Assigning Page Layouts

Page layout assignment determines which layout users see when viewing or editing records. Administrators can assign different page layouts to different security roles, and when Record Types are configured, layouts can be assigned based on both security role and record type. This creates tailored user experiences for different groups and business processes.

Before You Begin

Requirements

To assign page layouts, users must be assigned a security role with the following permissions:

• Administrator System Role

Understanding Page Layout Assignment

Page layout assignment controls which layout each user sees based on:

1. Security Role: The role assigned to the user
2. Record Type: The type of record being viewed (if Record Types are configured)
3. Default Layout: The fallback layout when no specific assignment exists

How Assignment Works

When a user views or edits a record:

1. The system checks the user's security role
2. If Record Types exist, the system checks the record's type
3. The system looks up the assigned layout in the assignment matrix
4. If no specific assignment exists, the default layout is used
5. The appropriate layout is displayed

Assignment Without Record Types

When Record Types are not configured:

• Assignments are made by Security Role only
• Each role gets one layout for the entity
• Simpler assignment matrix with one dimension

Assignment With Record Types

When Record Types are configured:

• Assignments are made by Security Role AND Record Type
• Creates a two-dimensional matrix
• Each role/type combination can have a different layout
• Provides maximum flexibility for different business processes

Accessing Layout Assignments

To access the layout assignment interface:

1. In the Setup Home page:

   • If working with a Magentrix Entity, click Create > Entities.
   • If working with a Salesforce integrated Entity, click Extend > Salesforce.

2. Click on the Entity for which you want to assign page layouts.

3. Click the Page Layouts tab.

4. Click Layout Assignments.

The layout assignment matrix is displayed showing all possible combinations of security roles and record types (if configured).

Assigning Layouts by Security Role Only

When an entity does not have Record Types configured, layout assignment is straightforward.

To Assign Layouts by Role

1. Click Layout Assignments on the Page Layouts tab.

2. The assignment list displays with one row per security role.

3. For each Security Role, click the Layout dropdown.

4. Select the page layout you want to assign to that role.

5. Repeat for each security role.

6. Click Save.

Users in each security role will now see their assigned layout when viewing or editing records.

Example: Simple Role-Based Assignment

Entity: Opportunity

Available Layouts:

• Standard Layout
• Sales Manager Layout
• Partner Portal Layout

Assignments:

Assigning Layouts by Security Role and Record Type

When Record Types are configured, the assignment matrix becomes two-dimensional, allowing for highly customized experiences.

Understanding the Assignment Matrix

The two-dimensional matrix has:

• Rows: Security Roles
• Columns: Record Types
• Cells: The assigned page layout for that role/type combination

Each cell can have a different layout assignment, providing maximum flexibility.

To Assign Layouts with Record Types

1. Click Layout Assignments on the Page Layouts tab.

2. The assignment matrix displays with:

   • Security Roles as rows (left side)
   • Record Types as columns (top)
   • Dropdown menus in each cell

3. For each combination of Security Role and Record Type:

   • Locate the cell at the intersection
   • Click the Layout dropdown in that cell
   • Select the appropriate page layout

4. Repeat for all combinations you want to customize.

5. Click Save.

Users will now see different layouts based on both their role and the type of record they're viewing.

Example: Role and Record Type Assignment

Entity: Opportunity

Record Types:

• New Business
• Renewal
• Upgrade

Security Roles:

• Sales Representative
• Sales Manager
• Partner User

Available Layouts:

• New Business Layout
• Renewal Layout
• Upgrade Layout
• Manager New Business Layout
• Manager Renewal Layout
• Manager Upgrade Layout
• Partner Layout

Assignment Matrix:

Setting and Understanding Default Layouts

The default layout serves as a fallback when no specific assignment exists for a role or role/record type combination.

When Default Layout Is Used

The default layout is displayed when:

• A security role has no specific layout assignment
• A new security role is created before assignments are configured
• API or automated processes access records without role context
• Layout assignment lookup fails for any reason

To Set the Default Layout

1. Navigate to the Entity's Page Layouts tab.

2. Click on the layout you want to make the default.

3. Click Edit.

4. In the layout properties, check the Enabled checkbox under Default Layout.

5. Click Save.

Important: Only one layout per entity can be marked as default. When you mark a layout as default, any previously marked default layout is automatically unmarked.

Best Practice for Default Layouts

Choose a default layout that:

• Includes all essential fields
• Works for the broadest range of users
• Doesn't expose sensitive information
• Provides a functional baseline experience

Typically, the most comprehensive or the most commonly used layout is set as the default.

Assignment Strategies and Scenarios

Strategy 1: Minimal Assignment (Roles Only)

When to Use: Small organizations with simple processes

Approach:

• Create 2-3 layouts (basic, manager, partner)
• Assign based on role level
• Keep it simple

Example:

• Sales Reps → Standard Layout
• Managers → Manager Layout
• Partners → Partner Layout

Strategy 2: Process-Based Assignment (Record Types)

When to Use: Different record types follow different processes

Approach:

• Create layouts specific to each business process
• Assign based on record type
• All roles may see the same layout for each type

Example:

• All users + New Business records → New Business Layout
• All users + Renewal records → Renewal Layout
• All users + Upgrade records → Upgrade Layout

Strategy 3: Matrix Assignment (Roles + Record Types)

When to Use: Complex organizations with multiple roles and processes

Approach:

• Create layouts for each combination that needs customization
• Assign based on both role and record type
• Provides maximum flexibility

Example:

• Rep + New Business → Rep New Business Layout
• Rep + Renewal → Rep Renewal Layout
• Manager + New Business → Manager New Business Layout
• Manager + Renewal → Manager Renewal Layout

