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Record Types in Salesforce

Record Types in Salesforce
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What are Record Types in Salesforce?

In simple words, record types in Salesforce allow you to suggest different business processes, option list values, and page layouts to different users. You can create record types in Salesforce to distinguish between your regular sales agreements and professional service obligations by providing different checklist values for each agreement.

It allows multiple page layouts and even provides a separate UI for the same object. The Salesforce administrator can associate the post type with the profile so that different types of users can see different drop-down values ​​and page layouts on the post detail page.

Lead is a standard object, used to store information about potential customers. If we create a Salesforce record type, the sales leads can easily get transferred from the web or any other third-party platform to the Salesforce dashboard.

So let’s understand what is the use of record type in Salesforce through an example. Let’s understand it by an example, suppose in a school record there is information about everything from student details, library books fee details, etc. Now the library department doesn’t require any record from the accounts department and vice versa.

So, this problem is solved by creating multiple page layouts and separate UI for both records which makes it easier to understand for the user.

Either page layouts are used to restrict access to other users and record types create separate UI for both the records to make it look more alluring and easier to understand for the end-users. In this way, both page layouts and record types are interlinked and can be used accordingly by the users.

Create Record Types in Salesforce

For every new object, you can create a new record type. All you need to do is:

Step 1: Go to Setup.

Step 2: Here, click on Object Manager.

Step 3: Go to Account.

Step 4: Click on Record Types.

Step 5: Go to New.

  • Now you just need to fill in the details.

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Business Process in Salesforce

A business process lets you keep a track of different lead, support, and sales lifecycles across different categories, markets, or groups. There are four different types of business processes available:

  • Lead Process – You can create a lead process that includes all or a few of the values given under the Lead Status field.
  • Solution Process – You can create a lead process that includes all or a few of the values given under the Solution Status field.
  • Support Process – You can create a lead process that includes all or a few of the values given under the Case Status field.
  • Sales Process – You can create a lead process that includes all or a few of the values given under the Opportunity Stage field.

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Difference between Record Types and Page Layout in Salesforce

Let’s understand the record type vs page layout of Salesforce with an example of profiles of a manager and employee in an office.

Here, we can assign the manager page layout to the manager and employee page layout to the employees along with providing different Account Type picklist values for both profiles separately using the same salesforce record type fields.

Also, we can assign different page layouts to other profiles. Now, in this scenario, the manager can see the fields of the employee page layout but the values in the Account Type will be the same as the manager’s layout.

So, in the above scenario, the employee cannot change the account type as it’s under a different page layout and has restricted access but both manager and employee can access the record type object Salesforce by using the same picklist values.

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How to Change the Default Record Types in Salesforce?

You can set an associate choice to insert your default record type once you produce records.

  • From personal settings/Setup, enter Record Type in the Quick Find box, then select Set Default Record Types or Record Type Selection whichever appears.

Source: Trailhead

  • Select the data type to specify whatever should be the default record type
  • Click Save

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How to Insert Record Type in Salesforce Test Class

When creating a test class in salesforce, we need to consider one important aspect. So, when we need to create a record based on the record type id, which we usually do, we query the record type object based on the subject type and the record type Name.

Let’s say we have Account Record Types A & B and if we need to create an Account Record with record type A or B. We normally query like this.

RecordType rt = [select id,Name from RecordType where SubjectType='Account' and Name='A' Limit 1];
And now use this value further while creating the Account Record.
Account acc = new Account(Name='Test' , recordTypeId=rt.id);

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How to Delete Record Type in Salesforce?

To delete a record type in Salesforce we need to follow these steps-

  • Go to setup-> choose object manager-> select account-> choose record types
  • Record Types are opened on the screen
  • Choose the particular record type and select the delete option from the menu
  • Note- Only inactive record types can be deleted so to delete the record type you have to make it inactive
  • To make record types in Salesforce inactive, click on the edit option and uncheck the active checkbox.
  • Now you can easily delete the desired Record Types in Salesforce

Even for the most experienced administrator, deleting content in Salesforce can cause panic, but if you carefully record and protect your processes, you will soon have clean record types in Salesforce and happy users!

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Both page layouts and record types play an essential role in your Salesforce data management strategy. With tailor-made page layouts, you’ll set and enforce the information points that your team can collect and utilize throughout the client journey.

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