Tabs**: Tabs that display external web content directly in Salesforce. 5. **Utilities like Lightning Voice**: Access to utilities, such as Lightning Voice, for features like in-app calling. 6. **Lightning Page Tabs**: Custom Lightning pages designed in the Lightning App Builder. 7. **Canvas Apps**: Tabs for third-party applications embedded using Salesforce Canvas. 8. **Visualforce Tabs**: Tabs for pages created with Visualforce technology. This setup offers streamlined navigation, allowing users to quickly access the tools and data they need for their work. **Tabs** Each tab in Salesforce represents a **different object, page, or application** and can be customized to meet specific business needs. Tabs can be categorized as **standard** or **custom**. **ASPECT** **DESCRIPTION** ------------------------------------ -------------------------------------------------------------------------------------------------------------------------------------- **Standard Tabs** Provided by Salesforce for core objects like Accounts, Contacts, Opportunities, etc. **Custom Tabs** Created for custom objects or features to extend functionality. **Requirement for Custom Objects** When creating a **custom object**, a new tab must be created to allow users to create and access records through the user interface. **Custom Tab Types** Can include: **Custom Object Tabs**, **Web Tabs**, **Visualforce Tabs**, or **Lightning Component Tabs**. **Web Tabs** Embed an external **web page** within a Salesforce tab for seamless access. **Navigation Bar in Lightning Experience** - The **Horizontal Navigation Bar** is present in each app and provides access to items and functionality within the app. - **Example**: The **Sales app** navigation bar might include tabs for Accounts, Contacts, Opportunities, Leads, and Dashboards. This structure ensures intuitive navigation and allows users to tailor tabs to their specific workflows. **App Navigation Bar** The **Lightning App Navigation Bar** can be customized to fit user needs and enhance the user experience. Below are the key aspects: **ASPECT** **DESCRIPTION** ---------------------- --------------------------------------------------------------------------------------------------------------------------------------------------------------- **Customize Apps** Apps can be created and customized by navigating to **App Manager** in **Setup**. **Interface** The **navigation bar color** and **logo** can be customized for each Lightning app to align with organizational branding. **Navigation Items** Users can select and rearrange the items visible in the navigation bar. The **utility bar** in the footer can be enabled by adding a utility item to the app. **App Access** Apps can be assigned to specific **user profiles**, ensuring that only relevant users have access to the app. This flexibility allows administrators to tailor the interface and functionality of Salesforce apps to meet the specific requirements of different user groups. **App Manager** The **App Manager** in Salesforce is a centralized tool used to **view**, **create**, and **customize apps** within an organization. **FEATURE** **DESCRIPTION** -------------------- ------------------------------------------------------------------------------------------------------------------- **View Apps** Provides a list of all apps available in the organization, including both standard and custom apps. **Create Apps** Allows administrators to create new apps tailored to meet specific business needs. **Customize Apps** Enables modification of existing apps, such as updating the navigation bar, app branding, and available features. The App Manager can be accessed through **Setup**, providing a user-friendly interface for app management and customization. **Selecting Items for the Navigation Bar** When customizing the **Lightning Navigation Bar**, items can be added, removed, and rearranged to meet user needs: **FEATURE** **DESCRIPTION** ----------------------- ---------------------------------------------------------------------------------------------------------- **Adding Items** Users can select items (e.g., objects, reports, dashboards) to include in the navigation bar. **Rearranging Items** Selected items can be moved **up or down** to set the desired order of appearance in the navigation bar. **Customizing Order** Ensures that the most frequently used items appear first for better accessibility and productivity. This customization helps users tailor the navigation bar for their workflow, making Salesforce more intuitive and efficient. **Assigning the App to User Profiles** **FEATURE** **DESCRIPTION** ------------------------------ ------------------------------------------------------------------------------------------------------------- **Profile-Based Assignment** An app can be assigned to specific **user profiles** to control visibility and access for designated users. **Purpose** Ensures that only relevant users can access the app, aligning with their roles and responsibilities. **Setup Location** Assigning apps to profiles is managed through **App Manager** in **Setup**. This feature enhances organizational security and efficiency by tailoring app access to the appropriate user groups. **Temporary Tabs** Temporary tabs in Salesforce allow quick and easy access to items that are not permanently placed in the navigation bar. **FEATURE** **DESCRIPTION** ---------------------- ----------------------------------------------------------------------------------------------------------------------------- **Easy Access** Temporary tabs open when a user clicks an item (e.g., an object or feature) that is not part of the current navigation bar. **Set as Permanent** Users can make a temporary tab permanent by selecting **\"Add to Nav Bar\"**, ensuring it remains visible for future use. This feature enhances user flexibility by allowing immediate access to items while providing the option to customize the navigation bar based on individual needs. **Creating a Temporary Tab** To create a temporary tab for items like the **Recently Viewed list view**, follow these steps: 1. **Access the Item**: Navigate to the object or feature that is not already part of the navigation bar. For example, open the **Recently Viewed list view** for an object like Accounts. 2. **Automatic Tab Creation**: When accessed, a temporary tab is automatically created and appears in the navigation bar. 3. **Customize if Needed**: - To make the tab **permanent**, click the dropdown arrow next to the tab and select **\"Add to Nav Bar\"**. - To remove it, simply close the tab. This process allows users to quickly access and work with items not initially part of the navigation bar while maintaining customization flexibility. **Temporary Tabs** **FEATURE** **DESCRIPTION** ------------------------ --------------------------------------------------------------------------------------------------------------------- **Asterisk Indicator** **Temporary Tabs** appear in the navigation bar with an **asterisk (\*)**, distinguishing them from permanent tabs. **Purpose** Provides quick access to items not permanently added to the navigation bar. **Customization** Temporary tabs can be made permanent by selecting **\"Add to Nav Bar\"**, or removed by closing them. This feature enhances navigation flexibility while clearly indicating which tabs are temporary. **Navigation Bar Option: Temporary Tabs** **FEATURE** **DESCRIPTION** -------------------- ---------------------------------------------------------------------------------------------------------------------------------------- **Make Permanent** Temporary tabs can be added as a **permanent part of the navigation bar** by selecting **\"Add to Nav Bar\"** from the dropdown arrow. **Access Option** The dropdown arrow next to the temporary tab provides the option to customize the navigation bar by including the tab permanently. This functionality allows users to tailor their navigation bar to suit their workflow and frequently accessed items. **Reordering and Adding Navigation Items** **FEATURE** **DESCRIPTION** -------------------------- ------------------------------------------------------------------------------------------------------------------ **Adding