TOP 10 SALESFORCE SPRING ’22 RELEASE HIGHLIGHTS

The Salesforce Certification Exams have just switched over to Spring ’22. Aren’t we already moving into Summer ’22? That’s right. However, the exam cycles do have a shifted time frame. Salesforce learners need to be able to catch up. And here we go, if you are preparing for your Salesforce Certification Exam, make sure to familiarize yourself with the current release notes. Here are my TOP 10.

Author: Peggy Schael | Salesforce Trainer | WeLearnSalesforce

#1 Collaborative Forecast Setup Becomes More Effective

This makes so much sense. Salesforce is combining Forecast Settings and Forecast Types into one screen. You won’t find a separate menu item for Forecast Types anymore. And that’s not all.

The Forecast Settings include a few new features, such as the display of Quota-related information. You get two new columns by default, the “Gap to Quota” and the “Pipeline Coverage”.

Tip: Enable “Show quotas” in order to see the option to enable “Show gap to quota and pipeline coverage”.

#2 Display Historical Trending on Forecast Tab

You’ll love this one for sure! You may be familiar with Historical Trending which is used to track changes on records such as Forecast Items. Historical Trending is usually used in reports to analyze such changes. However, in regards to Forecast Items, you can now enable the display of upward or downward trends on the Forecast Tab. This may even make the creation of corresponding reports redundant. #admintimesaver 👏🏻

Tip: Historical Trending is not enabled by default. Make sure to enable it first. Once it’s ready you’ll receive an email. After which Forecast Users will find respective Display Options on the Forecast Tab to choose from.

#3 Selecting The Right Report Types Becomes So Much Easier

When creating a new report from scratch, the very first thing you need to choose is the Report Type. If you get it wrong, you’ll have to start all over. 🤯 Salesforce makes this easier by showing you Recently Used Report Types.

And the best part is you can now hide Report Types which should not be used at all. This feature was already available in Salesforce Classic, and finally found its way into Lightning Experience. What took them so long? 🤔

Tip: You need to enable this feature under Reports and Dashboards Settings by ticking the checkbox “Enable Recommended Report Types”

#4 Inline Editing in Reports Gets Even Better

Similar to List Views, inline editing can be a double-edged sword. On the one side, inline editing can be very practical allowing Users to make changes right from the Report without having to open the record. On the other side though, related information might get overseen and not updated. This is being improved now. Whenever you update one field on a record that is relevant to another field on the same record, this related field will be highlighted.

Note: This feature is still in Beta and may or may not become Generally Available.

Tip: If you haven’t already, enable “Inline Editing in Reports” in the Reports and Dashboards Settings.

#5 Personal Data Protection In An Online World Becomes Even More Important

You already have all these data security and access tools available to prevent unauthorized access to specific types of data. However, there’s been a gap around User Data such as Names, Addresses, Emails, etc., especially in Experience Cloud Site Users. They should not necessarily be able to see each other’s details. Therefore, make sure to enable “Enhanced Personal Information Management” in the User Management Settings.

Note: This replaces the “Hide Personal Information” feature, which you will need to disable again if you had it turned on.

#6 Sharing Rules Become More Sophisticated

In regards to data protection, you can now include or exclude specific records which are associated with High-Volume Community Users or System Users.

Tip: By default, the Sharing Rule automatically includes these records. If this is not desired, ensure to deselect the checkbox “Include records owned by users who can’t have an assigned role”.

#7 Smarter Manage Permission Set Group Assignments with Expiration Dates

Keeping an overview of who is assigned to what Permission Set or Permission Set Group is hard enough. Permission Set Groups even allow you to add expiration dates which is awesome. You can now not only see the list of Users with an expiry date, but you can now also search and filter Users.

Note: This feature is currently in Beta, and may or may not become Generally Available.

Tip: Enable “Permission Set & Permission Set Group Assignments with Expiration Dates” in the User Management Settings in order to assign and manage expirations.

