K-12 Salesforce Configuration Basics

Show a New Custom Object After a Product Release

When we release new objects, they're not automatically displayed in your existing org, as not all objects are relevant to every role in the org. To make sure users see only the necessary objects, you can update object and security permissions for the profiles you assign. You can also control the visibility of these objects in your org by adding them to the App Launcher and the navigation bar.

See Also:

• Object Permissions

• Configure Object and Field-Level Security

• Personalize the Navigation Bar in Lightning Experience

• App Launcher

• Page Layouts

Add Custom Fields and Picklist Values

Customize fields and picklist values to meet the needs of your school. You can add another option to an existing field or create a custom field to capture some additional information. For example, you might want to track personal email on the Preferred Email field or alternate phone on the Preferred Phone field. To do this, create a custom email or phone field and add it as an option to the Preferred Email or Preferred Phone picklist.

To use an existing but not preconfigured field as a picklist value for Preferred Email or Preferred Phone (for example, Assistant Phone), add the existing field label as a picklist option.

See Also:

• Add or Edit Picklist Values

• Create Custom Fields

Create and Update Layouts

If you want to add a field that's not in the palette to a page layout, create a lookup relationship. By using a lookup relationship, the object can "look up" to a field on a related object. For example, to add a Language field to the course offering page layout so that you can view the language a course is taught in, create a lookup to the language object. Then you can include the related object's fields to your page layout.

Also, to include elements of an object, you must customize search layouts and compact layouts for selected objects.

See Also:

• Page Layouts

• Customize Search Layouts

• Compact Layouts

Use Related Lists to Show Related Records

A CRM shows all related information for a record in one place through related lists. For example, from a student contact's detail page, you can see the related program enrollments, course connections, relationships, attributes, and the many other details that tell the student's story. The location of these lists, either on the Related tab or in the sidebar, depends on your org's settings.

Technically, items in a related list are records with a lookup or master-detail relationship to another record. A related list is just a section of a record detail page that lists all the items related to that record. When viewing a related list, you see only the related records you have permission to see. And if you have permission to create a new record from within a related list, you can do that without ever leaving the contact detail page.

See Also:

• Work with Related Lists on Records in Lightning Experience

Clone Compact Layouts to Preserve Your Changes (EDA)

To safeguard your customizations against automatic updates, create a copy of packaged compact layouts. Unlike regular page layouts, packaged compact layouts in products such as NPSP and EDA receive push upgrades that can overwrite your compact layout.

Use a cloned compact layout to protect your customizations.

1. Clone the packaged compact layout.

2. Change the cloned layout to include your custom fields.

3. Set the cloned version as the primary compact layout.

See Also:

• Compact Layouts

Migrate Behavior Involvement and Behavior Response Data to Use Record Types

K-12 Architecture Kit 1.14 introduced record types for two objects that previously didn't have record types. If you started using the Behavior Involvement and Behavior Response objects in an earlier version, create the new record types and do the configuration described in Configure Behavior Involvement and Configure Behavior Response. Then use a bulk data management tool, such as Data Loader, to migrate Behavior Involvement data to the Incident Involvement record type, and Behavior Response data to the Incident Response record type.

Note Migrate your data as soon as it's convenient for your institution. Users are prompted to choose a record type when they create Behavior Involvement and Behavior Response records, and it's best to avoid mixing older records that have no record type with records that do.

Migrating data can be a tricky process, and we recommend that you work with someone with experience in this area. Skills required include:

• Strong to advanced Salesforce Administrator skills, such as the skills necessary to pass the Salesforce Certified Administrator credential
• Extreme familiarity with your org's customizations and data
• Plenty of experience using data manipulation tools such as Excel, Data Loader, Apsona, or DemandTools to import, export, and update records

Let's take a look at the top-level tasks involved.

1. Make sure you've installed a bulk data management tool. If using Data Loader, we recommend using the latest version. For details, refer to Data Loader in Salesforce Help.

2. Generate reports to identify the Behavior Involvement and Behavior Response records requiring update. Generate a separate report for each object's records.

3. Add Record ID and Record Type ID columns to your reports.

4. Identify the Record Type IDs you want to apply (either Incident Involvement and Incident Response).

5. Export the reports as .csv files.

6. Open each .csv file and add the ID identified in step 4 to the appropriate column and save it.

7. Use Data Loader to upload the updated records.