Items** Users can add more navigation items by clicking the **pencil icon** at the end of the menu. **Reordering Items** Users can reorder items by **dragging tabs** within the navigation bar to their preferred position. **Accessing More Items** The **More tab** allows users to view additional navigation items not currently displayed in the navigation bar. These customization options provide users with the flexibility to tailor the app menu to their specific workflow and frequently accessed tools. **Lightning Experience App Launcher** The **App Launcher** in Lightning Experience provides an efficient way for users to switch between apps and access the tools they need. **FEATURE** **DESCRIPTION** ----------------- --------------------------------------------------------------------------------------------------------------------------------------------------------------------------- **Change Apps** The apps displayed in the **App Launcher** can be customized by navigating to the **App Menu** in **Setup**. **Search** Users can search for and open apps directly after clicking on the App Launcher icon. **App Access** The apps visible in the App Launcher and app menu depend on their **visibility settings** and the user\'s **permissions**. Profile or permission sets control app access. This feature simplifies navigation and ensures users can quickly locate and switch between the apps relevant to their roles. **Visibility Settings in the Lightning Experience App Launcher** **FEATURE** **DESCRIPTION** -------------------- ---------------------------------------------------------------------------------------------------------- **App Visibility** Individual apps can be made **visible or hidden** in the App Launcher for all users in the organization. **App Tiles** Users can **drag and sort** app tiles based on their personal preferences for easier navigation. **Appearance** \- Apps appear as **large tiles** under **All Apps**. \- Other items, such as custom objects, tasks, events, and the feed, are listed under \*\*All Items\*\*. \| These features offer both organizational control and user personalization, enabling efficient app and tool access in Salesforce. **App Launcher** **FEATURE** **DESCRIPTION** ---------------------- ---------------------------------------------------------------------------------------------------------------- **Immediate Access** The **App Launcher** allows users to quickly **open or search** for apps or items they need within Salesforce. This functionality enhances efficiency by enabling users to access tools and information without navigating through multiple menus. **App Launcher: Customization** **FEATURE** **DESCRIPTION** ------------------- ------------------------------------------------------------------------------------------------------------------------ **Drag and Sort** Users can **drag and sort** apps within the App Launcher to organize them according to their **personal preferences**. This feature provides users with flexibility to customize their interface for faster and easier access to frequently used apps. **Managing App Visibility and Order** **FEATURE** **DESCRIPTION** ----------------------- -------------------------------------------------------------------------------------------------------------------- **Reorder Apps** Apps can be **reordered** in the App Launcher to prioritize commonly used apps for all users in the organization. **Change Visibility** The **App Menu** in **Setup** can be used to control the **visibility** of apps in the App Launcher for all users. These options allow administrators to manage app access and layout, ensuring that users see only the apps relevant to their roles and workflows. **Page Layouts** - **Page layouts** control the layout and organization of fields, buttons, links, publisher actions, report charts, Visualforce, and related lists. - **Page layouts** allow fields to be marked as **read-only** or **required**. - **Sections** can be used to organize fields on the page. - **Different page layouts** can be assigned to different profiles so that each type of user can see fields that are relevant. **Page Layout Customization Options** A page layout can be used to control the layout and arrangement of buttons, fields, related lists, and other record page custom components. A page layout can be configured with the following options: - **Quick Actions** - **Embedded Visualforce Page** - **Custom Links/Buttons** - **Embedded Report Charts** - **Page Layout Columns (1 or 2)** - **Mini Page Layouts** - **Compact Layouts** - **Related List Options**: - Fields included - Sort field and direction **Page Layout Options** - **Page layouts** control the layout and organization of: - **Fields** - **Buttons** - **Links** - **Publisher Actions** - **Report Charts** - **Visualforce** - **Related Lists** **Field Properties** **FIELD PROPERTIES OPTIONS**: - Page layouts allow fields to be marked as: - **Read-only** - **Required** **Mini Page Layout** **Mini page layouts** are defined for records displayed in the **mini view** of the Agent Console, **hover details**, and **event overlays**. - The **hover details** functionality for mini page layouts is only applicable in **Salesforce Classic**. **Mini Page Layout Settings** - A **mini page layout** contains a subset of the items from an existing page layout. - It inherits the following settings from its associated page layout: - **Record type and profile associations** - **Related lists** - **Fields** - **Field access settings** This allows mini page layouts to provide concise and relevant information while maintaining consistency with the main page layout. **Related List Properties** **OPTIONS**: - **Fields Displayed**: Configure which fields appear in the related list. - **Sort Order**: Set the sort field and direction for records in the related list. - **Buttons**: Control which buttons (e.g., New, Edit, Delete) are displayed for the related list. These options allow for customization of related lists to display the most relevant information and actions for users. **Page Layouts and UX Experience Design** Well-designed page layouts create an intuitive and efficient user experience, enhancing user adoption and productivity. **ORGANIZED INFORMATION** - Page layouts allow admins to arrange fields and related information **logically**, enabling users to focus on essential data. **CUSTOMIZING FOR USER ROLES** - Multiple page layouts can be tailored to specific **user roles**, ensuring each user sees only the data relevant to their job. **GUIDED USER INTERACTION** - Strategic placement of fields and actions guides users through data entry or record updates, reducing confusion and improving efficiency. **ENHANCED RECORD NAVIGATION** - Page layouts enable seamless navigation between related records and provide a clear overview of the data. **NO CODE** - Page layouts can be customized without coding, allowing administrators to efficiently create user-friendly interfaces. **Compact Layout** The **Compact Layout** provides a quick overview of essential fields for a record in various Salesforce environments, including: - **Salesforce mobile app** - **Lightning Experience** - **Outlook and Gmail integrations** **Key Features** - **System Default**: - Salesforce provides **default compact layouts** out of the box. - **Salesforce Mobile App**: - The fields configured in the **Compact Layout** are displayed on the landing page of a record in the Salesforce mobile app. Compact Layouts ensure that critical information is accessible at a glance, improving efficiency across devices and integrations. **System Default Compact Layout** - The **System Default Compact Layout** is a **system-generated** layout provided by Salesforce. - It is **read-only** and composed of a **predefined set of fields**. This layout ensures essential fields are displayed consistently across Salesforce environments without requiring manual configuration. **Compact Layout Assignment** - After creating a **custom compact layout**, it must be **marked as the primary** to set it as the **default layout** for the object. This step ensures that the custom compact layout is used for displaying key fields in places like the Salesforce mobile app, Lightning Experience, and other integrations. Correct! Compact layouts in Salesforce allow you to control which fields are displayed in the record highlight panel, but they do have some limitations. Specifically, they do **not** support: 1. **Rich Text Area**: This field type is used to store formatted text with styles, such as bold or italics, but it cannot be displayed in compact layouts. 