#8 Identify Sloooooowwww Record Pages

Since the introduction of Lightning Experience, Users have been complaining about slow page loads. This impacts user adoption significantly and Salesforce has already made a number of improvements around this issue. The Lightning Usage App already includes a section around “Slowest Desktop Record Pages”. However, while you are building out Lightning Record Pages, you are now automatically prompted when the system recognized pages that could run more efficiently.

No tip, just keep an eye out. 😉

#9 Our Love For Flow Is Growing

Almost no other Salesforce development tool has seen so many improvements in such a short time as the Flow Builder does. We all know by now that Flow will become your go-to automation tool and Salesforce is making sure, you won’t have such a hard time. From all the new updates, here are my Top 3:

Auto-Layout becomes Generally Available

When you create a new Flow it is automatically set to Auto-Layout. However, if you prefer, you can switch it back to Freeform. I still personally prefer Freeform because I like to see all Elements and Resources in the panel on the left. #oldhabitsdiehard However, the Auto-Layout is just perfect for Flow Newbies or if you prefer a more guided approach.

Use Flow Trigger Explorer to see all Flows associated to a specific Object

One of the issues with having too many automation tools is that you don’t really know what automation is already in place for one particular Object.

The Flow Trigger Explorer has been put in place to take some of that guesswork out. Of course, it can only look at Flows, but for Record-Triggered Flows, it shows you if there are other Flows already in place for the same Object. Almost too good to be true, but it’s right there. 😉

No tip, just click on “Open Flow Trigger Explorer…”.

Determine Run Order of Record-Triggered Flows

How do you know which Flow runs first when you have multiple Flows for the same Object? Good question. Problem solved with the “Trigger Order” field which you can determine when you save a Flow. If the Flow was saved already, just go to the Flow Properties.

Note: The Flows must use the same trigger, either before-save or after-save.

And there’s heaps more. Make sure to check out the other Flow updates too.

#10 Convert Workflow Rules to Flow

A little warning first: Don’t try this one in a real Production Org, test this out in a Sandbox or Developer Org first! Plus, this is currently in Beta and may require fine-tuning. However, it’s certainly worth giving it a go.

It’s time we face it: Workflow Rules and Processes are going to be retired. While they will still be around for another (probably long) while, you won’t be able to create new ones anymore. You will only be able to edit existing ones. This means, you still need to know how Workflow Rules and Processes work. But, you will also need to learn more about Flow and how to migrate Workflow Rules and Processes to Flow Builder. Salesforce is starting to provide you with migration tools. Here’s one for Workflow Rules:

You will find a new Setup menu item “Migrate to Flow”. Select the Rules you wish to migrate and the system will do the work for you. Once the migration is completed, you will be able to test the functionality in Flow Builder. Voila!

There are so many more features to explore. Go check them out and remember you can earn points for learning all about them: Spring ’22 Release Highlights

Let us know in the comments which features you enjoy the most. We’d love to hear from you!

WHAT ELSE…

We make learning simple with our range of well-structured Salesforce Video Tutorials, downloadable Study Workbooks and realistic Practice Exams.

And if you are brand new to the world of Salesforce, make sure to sign up to our FREE 21-Day Salesforce Beginners Challenge.

Why You Should Set up a Regular Salesforce Data Backup

Did you know that Salesforce does not automatically create a backup of your Salesforce data? At least not in a way that would allow easy recovery. Any data loss or data corruption in a live Salesforce Org can have a devastating impact if you do not set up a comprehensive data backup and restore mechanism. In this article, we’ll discuss your options of manual and automated solutions.

Author: Peggy Schael | Salesforce Trainer | WeLearnSalesforce

Let me start by asking you this: Do you take photos of your family, friends, hobbies, travel or else? Would you be sad if you lost any of them? For my part, I’d be devastated. Therefore, I regularly create backups of any of my photos, whether I’m taking them with my phone or camera.

What does this have to do with Salesforce? A lot! Because the data stored in a live Salesforce Production Org is critical for customer relationship management, business success, legal compliance and so much more.

