record type page layout assignment metadata

About 30 mins

Learning Objectives

• Challenge +500 points

Configure Page Layouts and Record Types

After completing this unit, you’ll be able to:

• Set up the page layout for a record type.
• Create a record type.
• Use a record type to assign a page layout to a profile.

Create a Page Layout for Readers

Article readers and article authors perform different actions and see different fields on a knowledge article, so Maria must create different page layouts for these users. She creates the page layout for readers first. Let’s follow along and see what she does.

• Click Object Manager and select Knowledge .
• Click Page Layouts .
• Click New .
• If you’re basing the page layout on an existing layout, choose it. Maria selects None .
• Enter the name of your page layout. Maria enters Procedure - Reader .
• Click Save .

The layout editor opens. Let’s take a moment to get acquainted with it.

• Knowledge object (1)
• Page Layouts (2)
• Palette (3) —The palette contains Fields, Related Lists, and Mobile & Lightning Actions that you can add to your page layouts. In this example, Fields is selected, so the palette displays available fields. You can also create custom fields.
• Salesforce Mobile and Lightning Experience Actions (4) —This section displays actions users can perform on the page. Drag items from the Mobile & Lightning Actions palette to add them to this section.
• Knowledge Detail (5) —Drag items from the Fields palette to add them to the page layout. In this example, the first section is named Knowledge Details, and it contains Title and URL Name.

Add Actions and Fields

Maria keeps the palette open and consults the list she made with Ada. She’s going to set up the page layout section by section: actions readers can perform, article information, article details, and article properties.

First, she sets up the actions that readers can perform on the article.

• In the palette, click Mobile & Lightning Actions .
• Hover over the Salesforce Mobile and Lightning Experience Actions section.

• Drag Post to the Salesforce Mobile and Lightning Experience Actions section. Post allows users to post to the Article Feed.
• Drag Poll next to Post.

Next, she sets up the Knowledge Detail section. The Title and URL name fields are already there and set as required. She adds one field.

• In the palette, click Fields .
• Drag Summary to the Knowledge Detail section.

Now she creates a section with more information about procedures.

• Name the section. Maria enters Article Details .
• Leave the defaults checked, then click OK .

Maria has to create custom fields to finish the Article Details section. She decides to create the other sections first and then come back to the custom fields. Here’s what she does.

• To reopen the editor after saving, click Page Layouts .
• To reopen the page layout, click Procedure - Reader .
• Create a section under Article Details. Maria uses the following values:
• Section Name: Properties
• Layout: 2-Column
• Tab-key Order: Top-down
• Add the following fields to the first column:
• Article Created Date
• Last Modified by
• Last Published Date
• Add the following checkboxes to the second column:
• Visible in Internal App
• Visible to Customer
• Visible to Partner
• Visible in Public Knowledge Base

Create Custom Fields

Maria has set up everything she can using the fields in the palette. On to creating custom fields for the Article Details section.

The first field she creates is Procedure Audience, a text field for describing an article’s audience.

• Click Fields & Relationships .
• Choose the field type. Maria chooses Text Area (Rich) .
• Click Next .
• Fill out the values. Maria uses these values.
• Field Label: Procedure Audience
• For Length, # Visible Lines, and Field Name she leaves the default values.
• Description: Use this field to identify who follows or executes this procedure.
• Help text: Who follows this procedure?
• Establish field-level security. Maria selects Visible for all profiles.
• Add the field to the palette for the page layout you’re creating. Maria chooses Procedure - Reader . Salesforce adds the new field as the last field in the first section by default. That’s where Maria wants it to go, but she can move it anytime if she changes her mind.

Maria repeats these steps to create custom fields for Procedure Warnings, Procedure Purpose, and Procedure Steps. She makes sure that the fields are in the correct order in the Article Details section.

Here’s her finished page layout for procedure readers.

Create a Page Layout for Authors

The Procedure - Author and Procedure - Reader page layouts are similar. But the author page has some different actions and an extra field for internal notes. The Internal Notes field is available only to agents who can author articles. Maria creates the Procedure - Author page layout from the existing Procedure - Reader layout.

• If you’re basing the page layout on an existing layout, choose it. Maria selects Procedure - Reader .
• Name the page layout. Maria enters Procedure - Author .

