Search Layouts in Salesforce

In the dynamic world of Salesforce, finding the correct record is crucial to efficiency. This is where search layouts come into play as your guides to relevant information. Search Layouts in Salesforce are used to customize the fields displayed for users in search results, search filter fields, lookup dialogs, recent records lists on tab home pages, and lookup phone dialogs for the Salesforce CRM call center.

What are Search Layouts in Salesforce? 

Search layouts in Salesforce are ordered groups of fields displayed when a record is presented in a particular context, such as search results, a lookup dialog, or a related list.

By default, all lookup dialogs and related lists created by new custom relationships only display record names. To add fields to these related lists and lookup dialogs, the administrator must add them to the search layouts.

For example, imagine a user who wants to search students’ records by Name, Hobbies, and Email, and have these fields visible in the search results or recently viewed list view.

To achieve this, the Admin needs to add these fields to the Salesforce search results layout, and can also make them searchable from the search manager in the setup.

Search Layout in Salesforce 

The Search Layouts in Salesforce are visible on the following:

Origin: This can originate from the global search bar, left sidebar search, or advanced search.

Customization: Control which fields users see when searching by keyword, including standard and custom fields.

Impact: Affects both standard and custom object search results.

Example: You can choose to display “Account Name,” “Stage,” and “Close Date” for Opportunity search results, helping users quickly assess the sales pipeline.

2. Lookup Dialogs

Origin: Click the magnifying glass icon next to a lookup field on a record edit page.

Customization: Define which fields appear when searching for related records to facilitate efficient selection.

Impact: Streamlines finding and associating records across different objects.

Example: In a Contact record, display “Company Name,” “Industry,” and “Website” in the Account lookup dialog Salesforce to aid accurate account association.

3. Lookup Phone Dialogs

Origin: Clicking the magnifying glass icon next to a phone-type lookup field on a record edit page (available in Salesforce Classic).

Customization: Set which fields are visible when searching for contacts by phone number, improving call center efficiency.

Impact: Enhances phone-based interactions by providing relevant contact information at a glance.

Example: Show “Contact Name,” “Mobile Phone,” and “Department” in the Phone lookup dialog, ensuring call center agents reach the right person quickly.

4. Object Tab

Location: The recent records list is located on the homepage of a specific object tab (e.g., Accounts tab) and within related lists on other object detail pages (e.g., Account record showing recent Opportunities).

Customization: Choose which fields appear in these recent records lists, tailoring information visibility for different contexts.

Impact: Quick access to frequently used or recently viewed records within relevant sections is provided.

Example: Display “Name,” “Stage,” and “Amount” for recent Opportunities on the Account tab, allowing sales reps to monitor key deals at a glance.

5. Object List View

Purpose: Not for specifying fields, but for controlling the buttons displayed on the list view page for an object (e.g., “Edit,” “Delete,” “Send Email”).

Customization: Select which buttons are available to users, streamlining workflows and access to specific actions.

Impact: Enhances user experience by providing relevant actions directly within list views.

Example: Hide the “Delete” button for sensitive objects, such as contracts, to prevent accidental data loss.

6. Search Filter Fields

Location: Appears across various search functionalities (global search, object-specific searches, advanced search).

Customization: Define which fields are available for filtering search results, enabling users to refine their data exploration.

Impact: Empowers users to find specific records based on criteria important to them.

Example: Make “Created Date,” “Owner,” and “Stage” available as filter fields for Opportunity searches, allowing sales reps to focus on specific pipeline segments.

Understanding and strategically using Salesforce search layouts can significantly enhance the user experience and data accessibility within your Salesforce org. Remember to tailor your choices to your users’ specific needs and workflows for optimal results.

How to Create Search Layouts in Salesforce?

Administrators can customize search layouts through the Salesforce Setup menu. Here are the general steps:

Step 1: Navigate to Setup.

Step 2: Click on the “Object Manager” tab

Step 3: Select the object you want to customize the search layout for.

Step 4: In the object manager, go to “Search Layouts” and select either “List View” or “Lookup Dialogs.” Click edit next to the layout type you want to personalize.

Step 5: Customize the layout by adding or removing fields and actions.

Step 6: Customizing search layouts enhances the user experience by providing a streamlined, efficient way to view and interact with records, thereby improving productivity within the Salesforce platform.

Note: Encrypted, formula, lookup, and roll-up summary fields are not searchable.

Note: Certain Search layout types are available in Salesforce Classic. In Salesforce Lightning Experience, the search layout still controls search results, lookup dialogs, list view buttons, and tabs.