2. **Multi-Select Picklist**: While regular picklist fields can be included, multi-select picklists (where users can select multiple values) are not supported in compact layouts. Let me know if you need further details on compact layouts or how to work with them! The **Compact Layout** does control the fields displayed in the **Highlights Panel** of the **Expanded Lookup Card** in Salesforce. When you hover over a lookup field in Salesforce, the **Expanded Lookup Card** shows a quick preview of the related record\'s information. The fields displayed in this card are governed by the compact layout assigned to the object. So, when you modify the compact layout for an object, it will influence the fields shown in the expanded lookup card when you hover over a lookup field. **List View Definition** - **Filters**: Filters are used to display only the object records that meet a specific set of criteria in a single view. - **Example**: Sales reps can create a list view to display all open opportunities, showing relevant fields such as revenue, stage, and owner. This helps them quickly access the deals they need to work on. - **Fields Displayed**: The fields shown in the list view, along with their order, can be selected. List views can be personalized based on individual user preferences. - **Example**: A support manager may create a list view of \"All Cases\" owned by the Support Queue, with fields like case severity, created date, subject, and support type displayed. This allows them to easily assign cases based on these key criteria. This allows users to customize their list views to meet specific business needs and streamline their workflows. **Record and Field Visibility in a List View** - **Record Visibility**: Only records that a user has visibility to are displayed in the list view. This includes records that the user either owns or has been granted access to through sharing settings. For example, a sales rep will only see opportunities that they own or those shared with them according to the organization\'s access settings. - **Field Visibility**: The fields shown in a list view depend on the user\'s field-level security settings. Users will only see the fields they have been granted access to, based on their profile and any permissions related to that field. For example, if a field is hidden from a user\'s profile or restricted by field-level security, it will not appear in the list view for that user. Records and fields displayed in a list view are therefore dependent on both the user\'s access to the records and the field-level security settings for the fields being displayed. **List View Features** - **Pinned List View**: The default list view can be accessed via the Pinned List View, which allows quick access to your most frequently used list views. - **List View Search Bar**: The search bar enables users to perform a keyword search within the current list view, making it easy to find specific records. - **Charts**: Users can add charts to a list view, such as vertical bar charts, horizontal bar charts, or donut charts, to visualize the data directly in the list view interface. - **Show Charts**: Displays the data for an object as a chart, providing a visual summary of the records in the list view. - **Kanban View**: A list view can be toggled to a Kanban view, which displays the records as cards arranged in columns, providing an interactive and visual way to manage records. - **Inline Editing**: Allows users to edit record details directly from the list view without having to open individual records. This feature is known as inline editing. - **Import Button**: Provides access to the Import Wizard, which allows users to import data directly from the List View interface. - **List Email Button**: Enables users to send emails to individual leads, contacts, or campaigns directly from the list view, facilitating communication with multiple records at once. - **Filters**: The Filter Button allows users to apply multiple filters to refine and focus the list, enabling users to work with more precise data. These features help streamline user interaction with Salesforce records, improving productivity and simplifying data management. **List View Features - Example: My Accounts** Here's a breakdown of the components you'll typically find in a list view, such as \"My Accounts\": - **Pin/Unpin List View**: This button allows users to pin or unpin a list view. When pinned, the list view remains easily accessible, even when navigating between different pages in Salesforce. - **Select List View**: This dropdown lets users choose from a list of available views. It allows users to quickly switch between different views, such as \"My Accounts\" or \"All Accounts,\" depending on their needs. - **Can Be Clicked to Sort Column**: The column headers in the list view can be clicked to sort the records by that specific field. For example, clicking the \"Account Name\" column header will sort the accounts alphabetically. - **Filter Button**: This button allows users to apply filters to narrow down the displayed records. Filters can be used to refine the data based on specific criteria, such as \"Open Accounts\" or \"Accounts with High Revenue.\" - **Show Charts**: The \"Show Charts\" option enables users to visualize the list data as a chart, providing insights into the records\' distribution in a more visual format. - **Switch to Kanban or Split View**: This feature allows users to toggle between different views, such as Kanban (cards in columns) or Split View (a side-by-side view of records and record details). This makes it easier to manage and interact with records in various ways. These components work together to enhance the user experience, allowing users to easily manage and visualize their records in Salesforce. **List View Features** The List View in Salesforce comes with several useful features that enhance usability and streamline processes: - **Inline Editing**: This feature allows users to edit record details directly from the list view. Users can click on fields to make changes without opening individual record pages, making it easier to update multiple records quickly. - **Quick Action Buttons**: The List View includes quick action buttons that enable users to perform common tasks (such as creating a new record or sending an email) directly from the list view interface. - **List View Search Bar (Lightning Only)**: The search bar enables users to search for specific records within the list view. This functionality is available in Salesforce Lightning Experience only. - **Create New List View and Settings Buttons**: These buttons allow users to create new list views and customize the settings of their current list view, making it easier to organize and filter data according to personal or team needs. - **Refresh**: The refresh button allows users to update the list view, ensuring the data displayed is current. These features enhance the user experience by providing powerful tools for editing, organizing, and viewing records all within the list view interface. **Custom Actions on Recently Viewed List** Custom actions, along with most standard actions, can be added to the **List View Search Layout** to appear on the **Recently Viewed** list view. This allows users to quickly access and perform actions directly from the Recently Viewed list, such as: - **Standard Actions**: Actions like \"Edit,\" \"Delete,\" or \"View\" can be made available to users for easy access to frequently used tasks. - **Custom Actions**: Organizations can create custom actions specific to their business processes, such as custom buttons or links to trigger workflows, process builder actions, or external integrations. By adding these actions to the Recently Viewed list, users can save time by performing tasks without having to open individual records, thus streamlining their workflow. This customization increases productivity and enhances user experience when interacting with recently viewed records. **Steps to Create a Custom List View** 1. **Select the List View Sharing**: Choose who can see the list view. You can set the list view to be visible only to you, to specific users, or to all users in the organization. This ensures the appropriate level of access. 