Maria changes the actions. Instead of Poll and Post actions, Maria includes: Edit, Publish, Delete Article, Change Record Type, Edit as Draft, Delete Draft, Submit for Approval, Assign, Archive, Restore, and Post.

She creates a custom field for Internal Notes using the following values.

• Data type: Text Area (Rich)
• Field Label: Internal Notes
• Field-level security: Custom: Support Profile . Maria created this profile for Ursa Major when she set up the knowledge base.
• Page layout: Procedure - Author . This adds the field to the Procedure - Author page layout at the bottom of the first new section. Maria makes a note to ask Ada later if she should add this field to the FAQ - Author page, too.

Here’s what Maria’s page layout for Procedure - Author looks like with the new fields.

Create and Assign a Record Type for Procedures

Maria has created two different page layouts—one for readers and one for authors. Now she creates a record type to show the correct page layout to the correct users. How does she know which users are which? By their profiles. Customers see the Procedure - Reader page layout. Agents see the Procedure - Author page layout.

Here’s how Maria creates and assigns the Procedure record type.

• Click Record Types .
• Select an existing record type to use as a template. The new record type includes the picklist values of the selected record type. Maria chooses Master .
• Enter a label for your record type. Maria enters Procedure .
• Enter a description. Maria enters For step-by-step instructions .
• Select Active to make this record type available immediately.
• Select the profile that will use this record type. Maria selects Make Available next to the Customer profiles listed.
• Select the page layout that users with these profiles see for this record type. Maria chooses Procedure - Reader .

All users assigned the Customer profiles see the Procedure - Reader page layout. They can view articles, but they can’t edit them.

Next, Maria assigns the Procedure - Author page layout to agents using the regular profile user interface. Agents can edit articles.

• Enter Profiles in the Quick Find box, then select Profiles .
• Select a profile. Maria chooses Custom: Support Profile , a profile she created earlier.
• Scroll down to Custom Record Type Settings and click Edit .
• Move the needed record types from the Available Record Type box to the Selected Record Types box. Maria adds FAQ and Procedure .
• Choose a default record type. Maria chooses FAQ .

Maria’s configured a new type of article, procedures, in Ursa Major’s knowledge base. To do it, she created different page layouts and assigned them to the correct users via record types. It’s time for Ada to start creating the procedures.

In addition to page layouts, you can also add and customize components on record pages. Maria doesn’t need that level of customization, but you might. To learn more, check out the Lightning App Builder module.

• Salesforce Help: Create Custom Fields
• Salesforce Help: Page Layout Considerations for Lightning Knowledge
• Salesforce Help:  Record Type Considerations for Lightning Knowledge
• Salesforce Help: Create and Edit Articles
• Trailhead: Lightning App Builder
• Salesforce Help: Assign Record Types and Page Layouts in the Enhanced Profile User Interface
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Be sure to include the relevant record type(s) to ensure that your Page Layout Assignments are included in your deployment.

In order to commit and deploy page layout assignments with Copado [CI/CD], you need to include the following components in your Essentials work item or deployment:

If the object doesn't have any record type:

Profile(s) involved in the assignment.

Page layout(s) that are assigned to the profiles.

If the object has record types:

Record type(s) involved in the assignment.

Page layout(s) that are assigned to the profiles and the record types.

Note, if you have downloaded the XML package file, the Page Layout Assignments are specified under the <recordTypeVisibilities> section.

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Make sure that contact tracers have access to the record types and page layouts they need by assigning the record types, page layouts, and compact page layouts to profiles. A user’s profile determines which page layout he or she sees.

You can assign page layouts from the following places.

• The object's customize page layout
• The original or enhanced profile user interface.

To verify that users have the correct access to fields based on the page layout and field-level security, you can check the field accessibility grid. From Setup, enter Field Accessibility in the Quick Find box, then select Field Accessibility . From this page, choose a particular object to view and then select whether you want to check access by profiles, record types, or fields.

Add or enable the following record types and layouts for the corresponding objects, and then assign the layouts to the appropriate user profiles.

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In API version 29.0 and later, you can retrieve and deploy access settings for the following managed components in profiles and permission sets:

For more information, see Managed Component Access in the Components in a Module section of elements so you could combine the individual samples into one package.xml manifest file if you want to work with all the metadata in one batch." data-id="docs/atlas.en-us.api_meta.meta/api_meta/manifest_samples.htm" lwc-32bk9oq71iu="">Sample package.xml Manifest Files .