This means, if any sensitive or business-critical data is lost and not recoverable, it can have a devastating impact. This is particularly relevant when large amounts of data are impacted.

Data can get lost in many different ways. The most common reasons are:

  • Salesforce Users overwrite data
  • Salesforce Users delete records
  • Salesforce Administrator changes field types
  • Salesforce Administrator runs data imports

Any of the above can happen by accident or can be deliberate. As the Salesforce Administrator, you have many tools at hand to protect data access, data edits as well as data deletion. However, data loss or data corruption can still happen. In this article, we’ll discuss how you can manage data backups to recover and restore data when required.

Salesforce Data Backup Solutions

Did you know that Salesforce does not automatically create a backup of your Salesforce data? At least not in a way that would allow easy recovery. If you want Salesforce’s help with this process, you will need to install something first, and that’s Salesforce’s Backup and Restore service. It requires quite a few setup steps before it will backup your data and provides a recovery service. Plus, it comes at an additional fee.

Alternatively, you can find backup solutions on AppExchange with a range of highly respected Salesforce Partner Apps that work a charm. Yes, they do come at a cost too. Depending on your Salesforce org’s data capacity, restore process and of course budget, it’s worth checking out these apps. Just search for “backup”:

Source: appexchange.salesforce.com

Meanwhile, what can YOU do already?

While the automated solutions are great, you can already start with the more manual backup solutions Salesforce does provide you with out of the box, included at no additional cost. You can always extend with apps at a later point in time.

These out-of-the-box backup solutions include Report Exports, the Data Export service, and the Data Loader App/Dataloader.io. Let’s go through each to see how and when to use them.

Export Salesforce Data with Reports

Salesforce data is stored on records that belong to various Standard and Custom Objects, such as Accounts, Contacts, Leads, Opportunities, and so on. One of the easiest ways is to create reports for each of these Salesforce Objects and export them into a save place on your company’s server.

PROs: Simple way to create ad-hoc reports relevant for data clean-up processes, before data imports, whenever there’s a limited amount of records involved. Exports to .csv and .xlsx. Can be scheduled for export.

CONs: This is a manual process. You won’t be able to export the entire database. Cannot be used to restore, unless you do a manual re-import under specific considerations.

Export with Data Loader App / Dataloader.io

The Data Loader works similarly to reports in the way that you need to select specific types of records you want to export.

PROs: Automatically stores the export file in a pre-defined location. The export process can be automated using the command line. Exports to .csv, .xlsx and other.

CONs: Requires installation of Data Loader App locally as well as Java Runtime Environment (alternatively use Dataloader.io web service). You need to be familiar with all the above-mentioned tools and processes.

Salesforce Data Export Service

This one is managed right from within your Salesforce Setup menu, no need to install anything. You can choose between weekly or monthly exports (depends on Salesforce Edition). It’s the most comprehensive of the export tools:

PROs: Automatically exports either selected or all data. Can include images, documents, files etc. (Beware file size!)

CONs: Data is only prepared for export. Once the export data is ready, the system will send an email to the Administrator with a link to a .zip file. The zip file is stored within the Salesforce Setup from where it needs to be manually downloaded. And, the .zip file delete’s itself after 48 hours.

The Data Export is really easy to set up and if you can ensure that an Administrator will be around to take care of the .zip file within the 48-hour time frame, then this is certainly a great tool to use.

Final Thoughts

The out-of-the-box backup solutions do not provide out-of-the-box recovery methods. The recovery process is a rather manual process, including tools like the Recycle Bin and Data (Re)Imports. Depending on the volume of data/records involved, remember to take a look at Salesforce’s Backup and Restore service or solutions on the AppExchange.

All of the above is about Salesforce Data, not Metadata. Metadata are the containers that define the type and location of the data, not the data itself. This includes Field Types, Page Layouts, Reports, Validation Rules, and so on. Therefore, if you need a backup, or better a copy, of the Metadata, that’s what Sandboxes are for.

