Assigning Record Types To Security Roles

Record Type assignment to Security Roles enables administrators to control which types of records users can create and access, while also determining the interface and fields users see through customized page layouts. This provides powerful segmentation capabilities for different user types and business processes.

Understanding Record Types

What are Record Types?

Record Types allow you to:

Create different versions of the same entity with varying fields, layouts, and business processes
Segment data and processes based on business requirements (partner tiers, customer types, internal workflows)
Customize user experience by showing different page layouts based on Record Type and Security Role
Control record creation by determining which Record Types users can create

Record Type and Page Layout Integration

Record Types work with page layouts to provide customized user experiences:

Different layouts can be assigned to different Record Types
Role-specific layouts can be configured for the same Record Type
Field visibility can vary based on both Record Type and Security Role combination through page layout configuration
User interface adapts automatically based on Record Type and user's role

Important Distinction: Field visibility through Record Types and page layouts is different from Field Security. Record Types control which fields appear on page layouts, while Field Security (configured separately in Security Role settings) controls whether users can read or edit specific fields regardless of page layout. Field Security cannot be controlled by Record Type - it must be configured directly in Security Role Field Security settings.

Critical Security Note: Hiding fields through page layout configuration does not provide security protection. Users may still be able to access field values through other interfaces, reports, API access, or system functions. For true data protection, always use Field Security settings in Security Role configuration.

Common Use Cases

Partner Management

Partner Tiers: Different Record Types for Gold, Silver, Bronze partner levels
Partner Types: Separate Record Types for distributors, resellers, technology partners
Regional Variations: Record Types for different geographic markets or regulations

Customer Segmentation

Service Levels: Premium, Standard, Basic customer Record Types
Industry Specific: Record Types tailored to different industry requirements
Customer Size: Enterprise, Mid-Market, SMB customer categorizations

Internal Process Management

Department Workflows: Different Record Types for Sales, Support, Marketing processes
Approval Processes: Record Types with different approval requirements
Data Collection: Record Types for different information gathering needs

Requirements

To assign Record Types to Security Roles, you must have:

Administrator System Role permissions

Configuring Record Type Assignments

Step-by-Step Assignment Process

Navigate to the Setup Home page
Click Security > Security Roles
Click the Security Role you want to configure
Select the Record Types tab
For the target Entity, click Edit
Configure Record Type access and defaults
Click Save

Record Type Configuration Options

Assigned Record Types

Purpose: Control which Record Types users can access and create
Selection: Check each Record Type the role should have access to
Multiple Access: Users can have access to multiple Record Types if business processes require it

Default Record Type

Purpose: Automatically assign a specific Record Type when users create new records
Limitation: Only one Record Type can be designated as the default per Security Role
User Choice: If multiple Record Types are assigned, users can manually select different types during record creation

Access Control Behavior

When Record Types ARE Assigned

Users can create records of assigned Record Types
Users see appropriate page layouts for their role and Record Type combination
Default Record Type is pre-selected during record creation
Users can choose from multiple assigned Record Types if configured

When Record Types are NOT Assigned

Users can still create records, but no specific Record Type is assigned
If a system default Record Type exists, it will be used
Users see the standard page layout configuration
Limited customization options compared to explicit Record Type assignment

Strategic Implementation

Planning Record Type Strategy

Business Process Mapping

Identify Segmentation Needs: Determine where different user types need different record experiences
Map to Security Roles: Align Record Types with existing Security Role structure
Consider User Workflows: Ensure Record Type assignments support actual business processes
Plan for Growth: Design Record Type structure that can accommodate future needs

Page Layout Coordination

Design Role-Specific Layouts: Create page layouts that show appropriate fields for each Security Role
Record Type Variations: Configure different layouts for different Record Types
Field Security Integration: Ensure page layouts work with Field Security restrictions
User Experience Consistency: Maintain intuitive interfaces across Record Type variations

Implementation Best Practices

Record Type Assignment Strategy

Minimal Complexity: Assign only necessary Record Types to avoid user confusion
Clear Naming: Use descriptive Record Type names that clearly indicate their purpose
Default Selection: Choose default Record Types that match most common user workflows
Training Requirements: Plan user training for Record Type selection and usage

Role and Record Type Alignment

Business Function Matching: Ensure Record Type assignments align with job functions
Partner/Customer Segmentation: Use Record Types to support different external user experiences
Internal Process Support: Leverage Record Types for department-specific workflows
Compliance Requirements: Consider regulatory needs that might require different Record Types

Integration with Security Framework

Relationship to Other Security Controls

Entity Permissions

Users must have appropriate entity Create permissions to create records of any Record Type
Record Type assignment works within existing entity-level security
Field Security applies regardless of Record Type assignment

Module Integration

Cross-Module Impact

Record Type assignments affect how records appear in all Magentrix modules
Module-specific functionality may vary based on Record Type
Reporting and analytics should account for Record Type segmentation