As of API version 50.0 and later, only users with correct permissions can view profile names other than their own if the Profile Filtering setting is enabled.

Profile names are also exposed when users with permissions to perform the following tasks take these actions:

• Create a tab or record type with a wizard step that includes the assignment of tabs and record types to profiles.
• Configure a login flow where viewing profile lists is required to make flow associations.
• Set up delegated admins where looking up profiles is needed to identify assignable profiles.
• Administer an org as a delegated customer admin.
• Administer an org as a delegated admin to view and assign profiles of the delegated group.

Declarative Metadata File Suffix and Directory Location

The file suffix is .profile . There's one file for each profile, stored in the profiles folder in the corresponding package directory.

Profiles are available in API version 10.0 and later.

Special Access Rules

As of Summer ’20 and later, Customer Portal and Partner Portal users can’t access this type.

• Client settings
• Field permissions
• Layout assignments
• Object permissions
• Permission dependencies
• Permission set tab settings
• Permission set group components
• Record types

The content of a profile returned by Metadata API depends on the content requested in the RetrieveRequest message. For example, profiles only include field-level security for fields included in custom objects returned in the same RetrieveRequest as the profiles. The profile definition contains the following fields:

We designed Profile metadata deployment to overlay the existing Profile settings in a target org. For example, if you disable permissions for a profile, the newly disabled permission information isn't exported. To force all Profile changes to deploy through metadata, including permission disablement, add code that explicitly indicates disabled permissions. For example, add this code to the Profile metadata .xml file before deploying into a target org: <value>false</value> .

As of API version 38.0, you can change field permissions to make a field editable using the Metadata API for fields that you can't change through the user interface. For example, you can deploy Asset.ProductCode as an editable field even though you can't through the user interface.

LoginFlow represents a business process that you direct users to before they access Salesforce. You can use Metadata API to add or edit login flows. To delete login flows, use the Login Flow page .

ProfileActionOverride

ProfileActionOverride represents a user profile-based override of an ActionOverride on a standard Home tab in Lightning Experience.

• ProfileActionOverride can be defined only on Profile for API version 39.0 to 44.0. In API version 45.0 and later, ProfileActionOverride must be defined for CustomApplication instead. Beginning with API version 45.0, Home page assignments related to user profile must also have a corresponding app assignment because more granular Home page assignments are supported. As a result, ProfileActionOverride is defined for CustomApplication rather than Profile.
• ProfileActionOverride settings aren’t retrieved in the .profile file unless a Lightning page is referenced in the package.xml file.

ProfileApplicationVisibility

ProfileApplicationVisibility determines whether an app is visible to a user assigned to this profile.

ProfileCategoryGroupVisibility

ProfileCategoryGroupVisibility determines whether a data category group is visible to a user assigned to this profile. Available in API version 41.0 and later.

ProfileCustomMetadataTypeAccess

ProfileCustomMetadataTypeAccess represents the custom metadata type access for users assigned to a profile. Available in API version 47.0 and later.

ProfileApexClassAccess

ProfileApexClassAccess determines which top-level Apex classes have methods that users assigned to this profile can execute.

ProfileCustomPermissions

ProfileCustomPermissions represents the custom permissions access for users assigned to a profile. Only enabled custom permissions are retrieved.

ProfileCustomSettingAccesses

ProfileCustomSettingAccesses represents the custom setting access for users assigned to a profile. Available in API version 47.0 and later.

ProfileExternalDataSourceAccess

ProfileExternalDataSourceAccess represents the data source access for users with identity type of Per User . Available in API version 27.0 and later.

ProfileFieldLevelSecurity

ProfileFieldLevelSecurity represents the field level security for users assigned to a profile. In API version 30.0 and later, permissions for required fields can’t be retrieved or deployed.

ProfileFlowAccess

ProfileFlowAccess represents which flows a profile grants access to. Available in API version 47.0 and later.

ProfileLayoutAssignments

ProfileLayoutAssignments determines which layout to use for a profile and a given entity.

ProfileLoginHours

ProfileLoginHours restricts the days and times within which users with a particular profile can log in.

To delete login hour restrictions from a profile that previously had them, you must explicitly include an empty loginHours tag without any start or end times.

ProfileLoginIpRange

ProfileLoginIpRange IP defines an IP address range that users with a particular profile can log in from.