Salesforce Data Backup is part of our Salesforce Administrator Certification Course. Application Management including Sandboxes is covered in our Salesforce Platform App Builder and Salesforce Advanced Administrator Certification Courses.

Let me know in the comments how you manage data backups and which tool you prefer to use.

WHAT ELSE…

We make learning Salesforce simple with our range of well-structured Salesforce Video Tutorials, downloadable Study Workbooks and realistic Practice Exams. Available for Salesforce Administrator, Advanced Administrator, Platform App Builder and more.

All materials are in line with the official Salesforce Certification Exam Outline including regular release updates.

Before You Run Your Next Salesforce Data Import

Running Salesforce Data Imports to insert or update larger amounts of Salesforce records can be a real time-saver. OR NOT! It can also mess up your data seriously if the import is not prepared well. Which in turn, will cost you a lot of time instead, to fix it all over again. 🤯 In this article, I want to discuss how you can ensure your data imports run smoothly.

Author: Peggy Schael | Salesforce Trainer | WeLearnSalesforce

I’ve been going through the painful way of understanding how NOT to use the data import file. We had created a huge mess at the time and it took weeks to fix the whole thing. 🤯 Only because of one field we got wrong. Trust me, you don’t want this to happen to you.

Therefore, in this article, I want to discuss how you can ensure your data imports run smoothly. 🤓 We’ll look at the types of data import tools available to you and what steps you need to follow in order to prepare your import file in the right way.

Which Salesforce Data Import Tool Should You Use

First of all, it’s important to understand which tool you should choose for what type of data import,  data update, or even data deletion. While we will focus on data import in this article, I’ll give you a breakdown of the main data management tools every Salesforce Administrator should be familiar with.

These tools are Data Import Wizard and Data Loader:

Data Import Wizard

The Data Import Wizard comes right out of the box and is accessed through the Salesforce Setup interface. As the name reveals, the Data Import Wizard can only do imports/updates. It’s limited to the Standard Objects Accounts, Contacts, Leads, Solutions, and Campaign Members, but unlimited Custom Objects. You can choose to verify duplicates and choose whether or not you want to trigger workflow rules or processes.

Data Loader App / Dataloader.io

Then we have the Data Loader. It comes in two versions:

Version 1: The Data Loader App. This one is also available through the Setup, however needs to be downloaded and installed on your computer before you can use it. It looks a bit like a dinosaur but is still loved by so many Salesforce Admins because it’s the most versatile of the data management tools.

Version 2: The Dataloader.io website is the modern cloud-based alternative. It can be launched from the Setup menu too. It is a paid service, however can be used for free to manage up to 10,000 records of up to 10MB per file.

Both Data Loader versions support imports, updates, exports, and mass deletes for pretty much all of your Standard and Custom Objects. Using the command line you can even automate imports and exports, for example for regular data migrations from/with other systems. Both Data Loader versions also support saving field mappings which are super handy for those regular data imports. They do not support duplicate checks though and can’t turn off workflow rules/processes.

Here’s an overview of their main differences and when to use which data management tool and what else you need to consider:

As mentioned earlier, in this article we will further focus on data imports because they require the most careful preparation.

Differences Between Salesforce Data Import and Data Update

When you do an import, you need to differentiate between data import and data update. You can choose between the two or even combine the two actions in one upload.

Each Salesforce record is being associated with a unique record ID. This means, if you are doing a data import to create entirely new records, Salesforce will automatically generate a unique record ID for each new record.

However, if you are doing a data import to update existing records, you need to tell Salesforce which records need to be updated. Hence, you must reference the existing record IDs.

And this is the tricky part. If you don’t include the record ID in your data upload, Salesforce will create new records instead and you’ll end up with duplicates.

Now, where do you find the record IDs of the records you want to update? You’ve got three options:

  1. In the URL of the record.
  2. By including the ID field into the corresponding report.
  3. By including the ID field in the data export when using the Data Loader.

