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Frequently Asked Questions aero-right Fields aero-right What is the create record page?

What is the create record page?

Fields Updated on July 20, 2017

What is a create record page?

In the CRM, you create records on Create Record pages.

  • Each of the record types has its own dedicated create record page.
  • These pages are simple forms that contain the fields of the record you’re creating.
  • After you fill in the fields, and click the SAVE button, you’ll have created a record in your CRM database.

example of a look up field

 


 

It’s good to know the details:

 
Although creating a record is pretty simple, you should know about these things:
  • The page will only show active fields
    • Active Fields are a mix of:
      • Default CRM Fields
      • Custom Fields
    • Admin users decide what fields are active for all users on this settings page: Customization/Layouts
    • Some users may not see all active fields due to their assigned Profile Field Level Permissions
  • Users must fill in the required fields for this record type
    • Required Fields will be a mix of:
      •  System Locked Required Fields
      • Admin-Set Required Fields
  • Data Validation
    • Truncation
      • The UI will truncate any input that’s longer than the maximum character count allowed for the field.
    • Character Validation
      • Some fields will only accept certain characters due their field type.
      • For example: a currency type field won’t accept letters
      • You needn’t worry about making a mistake. The CRM will warn you if you’ve input bad data, either through:
        • on blur validation – a warning shows when you’ve input the bad data and you move your mouse or pointer away from the field.
        • on submit validation – a warning shows when you’ve input the bad data and you click on the Save button.
  • Lookup Fields

    • Lookup Fields allow you to relate your new record to another individual record of another record type.
      • A lookup field will target another record type and must have an existing record as its value
        • users can click a search button to access a list of records on a 2nd Layer.
          • if a user doesn’t find a matching record on the second layer, they can create a new one there.
        • alternatively, users can use the input field to type in the name or subject of a record to find and click on a matching record via autosuggest.
        • if a user doesn’t find a matching record via autosuggest, autocreate will allow them to create and relate a new record for the lookup field via an inline form
          • if a user’s profile does not allow the creating of the targeted lookup record type, autosuggest should not appear.
    • What records have lookup fields?
      • You can see a full list of the lookup fields, by record type, here: Modules with Lookup Fields
    • Lookup fields are governed by Permissions
      • Lookup Field Visibility
        • If a user’s Profile Field Level Permissions has set the lookup field to non-visible, the user won’t see the lookup field on this page.
        • If a user’s Profile Field Level Permissions has set a the lookup field to read only:
          •  the user will see a read only field instead of an input field
          •  the search button for the field will be grayed out and clicking on it will not open the lookup field’s 2nd layer.
      • Lookup Field Search Button/Access to the 2nd Layer
        • If a user’s Profile Field Level Permissions has set a the lookup field to read only OR a user’s profile does not allow access to the targeted module at all:

            •  the search button for the field will be grayed out and clicking on it will not open the lookup field’s 2nd layer.
      • Permissions apply to the set of records shown on the 2nd layer after the lookup field’s search button is clicked
        • if the account’s sharing settings for the lookup field’s targeted record type are ‘private,’ then the user will only see the records they own + any records owned by others that their role and/or any sharing rules allow.
        • if the account’s sharing settings for the lookup field’s targeted record type are ‘public,’ then all users will see all the records of that type for the account, regardless of record ownership.
  • Some record types have Image Fields
    • Image Fields allow you to see a picture file every time you view your record detail, edit a record, or view your record in list view.
    • Images can be uploaded from your computer
    • Images must be a picture file type
    • Only these types of records will have image fields:
      • contacts
      • leads
      • organizations
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