2. **Use Sharing Settings to Adjust Visibility (if required)**: Modify the visibility settings of the list view to make sure it\'s accessible to the intended users, based on roles, permissions, and groups. 3. **Add List View Filters**: Apply filters to define the criteria for records that will be displayed in the list view. Filters help narrow down the list to show only relevant data based on your needs (e.g., open opportunities, active cases, etc.). 4. **Select the Fields to Display**: Choose which fields you want to show in the list view. You can customize the order of the fields and select only the most relevant ones to display for your users. 5. **Optionally Create a List View Chart**: If you want to visualize the data, you can create a chart (e.g., bar, donut, or line chart) to represent the list view data in a graphical format, providing better insights into the records. 6. **Create and Name a New List View, or Clone an Existing List View**: You can either create a brand-new list view with your custom settings or clone an existing list view and modify it to fit your needs. By following these steps, you can easily create a custom list view that fits your business needs and improves the efficiency of working with Salesforce records. **List View Sharing Options** When you create a custom list view in Salesforce, you have three options for controlling who can view the list: 1. **Only for the User Who Created the View**: This option restricts access to the list view, allowing only the user who created it to see and use the list view. It\'s useful for personal or private views. 2. **All Users (Including Partner and Customer Portal Users)**: This option makes the list view accessible to all users in the organization, including those with access through partner or customer portals. This is suitable for company-wide views that need to be available to everyone. 3. **Shared with a Group of Users**: This option allows you to share the list view with specific users or groups, such as a particular role, team, or public group. It\'s useful for targeting the list view to relevant groups or teams while keeping it restricted from others. These sharing options help control the visibility of custom list views based on organizational needs, ensuring that only the right people have access to specific records. **List View Sharing** - **Public List View**: A public list view can be accessed by all users within the organization. These views are useful when you want to share a particular set of records with everyone in the company, ensuring that they can all access the same data. - **Permission Needed**: While public list views are typically created by Salesforce Administrators, other users can also be given permission to create public list views. To do so, users need the **Manage Public List Views** permission. This allows users to create and modify public list views that are accessible to everyone in the organization. - **View Roles and Role Hierarchy**: Only users who have the **View Roles and Role Hierarchy** permission can view or select roles from your organization's list when editing the visibility of public list views. This ensures that only authorized users can adjust who has access to public list views based on roles and hierarchies. By managing list view permissions carefully, you can control who can create, edit, and view public list views, ensuring proper visibility and access in your Salesforce instance. **List View Filters** Filters are essential for customizing list views to display only the records that meet specific criteria. Here's a breakdown of how filters work: - **Filters**: These are used to return records that match defined criteria. For example, you could filter records by field values such as \"Opportunity Stage,\" \"Account Type,\" or \"Created Date\" to focus on only relevant records for your task. - **Filter by Owner**: In addition to filtering by standard fields, you can filter records by the **Owner** field. This helps to display records assigned to a specific user or group, such as opportunities owned by a particular sales rep or cases assigned to a specific support agent. - **Filter Logic**: Filter logic can be applied to create more complex filtering criteria. This allows you to combine multiple filters using logical operators (AND, OR) to refine the records displayed. For instance, you can create a filter that shows records where \"Opportunity Stage is \'Closed Won\' AND Owner is \'John Doe\'.\" Using filters and filter logic gives users the flexibility to focus on specific subsets of records, making data management and analysis more efficient. List View Filters 1. **Adding Filters**: - You can add filters using dropdown menus or fields where you define the criteria (e.g., \"Account Type equals \'Customer\'\" or \"Opportunity Stage equals \'Closed Won\'\"). - Multiple filters can be added to narrow down the results. For example, you could filter opportunities by stage and then further filter by owner. 2. **Using Filter Logic**: - After adding multiple filters, you can define filter logic to control how the filters interact. Filter logic allows for advanced criteria, such as using \"AND\" or \"OR\" to combine multiple filters. - For example, you can create a filter logic that combines \"Opportunity Stage equals \'Closed Won\'\" and \"Owner equals \'John Doe\'\" with an \"AND\" operator to only show opportunities that meet both conditions. This setup helps you customize the list view and display only the records you need, improving productivity and focus. If you want further help with specific filter logic examples, feel free to ask! **Select Fields to Display** When creating or customizing a list view in Salesforce, you have the ability to select and rearrange the fields that will be shown in the list. Here are the key points: - **Field Order Can Be Changed and Rearranged**: You can change the order of the fields displayed in the list view by dragging them into your desired arrangement. This allows you to prioritize the most relevant information. - **Up to 15 Fields to Display**: You can select up to **15 different fields** to be displayed in a list view. This provides flexibility in showing only the fields that are most important for your workflow. - **Fields Can Be Selected After Creating a List View**: Once you\'ve created the list view, you can still adjust the fields displayed by modifying the list view settings. This means you don\'t need to finalize your field selections upfront --- you can make changes as needed. These customization options allow users to tailor the list view to suit their needs, displaying only the relevant fields in the most effective order. **Creating a New Custom List View** A user or administrator can create a new custom list view in Salesforce by following these steps: 1. **Select Fields to Display**: Choose which fields you want to display in the list view. You can select up to 15 fields and arrange them in the order that makes the most sense for your needs. This allows you to tailor the view to focus on the most relevant information. 2. **Apply Filters**: Use filters to narrow down the records that appear in the list view. Filters help refine the data displayed, such as by record type, status, date range, or owner. You can also use filter logic to combine multiple criteria for more precise results. 