The Table wizard is used to create, edit, and delete tables. To access the wizard, navigate to Setup > Tables.
Table Wizard Options
The menu at the top of the screen gives the following table options:
- New: Create a new table.
- Edit: Edit an existing table.
- Delete: Delete an existing table.
- Move: Move an existing subtable to a different position in the table hierarchy.
- Hide/Unhide: These options are used to quickly hide a table from all users by setting the group permission Show table on toolbar? option to No. It does not remove preconfigured access and record-level permissions. Selecting a table and clicking Unhide will restore the toolbar access for groups which previously had that access. For additional details, see Hide or Inactivate Tables.
- Inactivate: Deactivate an existing table to disable its function in the system, including fields, rules, and user access. For instance, you will not be able to create or edit links to deactivated tables. To reactivate a table, select the Inactive Tables tab, choose the table then press Activate. All the previous settings will be restored.
- Print Fields for all Tables: Print documentation for all fields in all tables to an Excel format. Navigate to Setup > Tables and click Print Fields for all Tables on the action bar. An Excel file will be generated with a worksheet for each table. This may take several minutes.
Create a New Table
To create a new table...
- Navigate to Setup > Tables.
- Select an item in the table tree
- Click New. The following wizard will appear:
On the General tab you can:
- Set the table's label and plural label.
- Choose a table name.
- Choose whether the table is deletable or not.
- Create linked communications.
The Graphics tab is where you can select the icon used to represent the table, and set certain icon properties like how the icon displays in the table tree. It shows icons currently used in other tables, provides a selection of icons, and offers a way to upload additional custom icons.
The Fields tab provides a full list of all fields in the table, whether they appear on the layout or not. Fields are listed alphabetically by label and may be created, edited, and deleted from this screen.
- Relationships between tables are created and edited here through certain field types, such as linked fields or related tables.
- Newly created fields will not display on any forms unless you add the field to the layout and grant viewing permission.
- New: Create a new field.
- Edit: Edit an existing field.
Note: Once a field is created you cannot change the data type.
- Delete: Delete existing fields.
- Set Field Properties: Provides mass edit functionality to set visibility dependence, set edit dependence, set requirement dependence, and enable or disable Quick Edit.
- Print Field Documentation: Print all existing fields in the table for documentation purposes. Available formats include:
- HTML: field documentation is printed in HTML format.
- Excel: field documentation is printed to an .xls file which can be saved or opened in Excel.
The Layout tab allows you to create custom layouts for power and end users. Each table field is displayed as a separate block, which you can drag and drop into the appropriate order. If fields are in the Available Fields section or the Hidden tab they will not display on the layout. The editor is divided into the following sections:
- End user and Power User: Allows you to design separate layouts based on the type of user.
- New: Select to add a new column, row, tab, or text rows.
- Rename Tab: Highlight the tab you want to change and select Rename Tab to edit the existing tab name.
- Edit Text: Highlight the line of text you want to change and select Edit Text.
- Delete: Select to delete existing columns, rows, tabs, or text headings.
- Set Alignment: Select to choose alignment for field labels and columns, set spacing options, or modify the width of multi-column fields.
- Available fields: Drag and drop the fields onto the desired tabs to add them to the layout.
- Buttons: Select whether the additional button options should be included as drop-downs from the Save and Cancel buttons at the top of the layout.
- The Common Area section appears as the first tab on your published layout. You can drag and drop fields into it just as you would normal tabs, but from the published layout view fields in the Common Area display above the other tab contents, rather than underneath the tabs where the other fields are shown.
- The Common Area is used for critical fields that are relevant to multiple tabs, such as ID, customer name, status, etc. It is possible to put all types of fields to the Common Area, including linked fields, required fields, dependent fields, and so on.
- If a field on the layout is grayed out and can't be moved, it is likely a link to an inactivate table. You must reactivate the table before moving these fields on the layout.
- Layouts can be transferred between Power User and End-User interfaces. In both End User and Power User layouts, there is a button to copy the current layout to the other interface.
The action bar tab is where you can create and edit action bars for use in the current table, or where records from this table appear in other tables. For more help, see Action Bars.
This section provides some options for how the table should be displayed in the left pane.
The table can either be added to or removed from:
- All left panes managed by admins, or
- Only the left pane that is the default for this admin user.
Upon selection of one of these options, the admin additionally choose to notify users with customized left panes of the change, and add or remove the table from all customized left panes.
Note: When an admin creates a new table, it will not automatically appear in the left pane. A dialog will appear upon table creation notifying the admin that they should go to Setup > Look and Feel > Left Pane or the Left Pane tab of the Table wizard to make it visible in the left pane.
The Actions tab allows you to create, edit and delete all table actions.
This tab functions identically to the action wizards in rules or actions buttons. The available action types are listed on the top, and the list of table actions is displayed below, where you can edit or delete any action type.
For more information, see: Actions.
Rules and Workflow
The Rules and Workflows tabs allow you to create or view rules and workflow specific to the current table directly from the Table wizard.
Record Ownership is defined on the Permissions tab, which determines whether a user "owns" the record or not. These settings have a significant impact on record-level permissions, since view and edit permissions are separate for "my own" and "other peoples'" records.
This tab also contains shortcuts for basic group permission settings which are otherwise set in the Table Permissions Wizard.
Indexes are meant to improve saved or advanced ad-hoc search speed for specific fields. However, the process is resource intensive and should be turned off for tables where it is unnecessary. Turning off indexing means that you cannot choose to make certain fields faster, but it will improve the overall search performance of the entire table. The All Communications table is a good example of where indexing should be turned off.
To set up a field index...
- Navigate to Setup > Tables > [Edit table] > Indexes.
- Click New.
- Typically you will want to index only a single field at a time, but it is also possible to create a compound index by choosing multiple fields. When you save the index setting, the system will take the time to index the selected field immediately. Indexing fields such as Status and/or Assigned to, as an example, can speed the performance of saved searches based on those fields.
Conversion allows you to auto-create new records in one or more other tables, mapping values from fields in the current table. The maximum number of possible conversion mappings is 99 per table.
Conversion can be used to...
- Convert leads into contacts, companies, and opportunities.
- Generate new records from a set of base records on a regular basis such as monthly to do's from a set of scheduled recurring tasks.
- Reassign records from the wrong table to the right table, such as if customers submit an issue to the wrong table.
- Collect information in one table and then populate it to several other tables automatically.
For more information on conversion permissions, actions, and setup, please see Data Conversion.