Each of these options will give you a different number of digits, either 15 or 18. How does this matter? This is relevant for things like V-lookups in an Excel spreadsheet. Excel does not care about upper or lower cases, hence some of the record IDs will appear as duplicates. Therefore, in case you need to use the data for V-lookup purposes, it’s safer to use the 18 digits.

By the way: The number of digits does not matter for the data upload process. It will work with either number.

What Does a Salesforce Data Import File Look Like

The data import file needs to match the structure of the Salesforce Object which contains the type of records you want to upload. The structure of any Salesforce Object is the structure of a table, like an Excel or CSV. Depending on the type of Object, you need to include the relevant rows and columns.

Data uploads must be done from a CSV file. In case you’ve got an Excel in front of you, make sure to convert it to CSV first.

Here’s an example of an import file related to the Account Object:

Apart from the record IDs we discussed earlier, there are a few other items you should be verifying before you run the import.

Don’t Miss These Steps When Preparing Your Salesforce Data Import File

Therefore, here’s a checklist for you of the most important items you need to verify before you start the import.

  • Verify whether there are any mandatory fields that may be missing, or other data validation rules you may have in place. Also, do all fields you want to import exist in Salesforce or do you need to create custom fields.
  • Clean up potential duplicates. Yes, the Data Import Wizard has duplicate options available however they may not necessarily work in 100% of the records. Therefore it’s always better to check upfront if feasible.
  • Verify picklist values. If a value in your CSV file does not match existing picklist values, it will still import but not actually add the value to the picklist. Picklist values can be enforced. This means, records containing mismatching values will not be imported.
  • To keep your Salesforce data clean and tidy, it’s good practice to run a spell check, verify naming conventions and data formats like country codes and so on.
  • If you are importing currency fields, make sure the currency exists and is included in the file, not just the amount. They are essentially two different fields.
  • And remember the field mapping. It’s best to rename the column headings to match the Salesforce field label. You can still rename during the import but that may take longer. Remember that the Data Import Wizard does not store your mappings. However the Data Loader can, and this may be handy for regular uploads.
  • Determine the Record Owner. If you don’t include it in your import file, YOU will become the owner.
  • One last item that can get really interesting is date and time formats. Make sure the date and time fields are formatted correctly, otherwise they will most likely not get imported correctly. Here is what Salesforce accepts:

Source: help.salesforce.com

Conclusion

The actual data import process is not very hard, however, the type of data you import is what matters and what can truly mess things up.

Data Management is part of our Salesforce Administrator Certification Course. You will not only learn how to import and export data in Salesforce but also learn WHY this is relevant. There are a lot of factors to consider in regards to data setup, data security, data clean-up, data backup, data migration, and more. Therefore, we believe it’s essential to understand the bigger picture. 🤓

Let me know in the comments if you found this article helpful. If you had any data import mess-ups let me know too, we can all only learn from our mistakes and by sharing them with others.

WHAT ELSE…

We make learning Salesforce simple with our range of well-structured Salesforce Video Tutorials, downloadable Study Workbooks, and realistic Practice Exams. Available for Salesforce Administrator, Advanced Administrator, Platform App Builder, and more.

All materials are in line with the official Salesforce Certification Exam Outline including regular release updates.

Restriction Rules – Yet Another Data Security Management Tool?

Hell YESSS! Nothing is more important than protecting your customer’s sensitive data you are storing in your Salesforce Org. You can land in prison if you don’t. Ok, I’m being overdramatic, but nevertheless, data protection is a serious topic. So how about we break down the entire model and see how the Restriction Rules fit in? Let’s go!

Hell YESSS! Nothing is more important than protecting your customer’s sensitive data you are storing in your Salesforce Org. You can land in prison if you don’t. Ok, I’m being overdramatic, but nevertheless, data protection is a serious topic. And your data security toolset just got a new addition. 🤯

Whether you are a new Admin, experienced Admin, App Builder, Product Owner or otherwise involved with the Salesforce Setup, understanding how to protect sensitive data stored in Salesforce is probably one of the most important aspects of setting up and managing a Salesforce Org.