3. **Share the List View**: After creating the custom list view, you can choose who has access to it. You can share it with specific users, groups, or make it available to all users in the organization. You also have the option to make the list view private (only accessible by the creator) or public (accessible to others). By using these controls, users and administrators can create tailored list views that display relevant data, making it easier to access and manage records in Salesforce. **List View Search Bar** The **List View Search Bar** allows users to search for specific records within a list view. Here are the key features: - **Search for Records**: Users can type keywords or values into the search bar to quickly find records within the current list view. This functionality makes it easier to locate specific data without manually scrolling through the list. - **Tooltip for Non-Searchable Fields**: When using the search bar, a tooltip may appear to indicate which fields are **not searchable**. This helps manage expectations, as only certain fields in the list view are searchable, based on the list view configuration and field properties. By using the search bar, users can enhance their ability to find relevant records more efficiently, especially in large data sets or complex lists. **Pinned List** - **Pinned Lists**: Pinned lists allow users to set a specific list view as their default, making it easily accessible whenever they navigate to that object. This feature is useful for users who frequently use a particular list and want to avoid selecting it each time. - **Default Pinned List**: The default pinned list for all objects is typically **Recently Viewed**. This means that, by default, the \"Recently Viewed\" list will be displayed as the default list view when users access an object, but users can pin another list view to make it their new default if desired. Pinned lists help streamline navigation by allowing quick access to frequently used or important lists without needing to manually select them every time. **Pinned List** - **Pin Any View**: Users can pin any list view to make it the new default for that object. Once pinned, that list view will be displayed automatically whenever the user accesses the object, saving time by eliminating the need to select the view each time. This feature allows for greater flexibility, enabling users to quickly set up their Salesforce environment to match their daily workflow and focus on the most important data. Whether it's a custom list view or a standard one, pinning it as the default provides easy and consistent access. **Split View** - **Switch to Split View**: Users can switch the list view display to **Split View** for a more efficient way of working with multiple records simultaneously. In this view, users can see the list of records on one side and the details of a selected record on the other side, all within the same page. - **Efficient Workflow**: Split view allows users to seamlessly navigate between records without having to leave the list view page. This is particularly helpful for users who need to view or edit multiple records in quick succession, as they can stay within the same interface. - **Mass Actions**: Users can perform applicable mass actions (such as updating or deleting records) on the records listed in the split view, making it easier to manage multiple records at once. - **Availability**: Split view is available in **Console Apps** and **Standard Navigation** in Salesforce, offering flexibility in how users can access and interact with their data. This feature enhances productivity by reducing the need to switch between pages, allowing users to view and update records in a more streamlined and efficient manner. **System Validation Rules** System validation rules are built into Salesforce to ensure data integrity and consistency. They are automatically enforced by the platform and help maintain accurate and reliable data. Key aspects of system validation rules include: 1. **Data Type**: Salesforce ensures that the data entered into a field matches the expected data type. For example, it checks that: - Email fields contain valid email addresses. - Phone fields are formatted correctly. - Currency and number fields contain only appropriate numeric values. 2. **Field Length**: Salesforce validates the length of fields for certain types of data, such as text, currency, and number fields. For instance, if a text field is set to have a maximum of 50 characters, entering more than that will trigger a validation error. 3. **Triggered on Save**: System validation rules are enforced immediately when a record is saved, ensuring that the data is correct before it is stored. This validation happens **prior to** workflows or process builders running, ensuring that only valid data is used for any subsequent automation or business logic. These built-in validation rules help ensure that the data entered into Salesforce is accurate and consistent, preventing incorrect or incomplete information from being saved. **System Validation Rules - Default Values** Certain field types in Salesforce can have a **default value** set. When a user creates a new record, these fields will automatically be populated with the default value, unless the user specifies a different value. This can help speed up data entry and ensure consistency. The field types that can have default values set include: 1. **Checkbox**: A default value of either \"True\" or \"False\" can be set for checkbox fields. 2. **Currency**: A default monetary value can be pre-set for currency fields. 3. **Date**: A specific date can be set as the default for date fields. 4. **Date/Time**: A default date and time value can be specified for date/time fields. 5. **Email**: A default email address can be set for email fields. 6. **Number**: A default number can be set for number fields. 7. **Percent**: A default percentage value can be defined for percent fields. 8. **Phone**: A default phone number can be specified for phone fields. 9. **Picklist**: A default picklist option can be set to pre-select a value when a record is created. 10. **Text**: A default text value can be set for text fields. 11. **TextArea**: A default multi-line text value can be pre-filled in a text area field. 12. **URL**: A default URL can be set for URL fields. By setting default values for these fields, users can streamline their record creation process and reduce the chance of errors or omissions in data entry. However, Salesforce also allows users to override these default values when necessary. **Custom Fields** 1. **Case Sensitive**: - **Text fields** in Salesforce can be configured to be case-sensitive, meaning values like **\'abc\'** and **\'ABC\'** will be treated as different entries. This is useful when you need to distinguish between similar entries that might only differ in letter casing. 2. **Time Fields**: - **Time fields** can be used to track time-specific data that is not tied to a particular date. For example, this can be helpful for managing things like preferred contact hours, work shifts, or time-based events that don\'t require a full date. It is beneficial in time management, event planning, and project management contexts. 3. **Default Value**: - Certain field types in Salesforce can have a **default value** set, allowing them to auto-fill when a new record is created. The field types that support default values include: - **Checkbox** - **Currency** - **Date** - **Date/Time** - **Email** - **Number** - **Percent** - **Phone** - **Picklist** - **Text** - **TextArea** - **URL** - Default values help streamline data entry by pre-populating fields with commonly used or required information. These features provide greater customization and control over how data is entered and managed in Salesforce, ensuring that it meets specific business requirements. **Types of Standard Validations in Salesforce** Salesforce provides several built-in standard validation features to ensure data integrity and consistency. Below are the key validation types available: 1. **Data Type Validation**: - Ensures that the correct data type is entered in a field. For example: - A **Number** field only accepts numeric values. - A **Phone** field accepts a valid phone number format. - An **Email** field requires a valid email format (e.g., ). 2. **Required Fields**: - Enforces that a field cannot be left empty. When this validation is applied, users must enter a value in the field before saving the record. - This ensures that essential data is always collected. 