Using Custom Record Entries

Custom record instances or entries are the specific custom records you create. You can create, edit and search your custom record instances from the list of record types. You can also inactivate or delete a record type that is no longer being used. To provide users with access to all custom records, user roles must have the Custom Record Entries permission enabled. For more information about role permissions, see Setting Permissions for Custom Records.

For details, see the following:

Viewing a Custom Record Entries List

You can view a custom record entries list for a custom record type.

To view a custom record entries list:

Go to Customization > Lists, Records & Fields > Record Types.

You can also reach the custom record entries list by placing a link directly to the list in your center. See Creating Links to Custom Records.
Click List for the custom record entries list you want to see.

Your list of custom records appears.

You can also reach the custom record entries list by placing a link directly to the list in your center. See Creating Links to Custom Records.

Viewing or Editing a Custom Record Entry

You can view or edit a custom record entry for a custom record type.

To view or edit a custom record entry:

Go to Customization > Lists, Records & Fields > Record Types, and click List for the custom record entries list you want to view.

You can also reach the custom record entries list by placing a link directly to the list in your center. If you want a link to appear on a standard category, you must set the link on the Custom Record Type definition page. Also, if you want to copy the custom record and center link to another account, you must set the link on the Custom Record Type definition page. For more information, see Creating Links to Custom Records.
In the records list, click View or Edit for the record you want.
If you are editing, click Save when you are finished.

Creating a Custom Record Entry

You can create a new custom record entry for a custom record type.

To create a custom record entry:

Go to Customization > Lists, Records & Fields > Record Types, and under the New Record column, click New Record.
Enter a name for the custom record entry. Then complete fields as needed and include any notes you want to add.
Click Save.

Copying a Custom Record Entry

You can copy a custom record entry for a record type.

To copy a custom record entry:

Go to Customization > Lists, Records & Fields > Record Types, and click List for the custom record entries list you want to view.
Click View next to the record you want to copy.
In the Actions menu, select Make Copy.
Enter a name for your new record, and click Save.

You cannot create another record with the same name. The information from the original record is copied except for the name.

Making a Custom Record's Entries Inactive

In some cases, you may need to hide one or more of a custom record’s entries. To hide an entry, you make it inactive. Be aware that when you make an entry inactive, it does not appear as a choice in the record’s list.

Inactivating a record’s entries has the following results:

The entry no longer appears as a choice in the records list on new forms or on existing forms where it wasn’t already selected. However, if the entry is a parent to another entry, it still appears as a parent.
If an inactive entry was previously selected on an existing form, the entry continues to appear on that form. A search on that entry will also turn up in search results.
When filtering, if one record is dependent on another record, entries filtered by an inactive entry will not be available. This is true even if the inactive entry on which other entries depend is already selected.

To Make an Entry in a Record's List Inactive:

Go to Customization > Lists, Records & Fields > Record Types, and click List for the custom record entries list you want to view.
Click List for the record type
Click the Inactive box.
Click Save.