We all know that the Data Security Model is already rather complex and now you have been given yet another tool. So how about we break down the entire model and see how the Restriction Rules fit in? Let’s go!

Salesforce Data Security Model & Where Restriction Rules Fit In

Now, as I mentioned above, the Data Security Model is complex and consists of many layers. In general, we have four layers/levels:

Organization-level = This is where you manage the first entry point of a Salesforce User, their login to the system. This includes things like IP Ranges, Login Hours, Password Policy, and so on. Anything that authenticates the User BEFORE they get access to Salesforce.

Object-level = This is what the User will have access to AFTER they successfully logged in. All Salesforce data is stored on Salesforce records that belong to Salesforce Objects. Hence, you will typically use tools like User Profiles, Permission Sets, and Permission Set Groups to manage access to Salesforce Objects.

Record-level = This is where things really start to get interesting with managing access to records that contain all that sensitive or not-to-sensitive data. Therefore, you want to be very careful which records Users should have access to. The baseline tools you’ll have available, are Organization-Wide Defaults (OWD), Role Hierarchy, Sharing Rules, Team Sharing, and Manual Sharing. PLUS, you guessed it, Restriction Rules.

Record-level sharing is the most complex of all our four layers, so here is how they are built up:

Field-level = Is all about managing access to the individual data types (= fields) stored on Salesforce records. You can choose between No access, Read access or Read/Write access.

Now that you know WHERE Restriction Rules fit in, we’ll discuss HOW they work.

HOW Do Salesforce Restriction Rules Work

While your baseline Record-level Sharing Model pretty much opens up access to records, Restriction Rules take away access. In other words, they limit the User’s record access to a sub-set of records they used to have access to. It’s like setting a permanent filter to display only pre-defined records. Why would you need to do that? Good question! We’ll look at some examples shortly.

Now, Restriction Rules can also be used for Objects that do not support any or some of the Record-level Sharing tools.

Let’s look at some examples for both scenarios:

An example where Restriction Rules limit access:

Let’s say you have a Recruiting Team, of which the Recruiting Assistants have access to Positions of the status “Open”. They have hired a Junior Recruiting Assistant, to support with open Positions which need to be filled by the end of the month.

We’re assuming the OWDs for Position is set to “Private”, a Role Hierarchy has been set up including the Role “Recruiting Assistant”, and a Sharing Rule is in place which shares all open Positions with the Recruiting Assistant Role. This Role is also assigned to the Junior Recruiting Assistant. What now?

Well, the Junior Recruiting Assistant has been assigned the Title “Junior Recruiting Assistant” on the corresponding User Record. And this is where we bring in the Restriction Rule. You will use the Restriction Rule to only display open Positions with a Close Date of the current end of the month, to Users with the Title “Junior Recruiting Assistant”.

This may look like this:

The result is this: The Junior Recruiting Assistant already had access to all open Positions because of the Sharing Rule. Of these open Positions, the Restriction Rule limits access to open Positions that contain the date of the current end of month.

Why could you not solve this with a Sharing Rule? Because Sharing Rules don’t support sharing based on User Criteria which are not Role-related. You could use a workaround though, like adding another Role “Junior Recruiting Assistant” to the Role Hierarchy and using this to create a secondary Sharing Rule. However, this makes the Role Hierarchy more complex and will have additional implications on other Sharing Rules, Reports, etc.

As a Salesforce Administrator, you always want to find the least complex but most effective solution. 🤓 Now, you have one, and that is Restriction Rules.

An example where Restriction Rules are the only option:

We’ll use the “Activity” Object which does not support Sharing Rules.