3. **Unique Fields**: - Ensures that the value entered in a specific field is unique across all records. This prevents duplicate entries in fields like **Text**, **Number**, or **Email**. - **Unique Text fields** can be configured to be either **case-sensitive** or **case-insensitive**, depending on your organization\'s needs: - **Case-sensitive**: Differentiates between \"ABC\" and \"abc.\" - **Case-insensitive**: Treats \"ABC\" and \"abc\" as the same value. These standard validations help maintain clean, accurate, and reliable data in Salesforce, reducing errors and ensuring that records are properly entered and updated. **Defined Length for Field** When a **text** or **number** field has a **length defined** in Salesforce, it means that there is a limit to the number of characters or digits that can be entered into the field. - For **text fields**, this applies to both **Text** and **Text Area** field types. The user cannot type more characters than the maximum defined length for that field. - For **number fields**, the defined length ensures that the user cannot enter more digits than the allowed number of characters for that specific field. This is especially important for fields like **Phone** or **Currency**, where field length must be consistent. For example, if a **Phone** field is set with a defined length of 15 characters, the user will not be able to type more than 15 digits into that field, preventing data entry errors. This feature helps maintain data consistency and prevents invalid entries that could impact processes or reporting. **Errors from System Validation Rules** System validation rules in Salesforce are designed to ensure data integrity and prevent invalid data from being saved. When a user attempts to save a record that violates a system validation rule, an **error message** is displayed. These error messages serve two key purposes: 1. **Describing the Cause of the Error**: The message will specify what caused the error, such as: - **Incorrect data type**: \"Please enter a valid email address.\" - **Required field missing**: \"The \'Phone Number\' field cannot be empty.\" - **Exceeded field length**: \"The value entered is too long for this field.\" 2. **Providing Information to Resolve the Issue**: Many error messages will offer guidance on how to correct the issue so the record can be saved. For example: - If a **required field** is empty, the error message may prompt the user to \"Please enter a value in the \'Account Name\' field.\" - If the **data type** is incorrect (such as entering text in a number field), the message may suggest \"Please enter a numeric value.\" These error messages help users understand what went wrong and how they can fix the issue before attempting to save the record again, ensuring that only valid data is entered into Salesforce. **Options for Marking Fields in Salesforce** Salesforce provides several options for marking fields to ensure data integrity and enforce business rules. The two main options for marking fields are: 1. **Required Fields**: - Fields can be marked as **required**, meaning that they must be filled out when a record is created or edited. - **Behavior**: If a user tries to save a record without filling in a required field, an error message will appear, and the record will not be saved until the field is populated. - **Use Cases**: This is useful for ensuring that essential information, such as contact details or account names, is always entered into Salesforce, regardless of whether the data is entered manually by a user or loaded through a data import tool. 2. **Unique Fields**: - Fields can be marked as **unique**, ensuring that no duplicate values exist across records for that field. - **Behavior**: When a field is set as unique, Salesforce will prevent a user from entering the same value in that field in multiple records. For example, an email address or account number should be unique across records. - **Use Cases**: This is helpful for fields like **Email**, **Username**, **Account Number**, or other identifiers where duplicate entries could lead to errors or confusion. These options help ensure that the data entered into Salesforce remains consistent, accurate, and adheres to your business rules. **Implications of Required Fields** Making a field **required** in Salesforce has several important implications: 1. **Error on Saving**: - A record cannot be saved without providing a value for a required field. This applies not only to records created or updated by users via the user interface, but also to those created or updated using **Data Import Tools** or any automated processes (e.g., APIs, workflows, or process builders). - If a required field is left blank, an error message will appear, and the record will not be saved until the field is filled in. 2. **Available on Page Layout**: - Once a field is marked as required, it will be automatically added to all **page layouts** for that object. - This ensures that the field is visible and needs to be filled out when users interact with the object. The required field **cannot** be removed from the page layout, ensuring that it is always visible and validated. 3. **Limitation**: - Not all field types can be made required. For example, fields like **Text Area (Long)** cannot be marked as required, as this could lead to challenges in ensuring users provide a value in such long-form fields. - Some other complex field types may also not support being required. By making a field required, you enforce that specific data must be entered for a record to be saved, ensuring critical information is always captured. However, it's important to consider the field type limitations and the impact on user experience when making fields required. **Error Message and Required Fields** When a field is marked as **required** in Salesforce, the following happens: 1. **Error Message Display**: - If a user attempts to save a record without filling in a required field, an **error message** will appear at the top of the page, indicating which required field(s) are missing. - The error message will prevent the record from being saved until all required fields are properly filled in. 2. **Asterisks (\*)**: - Required fields are visually marked with an **asterisk** (\*) next to the field label. This is a visual cue to inform users that they must provide a value for that field before saving the record. - This makes it clear to users which fields need to be completed. These features ensure that users are aware of and fill out all necessary fields, improving data quality and completeness in Salesforce. **Implications of Unique Fields** When a field is marked as **unique** in Salesforce, several key implications apply: 1. **Prevent Duplicates**: - A **unique** field ensures that duplicate values cannot be entered across all records of the object. For example, if an **Email** field is set to be unique, no two records can have the same email address. This helps maintain data integrity by ensuring that values are distinct and do not conflict with other records. 2. **Limitation**: - Not all field types can be marked as unique. Only certain field types, such as: - **Text** fields - **Email** fields - **Number** fields - Other field types, like **Picklist**, **Date**, or **Currency**, do not support being set as unique. 3. **Case Sensitive**: - For **text fields**, you can set the uniqueness to be **case-sensitive** or **case-insensitive**. - **Case-sensitive**: Differentiates between values like **\"ABC\"** and **\"abc\"**. These would be treated as distinct entries. - **Case-insensitive**: Treats **\"ABC\"** and **\"abc\"** as the same value, thus preventing duplicate entries regardless of letter casing. These features ensure that your Salesforce records remain unique and free from duplication in key fields, such as email addresses or user IDs, while also providing flexibility in how case sensitivity is handled for text-based fields. **Error for Duplicate Entry** When a field is marked as **unique** in Salesforce, and an attempt is made to enter a value that already exists for that field in another record, the following occurs: 1. **Validation Rule Fires an Error**: - If a user tries to create or update a record with a value in the unique field that already exists in another record, Salesforce will trigger a validation rule that prevents the record from being saved. - The error message will indicate that the value already exists, preventing duplicate records from being created. 