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Controlling field in Salesforce, is a field that determines the behavior, visibility, or values of other fields on the same object or related objects. It acts as a guiding force, influencing the data entry process and ensuring consistency and accuracy across various aspects of your Salesforce org.
By leveraging these fields, you can tailor the user experience, maintain data integrity, and align your Salesforce instance with your organization's unique processes and requirements.
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Let's set up a "Controlling field" example, Imagine you work for a technology company that provides customer support for its products. Your Salesforce instance is set up to manage support cases, where customers can report issues they encounter with your products. Here's how controlling fields could be utilized:
The "Urgent" checkbox field in the Case object acts as the controlling field. Depending on whether the "Urgent" checkbox is checked or unchecked, the "Actions Required" multi-select picklist field dynamically adjusts its available options.
Example
When a customer submits a support case, they're prompted to indicate if the issue is urgent by checking the "Urgent" checkbox.
By utilizing the "Urgent" checkbox as the controlling field, Organisation ensures that the "Actions Required" field adapts to the urgency level specified by customers. This approach streamlines the process of assigning and prioritizing support cases, enabling the customer support team to respond promptly to urgent issues while efficiently managing standard cases.
How to create controlling field in salesforce
Total Time: 10 minutes
Go to Setup by clicking on the gear icon in the top-right corner.
Go to the Object Manager from setup and In the Quick Find box, search "Case".
Select Case to open it.
Click on "Fields & Relationships" , then find the "Field Dependencies" section and open by clicking on it.
Click on "New" to create new "Field Dependency".
Select a controlling field and a dependent field.
Click Continue when finished.
Salesforce will display a matrix to define the dependency. Here, you'll specify which "Actions Required" options should be available when the "Urgent" is checked and unchecked.
If the "Urgent" checkbox is checked, Define the options for "Actions Required" field, such as "Investigate ASAP," "Escalate to Senior Team," and "Notify Customer Immediately."
If the "Urgent" checkbox remains unchecked, Define the options for "Actions Required" field, such as "Schedule Investigation," "Assign to Relevant Team," and "Follow Up with Customer."
Click button to "include" or "exclude" selected values from the dependent picklist.
Click Save.
Go on the "App Launcher" icon in the top-left corner of the screen. It resembles a grid of nine squares.
In the App Launcher, search for "Case" and select It.
Test "Controlling field" by setting up new Case record.
To setup Case new record by clicking on "New".
If the "Urgent" checkbox remains unchecked, then options available for "Actions Required" multi-select picklist field, such as "Schedule Investigation," "Assign to Relevant Team," and "Follow Up with Customer."
If the "Urgent"checkbox is checked, then options available for "Actions Required" multi-select picklist field, such as "Investigate ASAP," "Escalate to Senior Team," and "Notify Customer Immediately."
Controlling fields play a important role in Salesforce implementations for several reasons:
Controlling fields are super important in Salesforce because they make your data behave smartly. When you get how they work and set them up right, you make entering data easier, give users a smoother experience, and make sure your reports are spot-on.
Basically, controlling fields let you customize Salesforce to match what your business needs. This makes managing data easy for everyone using Salesforce, whether they're regular users or administrators.
Learn More: Global Picklist in Salesforce
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