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Chapter 4 - Data Modelling >

Lookup Filter and Schema Builder in Salesforce

Lookup Filter and Schema Builder in Salesforce

What You’ll Learn


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A lookup filter in Salesforce limits which records can be associated with child records based on criteria(s). Lookup filters can be applied to lookup, master-detail, and hierarchical relationship fields.

In the lookup filter, other fields on the same record (source); fields on the records of the lookup object (target); fields on the user’s record, profile, and role; and fields on records directly related to the target object, all of them can be used. Each object can have up to five active required lookup filters.

A lookup filter is used to filter one side record, which is related to many side records (child). With the help of this, we can see a limited number of records that are available of one side object to be visible on the many side record relationship field (Lookup dialog) while relating.

What is Lookup Filter in Salesforce?

A lookup filter in Salesforce controls which entries show up in a lookup field, serving as a gatekeeper. The records from the connected object (Accounts, for example) that you can actually see and pick depend on the filter applied when you use a lookup field to link one object to another (e.g., linking an Opportunity with a particular Account). This facilitates record selection and lets users concentrate on pertinent facts.

Here’s a breakdown of key points about lookup filters:

Functionality

They restrict the search results displayed in a lookup field based on defined criteria. Such criteria can involve field values, record types, user roles, or even dynamic conditions.

Filters can be required or optional; required filters make users choose values that meet the criteria, while optional filters offer suggestions and allow users to bypass them if needed (Lightning Experience only).

Benefits

Filters improve data quality as they ensure that users select appropriate linked records, contributing to cleaner and more accurate data. They also help in boosting efficiency while guiding users towards relevant options, saving time and effort searching through all available records. Another benefit of the lookup filter in Salesforce is that it can restrict access to sensitive data by limiting visibility to specific records based on user permissions.

Use cases

  • When linking Opportunities, only active Accounts should be displayed.
  • When making a selection on a task record, display opportunities at a particular stage.
  • Sort Accounts according to the type of industry to get Leads interested in a specific product.
  • Modify the filter criteria dynamically in response to values found in other fields within the same record.

Limitations

  • Overly complex filters can impact performance and user experience.
  • Requires careful configuration to ensure they don’t hinder legitimate record selection.

What is Schema Builder in Salesforce?

Schema Builder in Salesforce provides a dynamic environment for viewing and modifying all the standard as well as custom objects and fields and also relationships between objects in an app. This dramatically simplifies the task of designing, implementing, and modifying the schema or data model.

It can be used to view existing schema and interactively add new custom objects, custom fields, and relationships simply by dragging and dropping. This eliminates the need to click from page to page to find the details of a relationship or to add a new custom field to an object in the schema.

Schema Builder provides details such as the fields, required(or not) fields, and how objects are related by displaying lookup and master-detail relationships. The fields and relationships can be viewed for both standard and custom objects.

Schema Builder is enabled by default and lets administrators add the following to the schema:

  • Custom objects
  • Lookup relationships
  • Master-detail relationships
  • All custom fields except Geolocation

If we create an object or field from schema builder, then we have these consequences:

  • No field-level security is applied
  • The field will not be present in the page layout automatically
  • No tab will be visible for objects automatically

Here are some critical aspects of Schema Builder:

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Functionality

  1. Visualization: Provides a graphical depiction of all your fields, objects, and connections between them, facilitating comprehension and navigation of your data model.
  2. Creation and Modification: You can define the fields that hold your data and create new custom objects or alter ones that already exist.
  3. Relationship Management: To guarantee that data flows freely across your application, define relationships between objects, such as one-to-many or many-to-many relationships.
  4. Customization: Adjust field properties such as data types, visibility, validation rules, and triggers to fine-tune your data model.
  5. Record Types: Improve data management and clarity by grouping data inside objects according to discrete categories.

Benefits

  • By organizing your data well, you can streamline data access, analysis, and reporting.
  • Give everyone engaged a clear visual picture of the data model to help foster teamwork.
  • Logical data organization will improve data entry and manipulation.
  • Make sure your Salesforce apps easily suit your demands by customizing them to your unique business requirements.

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