2. **Error Message**: - The error message displayed will inform the user that the value for the unique field is already in use. For example: - \"The email address you entered is already associated with another record.\" - This ensures that users cannot unintentionally create duplicate entries, helping maintain the integrity of the data. The **unique** constraint works to enforce data consistency and avoid duplication across records for fields like **Email**, **Account Number**, and other critical identifiers. If a duplicate is attempted, users will be required to enter a different, unique value before saving the record. **Custom Validation Rules** Custom validation rules in Salesforce are user-defined rules that allow administrators to enforce specific data integrity checks when a record is being created or updated. These rules ensure that the data entered into Salesforce meets business requirements before it is saved. Here's an overview of how **Custom Validation Rules** work: 1. **Order of Execution**: - Custom validation rules are **enforced prior to any other processing rules** (such as workflows, process builders, or triggers). - This means that if the validation rule condition returns true (indicating an invalid data entry), the record will not be saved, and no further actions (e.g., workflows or triggers) will occur until the error is addressed. 2. **Creation**: - Custom validation rules are defined using a **formula** or **expression**. The formula evaluates the data entered in the record and returns either: - **True**: The validation rule condition is met (the data is invalid), and the **defined error message** is displayed. - **False**: The data is valid, and the record can be saved without issues. - The error message specified in the validation rule is shown to the user when the rule returns **true**, preventing them from saving the record until the error is corrected. **Example Use Case**: A validation rule could be set to prevent users from saving a record where the \"Close Date\" of an opportunity is earlier than today\'s date, ensuring that users don\'t create opportunities with invalid or unrealistic dates. Custom validation rules are highly flexible and can be tailored to meet any business-specific data validation needs. **Custom Validation Rule Considerations** When creating custom validation rules in Salesforce, it\'s important to consider the following factors to ensure they function as intended: 1. **Enforcement**: - Validation rules apply to both **new** and **existing records**. This means that if a user updates an existing record and the update triggers the validation rule, the rule will still be enforced. - Importantly, validation rules are enforced **regardless of whether the fields referenced in the rule are displayed on the page layout**. Even if a field is hidden on the page layout or accessed via an API call, the validation rule will still be applied when the record is saved. 2. **Error Message**: - The **error message** associated with the validation rule can be displayed in two main ways: - **At the top of the page**: The error message appears at the top of the page, informing the user that the validation rule has been triggered. - **Next to the field**: The error message can be displayed next to the specific field that failed the validation, making it easier for the user to identify and correct the issue. The error message should be clear and informative, helping users understand what went wrong and how they can fix it. By considering these factors when setting up custom validation rules, you can create more effective rules that help maintain data quality and guide users in data entry, preventing errors before they occur. **Custom Validation Rule Considerations for Data Import** 1. **Applies on Data Import**: - When validation rules are configured for an object, they are also applied during **data imports**. This means that records imported through tools like the **Data Import Wizard** or **Data Loader** will be validated just as if they were manually entered via the user interface. - If the imported data violates any validation rule (based on the criteria set in the error condition formula), the import will fail, and the record will not be saved. - This ensures that data integrity is maintained even when records are brought into Salesforce via bulk import methods. 2. **REGEX (Regular Expression)**: - Validation rules can utilize **REGEX** (Regular Expression) to enforce specific input formats. The **REGEX formula function** allows you to define patterns that the input data must match. - For example, you can use REGEX to ensure that email addresses follow the proper format (user\@example.com), phone numbers are in the correct format, or any text field adheres to a custom pattern (such as having a certain number of characters or a mix of letters and numbers). - **REGEX** is a powerful tool for ensuring that data entered (whether manually or via import) meets strict formatting requirements, helping to prevent errors and ensuring data consistency across records. These considerations ensure that validation rules not only enforce quality during manual data entry but also maintain consistency during bulk data imports, keeping your Salesforce data accurate and well-structured. To prevent changes to the **Account ID** custom field on an Account record, you can create a custom validation rule on the **Account** object. This rule would enforce that once the field is populated, no changes can be made to it. **Example Validation Rule:** 1. **Objective**: Prevent changes to the **Account ID** custom field once it\'s populated. 2. **Formula**: The formula will check if the field value has been changed after it was originally populated. You can use the ISCHANGED() function in combination with the ISBLANK() function to prevent modifications. Here is an example formula for the validation rule: AND( ISCHANGED(Account\_ID\_\_c), // Checks if the field is being changed NOT(ISBLANK(Account\_ID\_\_c)) // Ensures the field is not blank (i.e., it\'s already populated) ) 3. **Error Message**: You can specify a user-friendly error message that will be shown if the validation rule is triggered. For example: \"Account ID cannot be modified once it has been set.\" 4. **Error Location**: You can configure where the error message will appear: - **Top of the page**: This shows the message at the top of the record page. - **Field-level**: This shows the message next to the **Account ID** field. **Explanation:** - **ISCHANGED(Account\_ID\_\_c)**: This checks if the **Account ID** field has been changed during the current edit. - **NOT(ISBLANK(Account\_ID\_\_c))**: This ensures that the field has already been populated with a value (i.e., it's not blank) before trying to change it. - If both conditions are true, the validation rule will fire, preventing the record from being saved and displaying the error message. **Outcome:** Once the **Account ID** field has been populated for an Account record, any attempt to edit or modify the **Account ID** field will result in a validation error, and the record will not be saved unless the change is addressed. **Parts of a Custom Validation Rule** A custom validation rule consists of two main components: 1. **Error Condition Formula**: - This is the formula that evaluates the condition to check whether the rule should fire (i.e., whether the data violates the rule). The formula returns either TRUE or FALSE: - If it returns **TRUE**, the rule is triggered, and the error message is displayed. - If it returns **FALSE**, the record is saved without any error. 