ProfileObjectPermissions

ProfileObjectPermissions represents a user's access to objects.

• In API version 18.0 and later, these permissions are disabled in new custom objects for any profiles where “View All Data” or “Modify All Data” is disabled.
• In API version 50.0 and later, editing standard objects on standard profiles is disabled.

ProfileApexPageAccess

ProfileApexPageAccess determines which Visualforce pages that users assigned to this profile can execute.

ProfileRecordTypeVisibility

ProfileRecordTypeVisibility represents the visibility of record types for this profile. Record types let you offer different business processes, picklist values, and page layouts to different users.

ProfileTabVisibility

ProfileTabVisibility represents the visibility of tabs for this profile. For version 17.0 and later, ProfileTabVisibility supports visibility of tabs for standard objects. The manifest file must include the standard object corresponding to a standard tab to retrieve the tab visibility in a profile.

ProfileUserPermission

ProfileUserPermission represents an app or system permission for a profile. Use one of these elements for each permission.

Java Sample

This sample uses picklists, profiles, record types, and a custom app:

Declarative Metadata Sample Definition

The definition of a profile in an organization with a custom app, custom object, record type, tab, and user permission is:

To create custom profiles, we recommend that you use the Profile object instead of the deploy() call on the Profile Metadata type. The Profile object allows you to create empty profiles that start without any permissions enabled except for required permissions for the profile’s user license.

When you use the retrieve() call to get information about profiles, the returned .profile files only include security settings for the other metadata types referenced in the retrieve request. Exceptions include user permissions, IP address ranges, and login hours, which are always retrieved. For example, the following package.xml file contains a types element that matches all custom objects. The returned profiles contain object and field permissions for all custom objects in your organization but don’t include permissions for standard objects, such as Account, and standard fields.

The wildcard “*” on CustomObject doesn’t match standard objects. This wildcard behavior helps you to avoid making unintended, high-impact profile changes. If you create a few custom objects in a Developer Edition organization, retrieve() the information, and later deploy() the custom objects to your production org, the profile and field-level security for all your standard objects and fields aren’t overwritten. You can only overwrite these standard objects and fields by explicitly creating separate types elements for the objects or fields.

Metadata API intentionally makes it difficult to include standard fields in retrieve() calls to prevent unexpected profile changes. But you can still retrieve and deploy profile permissions for custom and standard fields in standard objects, such as Account.

The next package.xml file allows you to return profile permissions for Account standard and custom fields. Note how the standard Account object is defined in a types element by specifying it as a member of a CustomObject type.

The final package.xml file allows you to return profile permissions for the MyCustomField__c custom field in the Account object.

Wildcard Support in the Manifest File

This metadata type supports the wildcard character * (asterisk) in the package.xml manifest file. For information about using the manifest file, see Deploying and Retrieving Metadata with the Zip File .

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In order to deploy record type with picklist values, we have to consider many use cases with respect to standard picklist as well as the custom picklist that we are creating for our project. Let us consider these use cases to deploy them using Flosum.

Deploying changes to a Standard Picklist field With Change In Record Type Values  

If changes have been made to picklist fields for a record type, then it is necessary to deploy the record type along with standardValueSet in order to deploy those changes to target org.

I n order to pick up these components, you will need to run a zero-day snapshot since they are standard components ideally using the component type filter and component name.  If changes have been made to picklist fields for a record type, then it is necessary to deploy the record type in order for those changes to get deployed on target org. 

This is the  list  of Standard Picklist fields supported by the Metadata API and only these can be deployed via Flosum. 

There are other use cases with respect to custom picklist values and record type.

Use Case 1: No record type associated with the custom object or a picklist field is modified with no change in the record type assignment.

In this case, we need to choose a custom field associated with the change in picklist value which has been modified in the org.

Use Component Type: Custom Field

Use Case 2: No change in the picklist values in org but the change in record type values.

In this use case, it is mandatory to choose component type as Record Type as you have not modified any picklist values.

Use Component Type:  Record Type

User Case 3: Change in the picklist values as well as the change in the record type assignment values in an organization.

As per the requirement if you have to modify record type as well as picklist values than you have to choose both the component type to deploy your changes to the target environment along with the profile.

Use Component Type:  Record Type, Profile (*deploy with selected profile checkbox*) Custom Field