Using Predefined Values in Actions

When configuring action layouts, having fewer fields is better. If you remove required fields from an action layout, the action won’t save properly when a user tries it. You have to balance ease of use with the need for required information. Some objects might have many required fields, and when a user clicks a record create action for these, the action layout can be long and filled with required fields. Most users, especially mobile users, don’t want to take the time to fill in a whole lot of required fields. They want to get things done and move on to their next task.

If you predefine values for fields on object records created through an action, you don’t need to add those fields to the action layout. For example, on an action that lets users create opportunities, you might set Prospecting as the predefined value for the Stage field. All new opportunities created through that action will automatically be assigned to the prospecting stage.

To set predefined values for object-specific actions, click Customize | Object | Buttons, Links, and Actions. To set predefined values for global actions, click Create | Global Actions | Actions. Once on the action list page for either type, click the name of the action, and then click New in the Predefined Field Values related list.

Predefined values for fields on actions are separate from default values that you can set for fields on records. A field, if it’s included in an action, can have both a predefined value set for when it’s used in an action and a default value set. If a field on an action has both a predefined value and a default value set, the action uses the predefined value, not the default value.

On object-specific actions, the predefined value can include references to the source record fields.