First up, the Object “Activity” relates to “Tasks” and “Events”, and supports OWDs such as “Private” and “Controlled by Parent”. If we chose “Controlled by Parent”, Users who have access to the associated Parent record (what you select in the “Related To” field), maybe “Account”, can see ALL tasks and events of the Accounts they have access to. You can’t restrict access to certain Tasks or Events of those Accounts, even if you selected the OWD “Private”. The latter would limit access to Tasks/Events a User owns.  You wouldn’t be able to open up access to specific Tasks/Events Users do not own, because Sharing Rules are not supported.

How do we fix this? Exactly, with Restriction Rules. Let’s look at a more specific example:

Let’s say you wanted Users of the Marketing Department to only have access to Tasks which have been marked as “Marketing Follow-up”. Again, we’ll use the OWD “Controlled by Parent” as the baseline setting.

Next, we’ll go to the Object Manager and select “Task” and then select “Restriction Rules”. From here, you’ll determine a meaningful Rule Name, specify the User Criteria (like the Department field on the User Record) and then specify the Record Criteria (like the checkbox field “Marketing Follow-up”).

This may look like this:

The result will be: The Marketing Users used to have access to all Tasks of their Accounts because of the OWD “Controlled by Parent” on the Activity Object, but now get a limited view to Tasks marked as “Marketing Follow-up” because of the Restriction Rule.

What Else You Need To Know About Salesforce Restriction Rules

Restriction Rules have only been made GA (Generally Available) in Salesforce’s Winter’22 Release. They still have a number of limitations around where and how you can use them. As always, keep an eye on the Release Notes for updates around the capabilities of Restriction Rules.

Here are some of the key items you currently need to consider before you set up Restriction Rules:

  • Only support Custom Objects and the following Standard Objects: Contracts, Events, Tasks, Time Sheets and Time Sheet Entries
  • Enterprise and Developer Editions only support up to 2 Restriction Rules per Object, Performance and Unlimited Editions up to 5
  • One Restriction Rule per Object per User
  • User Criteria and Record Criteria are limited to a small number of data types (e.g. boolean, date, string)
  • You can’t add more than one User criteria or more than one Record Criteria
  • The Operator is limited to “Equals”
  • Recently Viewed List Views still show records a User may have previously had access to, however when a User attempts to open the record, they will get an error

Make sure to familiarize yourself with the full list of considerations: https://help.salesforce.com/s/articleView?id=sf.security_restriction_rule_considerations.htm&type=5

While the capabilities of Restriction Rules are still rather limited, they already open up great opportunities for System Administrators. They have been put in place for a reason. 🤓

Let me know in the comments if you have been using Restriction Rules and how they have been working for you.

If you want to learn more about Salesforce’s Data Security Model, it’s part of our Salesforce Administrator Certification Course. You can sign up for a Free Preview first to get to know our Video Tutorials, Study Workbooks, and Practice Exams.

How Do Salesforce Lightning Record Pages, Dynamic Forms and Page Layouts Go Together?

When designing the look and feel of Salesforce Record Pages, System Administrators usually start off by creating and arranging Page Layouts. However, more recently, Salesforce has introduced Lightning Record Pages followed by Dynamic Records.

You may have been wondering how they are different, or not, and how they actually play along? Can they be used together, or separate? What’s the deal here? 🤔

Author: Peggy Schael | Salesforce Trainer | WeLearnSalesforce

When designing the look and feel of Salesforce Record Pages, System Administrators usually start off by creating and arranging Page Layouts. However, more recently, Salesforce has introduced Lightning Record Pages followed by Dynamic Records.

You may have been wondering how they are different, or not, and how they actually play along? Can they be used together, or separate? What’s the deal here? 🤔

Back To The Future – An Evolution from Salesforce Classic to Lightning Experience

Let’s take a quick tour back to where things started. At the time I got introduced to Salesforce, which was still in the good old Salesforce Classic times, we used to work with Page Layouts to design and structure the contents of the Salesforce user interface (we’re ignoring any Apex coding for now and focus on declarative development).