Strategy 4: Hybrid Assignment

When to Use: Mix of simple and complex requirements

Approach:

• Use simple assignments for most roles
• Create detailed matrix assignments for key roles
• Balance complexity with maintenance burden

Example:

• Most roles → Standard layouts by record type
• Sales roles → Full matrix with role-specific record type layouts
• Partners → One simplified layout for all record types

Verifying Layout Assignments

After assigning layouts, verify that assignments work correctly:

Testing Process

1. Review Assignment Matrix: Double-check all assignments before saving.

2. Save Changes: Click Save to commit the assignments.

3. Test with User Account:

   • Log in as a user with each security role (or have test users check)
   • Navigate to records of each record type
   • Verify the correct layout displays

4. Test Detail and Edit Views:

   • View a record (detail view)
   • Click Edit to edit the record (edit view)
   • Confirm both views show the assigned layout

5. Test Record Creation:

   • Create a new record
   • Select different record types
   • Verify the correct layout displays for each type

6. Document Results: Note any issues or unexpected behavior.

7. Adjust as Needed: Return to Layout Assignments and make corrections.

Common Issues to Check

• Users seeing the default layout instead of their assigned layout
• Wrong layout displaying for certain record types
• Layouts missing fields that should be visible
• Buttons or sections appearing incorrectly

Managing Multiple Layout Assignments

For organizations with many roles and record types, managing assignments requires careful planning.

Tips for Complex Assignments

Create a Mapping Document: Before making assignments, document in a spreadsheet:

• List all security roles (rows)
• List all record types (columns)
• Fill in which layout each combination should use

Use Consistent Naming: Name layouts clearly to indicate their purpose:

• "Sales Rep - New Business Layout"
• "Manager - Renewal Layout"
• "Partner - All Opportunities Layout"

Group Similar Roles: If multiple roles should see the same layout, note this in your documentation. Consider if role consolidation might simplify assignments.

Test Incrementally: Don't assign all layouts at once. Assign and test one role or record type at a time.

Document Business Logic: Maintain notes on why each layout is assigned to each role/type combination.

Review Quarterly: As roles and processes evolve, review layout assignments to ensure they still meet business needs.

Changing Layout Assignments

Layout assignments can be changed at any time without affecting existing records.

To Change Assignments

1. Navigate to Layout Assignments.

2. Locate the security role and record type combination.

3. Change the layout selection in the dropdown.

4. Click Save.

Impact:

• Users immediately see the new layout on their next page load
• No data is lost or changed
• Users may need to refresh their browser to see changes
• Existing records are not modified

When to Change Assignments

Consider changing assignments when:

• Business processes change
• User feedback indicates layout issues
• New fields are added that certain roles need to see
• Security requirements change
• Roles are restructured
• Record types are added or modified

Best Practices and Recommendations

• Plan before assigning: Map out all assignments in a spreadsheet before making changes in the system.
• Start simple: Begin with role-only assignments, add record type complexity only when needed.
• Use default layout wisely: Choose a safe, comprehensive layout as the default.
• Test thoroughly: Verify assignments with actual users before rolling out widely.
• Document assignments: Maintain documentation of which layouts are assigned to which roles and why.
• Be consistent: Use similar assignment patterns across related entities.
• Review regularly: Audit layout assignments quarterly to ensure they still meet needs.
• Communicate changes: Notify users when their layout will change and what to expect.
• Limit layout proliferation: Create only as many layouts as truly needed. Too many layouts are hard to maintain.
• Consider maintenance: Every unique layout assignment requires ongoing maintenance as fields and processes change.
• Use naming conventions: Clear layout names make assignment easier and less error-prone.
• Group similar users: If multiple roles need the same layout, ensure assignments are consistent.

Troubleshooting Tips

Issue: User not seeing expected layout.

Solution: Verify the user's security role. Check that the layout is assigned to that role in the Layout Assignments matrix. Verify the record type if applicable.

Issue: Wrong layout appearing for specific record type.

Solution: Check the assignment matrix for that specific role and record type combination. Verify the correct layout is selected in the dropdown.

Issue: Changes to layout assignment not taking effect.

Solution: Ensure you clicked Save after making changes. Users may need to log out and back in, or refresh their browser. Clear browser cache if necessary.

Issue: Default layout always showing instead of assigned layout.

Solution: Verify that specific layouts are actually assigned in the matrix. Check that assignments were saved. Ensure the layout assignments aren't all set to the default layout.

Issue: Cannot find specific layout in assignment dropdown.

Solution: Verify the layout exists and is not marked as inactive. Check that you're looking at the correct entity's layouts. Some layouts may be filtered based on type (Page Layout vs Form Custom Layout).

Issue: Assignment matrix too complex to manage.

Solution: Simplify by reducing the number of layouts. Consider if all role/type combinations really need unique layouts. Use the default layout for more combinations.

Issue: New security role not showing in assignment matrix.

Solution: Refresh the Layout Assignments page. New roles should appear automatically. If not, contact your administrator or check security role configuration.

Issue: Users complaining about missing fields on their layout.

Solution: Review the assigned layout in the Layout Designer. Add missing fields. Consider if field-level security is hiding fields from that role.

Issue: Assignments work for some users but not others with the same role.

Solution: Verify all users actually have the same security role. Check if any users have been granted special permissions or access. Review sharing settings.

Issue: Record type not appearing in assignment matrix columns.

Solution: Verify the record type is Active. Check that record types are properly configured for the entity. Inactive record types may not appear in the matrix.

See Also

• Designing Page Layouts
• Using the Layout Designer
• Configuring Record Types
• Configuring Security Role Permissions
• About Entity Management

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