Salesforce Admin Global Picklist Value Set & Record Type

Today, I want to discuss Global Value Sets and Record Types, which you learn in the Admin Trailhead. I don't quite remember whether I learned how to link Global Value Sets with Record Types. Anyway, I think it could be helpful in practical scenarios. That's why I chose this topic for this post. In Salesforce, the term used is Global Value Set, which is generally what I refer to as a Global Picklist in my work. Please note that these two terms may be used interchangeably depending on the work environment, so keep that in mind.

 

Global Value Sets or Global Picklist

In web development, what is known as a "Dropdown" is referred to as a "Picklist" in Salesforce. I assume most people are familiar with what a Picklist looks like and how to create one.

When you create a picklist, you simply go to the target object and then create. Picklists created through this method are limited to that particular object, and the values defined there exist in that field only.

However, there are some cases in which you need to create a picklist that is used across your entire org or multiple objects. It becomes unnecessary to create values each time you create a picklist field. This is where Global Value Sets come into play. It's important to note that this doesn't create a picklist that you can use for all objects or the entire org but rather defines values that can be used globally across your Salesforce org.

 

Create Global Value Set

The Global Value Set that we are going to make is the preferred contact method set of customers.

 

Setup -> Picklist Value Sets -> New

 

To utilize a Global Value Set, you need to go into the object where you want to use it and create a picklist field.

Today, we will perform this task on the 'Account' object.

 

 

You see the completed picklist

Record Type

Record Type is a task of grouping layouts and picklist values based on the business process in a specific object.

- Record Type prevents you from creating unnecessary objects.
- Profiles can be selected based on Record Type, allowing differentiation between external and internal usage.
- Fine adjustments to picklist values can be made based on Record Type.

For example
1. If you have a Resume object, you can create Record Types such as "Applicant" and "HR." Even though it's the same object, you can control the displayed fields and access based on the Record Type.
2. For an object like "Account" that holds customer or client information, you can distinguish between "Client" and "Partner".

Today, let's create a Record Type using the example from point 2.

 

 

For today's task, let's go with the standard Account Layout. We'll configure specific layouts in subsequent posts.

 

After setting Record Types, you will see this kind of modal every time you create a new record on the object that you made Record Types.

 

Set Global Value Set Depending on Record Type

The values defined in the Global Value Set we discussed earlier are Email, Text, Call, Teams, and Visit. However, typically, options like Teams or Visit might not be considered necessary for the Client (depending on the business context). Let's proceed with modifying the Client Record Type. 

Modify Client Record Type

Go back to Record Types and select "Client."

Remove Teams and Visit to the left.

Now the Client record type does not show Teams and Visit anymore in the Contact Channel picklist.