With the introduction of the Lightning Experience (LEX) user interface, Salesforce started structuring the user interface with so-called Lightning Record Pages. Lightning Record Pages are pretty much an extension of Page Layouts. This means, Page Layouts are still being used, but have been integrated into Lightning Record Pages and appear as a Detail Tab as well as a Related Tab. Record Pages also contain many other components like a Highlights Panel or Activities and so much more, which can be added and arranged as needed. This makes the design of Salesforce Record Pages so much more flexible, allowing Salesforce Customers to tailor the record components to their specific business needs.

And that’s not all. More recently, Salesforce has released so-called Dynamic Forms. It’s an upgrade of Lightning Record Pages to make them even more dynamic. I guess that’s why they came up with the name.

How Salesforce Page Layouts, Lightning Record Pages and Dynamic Forms Get Along

Now, each has its own features and specifications and do depend on one another. Let’s go through step by step and understand when to use which one.

In case you work for a company that still uses Salesforce Classic, forget about Lightning Record Pages or Dynamic Forms, you only need to worry about Page Layouts. However, this company will eventually have to move to LEX, and other companies use LEX already anyways. So, I guess there’s no way around understanding all three. 🤓

Even though Page Layouts are an integral part of Lightning Record Pages, you still need to manage Page Layouts separately. Page Layouts are used to add, remove, arrange Fields, Sections, Related List, Action Buttons and a few other items.

When you move to set up a Lightning Record Page for the same Object, you will need to add components, including those components that represent what you build on your Page Layout.

For example: If you want to display Fields, you need to add the Record Detail component. If you want to make Related Lists available, you need to add one of the Related Lists components. If you want to display the Standard action buttons like Edit, Delete and so on, then you need to use the Highlights Panel component.

This means, as part of building a Lightning Record Page you are breaking down the Page Layout elements into its main pieces and arrange them in any order required. Every Salesforce business works differently, so it’s crucial for user adoption success, to arrange all record components in a logical and intuitive way. And that’s what we love Lightning Record Pages for.

And then it gets even better, with Dynamic Forms. Dynamic Forms allow even more creativity because you can arrange Page Layout Sections (and their associated Fields) in any form and shape. This means, with Dynamic Forms you can even break down the Record Details component into its sections. Plus, you can make fields or entire sections appear or disappear based on the Field or Component Visibility settings. And there’s more, you can even customize the Highlights Panel in order to manage every single action button.

Something like this only used to be possible with Visualforce Pages or Custom Lightning Components. But Salesforce wants to make customization as easy as possible, that’s why they introduce more and more point-and-click tools like Dynamic Forms. No more coding skills required, almost. 👏🏻

Designing Salesforce User Interfaces with Object Manager and Lightning App Builder

And now, let’s break down the steps you’ll need to follow to get things right:

StepsDesign withAssign toBenefits
1. Create Page Layout (or use Default Page Layout)Object ManagerUser ProfilesArrange Fields, Sections, Related Lists, Action Buttons etc.
2. Create Record TypeObject ManagerUser ProfilesTailor business processes and allocate corresponding Page Layouts
3. Create Lightning Record PageLightning App BuilderOrg or
App or
App + Record Type + User Profile
Arrange page components including Record Details (= Fields and Sections from Page Layouts), Related Lists, Highlights Panel etc.
Use visibility settings to manage access to components
4. Upgrade to Dynamic Form
 
NOTE: Currently only available on Record Pages for Custom Objects.
Refer to Release Notes for updates!
Lightning App Builderas aboveFreely arrange Sections from a selected Page Layout.
Use visibility settings to manage access to single Fields or entire Sections.
Reduce number of Page Layouts
 
TIP: If you want to move only one field, add a section first, then move the field in there.

As you may have noticed, Page Layouts are the basis to building Record Types, Lightning Record Pages and Dynamic Forms. This may change in the future to support even more dynamic user interface designs with declarative tools, so keep your eyes open on future release updates.

Let me know in the comments if you have been using Dynamic Forms yet and how you like them.

WHAT ELSE…

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