2. **Error Message**: - This is the message displayed to the user when the validation rule is triggered. The error message informs the user about what needs to be corrected. It can be shown at the **top of the page** or **next to the field** that caused the error. **Example Validation Rule: Prevent Changes to Custom Account ID** To prevent changes to the **Account ID** field after it has been initially populated, here's how the validation rule is structured: **1. Error Condition Formula:** This formula checks if the **Account ID** field is being modified and if it already has a value. AND( ISCHANGED(Account\_ID\_\_c), // Check if the Account ID field is being changed NOT(ISBLANK(Account\_ID\_\_c)) // Ensure the field has already been populated (not blank) ) - **ISCHANGED(Account\_ID\_\_c)**: This function checks if the value in the **Account ID** field has been changed during the current transaction. - **NOT(ISBLANK(Account\_ID\_\_c))**: This ensures that the **Account ID** field is not blank, meaning it was populated initially before attempting any changes. **2. Error Message:** If the validation rule condition returns **TRUE**, this error message will be displayed to the user: **\"Account ID cannot be modified once it has been set.\"** This error message will appear either at the **top of the page** or next to the **Account ID** field, depending on your configuration. **How it Works:** - When a user tries to edit a record where the **Account ID** field has already been populated, and they attempt to change the **Account ID**, the validation rule fires. - The **Error Condition Formula** evaluates to **TRUE**, and the **error message** is displayed, preventing the record from being saved. This ensures that once the **Account ID** is set for a record, it cannot be modified, maintaining the integrity of the data. When the **validation rule** is applied to prevent changes to the **Account ID** field value, it works as follows: **Scenario:** - A user attempts to **edit** an existing **Account ID** field that has already been populated on an Account record. - The **validation rule** checks if the **Account ID** is being changed and if it already has a value. **Action:** 1. **User Attempts to Modify the Account ID**: - The user tries to edit the **Account ID** field after it has been populated. 2. **Validation Rule Triggered**: - The **validation rule formula** (AND(ISCHANGED(Account\_ID\_\_c), NOT(ISBLANK(Account\_ID\_\_c)))) evaluates to **TRUE** because the **Account ID** field is being changed and is not blank. 3. **Error Message Displayed**: - The **error message** \"Account ID cannot be modified once it has been set.\" appears, either at the **top of the page** or **next to the Account ID field** (depending on the configuration). 4. **Record is Not Saved**: - The record **cannot be saved** because the validation rule has blocked the save action due to the violation (modifying a populated Account ID field). **Visual Example:** - The error message appears like this: **Error Message (Displayed on the page)**: *\"Account ID cannot be modified once it has been set.\"* - This prevents any changes to the **Account ID** field value, and the record remains **unsaved** until the user addresses the error (in this case, refrains from changing the Account ID field). **Summary:** This **validation rule** enforces that once the **Account ID** field is populated, it cannot be modified, ensuring data integrity and preventing users from making accidental changes to this important field. **Best Practices for Writing Validation Rule Error Messages** Writing clear and user-friendly validation error messages is crucial for ensuring a smooth user experience in Salesforce. The following best practices can help ensure that error messages are effective: 1. **Be Specific and Descriptive**: - Error messages should **clearly explain** what caused the validation failure. This helps users quickly identify and fix the issue. - Avoid using vague or generic messages like \"Error occurred\" or \"Invalid input.\" Instead, specify the exact problem, such as: - \"The Account ID field cannot be modified once set.\" - \"The email address must follow the format.\" 2. **Use Plain Language**: - Use **simple, clear language** that all users can easily understand. Avoid technical jargon or complex terms that might confuse non-technical users. - For example, instead of saying \"Data format mismatch,\" say \"Please enter a valid date (MM/DD/YYYY).\" 3. **Provide Examples**: - When the validation rule requires data in a specific format or value, it's helpful to provide examples to guide users in the correct input. - For instance: - \"Please enter a valid phone number, e.g., (123) 456-7890.\" - \"Enter the discount percentage between 0 and 100 (e.g., 15%).\" - This helps users understand exactly what's expected and prevents frustration. 4. **Offer Actionable Feedback**: - Error messages should not only explain what went wrong but also guide the user on how to correct the issue. Offering actionable feedback helps users take the right steps without additional support. - For example: - \"The email address is required. Please enter a valid email address.\" - \"Account Name is required. Please fill in the missing field.\" **Example of Good Error Message:** - **Specific & Descriptive**: \"The close date cannot be in the past. Please choose a future date.\" - **Plain Language**: \"Your email address should be in the format \'\'.\" - **Example Provided**: \"Enter a phone number in the format (XXX) XXX-XXXX.\" - **Actionable Feedback**: \"Please provide a value in the \'Opportunity Stage\' field to proceed.\" By following these best practices, you can ensure that your error messages help users resolve issues quickly and efficiently, enhancing their overall experience with Salesforce. **Best Practices for Writing Validation Rule Error Messages** Effective validation error messages enhance the user experience by making it easier for users to understand and correct issues. Here are additional best practices to keep in mind when writing validation rule error messages: 1. **Be Concise**: - **Error messages should be short and clear**. Long and overly detailed messages can overwhelm users. Focus on providing essential information in a simple, easy-to-understand format. - For example: - **Too long**: \"The Account Name field must be filled out because it is a critical field that is required for the proper creation of the account and processing of the record.\" - **Concise**: \"Account Name is required.\" 2. **Consider Localization**: - If your Salesforce org supports multiple languages, ensure that your error messages are **translated accurately** and are **culturally appropriate** for each language. - This includes not only translating the text but also adapting the message to suit the cultural context of the target users. For example, some phrases or formats may need to be adjusted to meet local expectations. 3. **Use Friendly Language**: - **Tone matters**: Use a **friendly, polite tone** in your error messages. A warm and positive message helps users feel less frustrated when an error occurs. - For example, instead of saying: - \"Invalid input. You have entered incorrect data.\" - Say something like: - \"Oops! That doesn\'t look quite right. Please enter a valid email address.\" 4. **Test Thoroughly**: - **Test your error messages** to ensure they work as expected. Make sure they trigger under the correct conditions, provide clear guidance, and do not lead to confusion. - Testing is important not only for accuracy but also to verify that the error message is displayed at the right time (e.g., when the rule condition is met) and in the correct location (e.g., next to the field or at the top of the page). **Example of a Well-Written Error Message:** - **Concise**: \"Please enter a valid email address.\" - **Friendly Language**: \"Oops! That email doesn\'t look quite right. Try again.\" - **Localization Consideration**: If translated for users in France: \"Veuillez entrer une adresse e-mail valide.\" - **Tested Thoroughly**: Test the error by entering an incorrect email format (e.g., without \'@\') and ensuring the message appears as expected. By following these best practices, you can ensure that your error messages are clear, helpful, and user-friendly, contributing to a positive and effective user experience in Salesforce.