Creating records in Salesforce

Creating a View

A view allows you to display records of a single type selectively.

1. Select the tab for the object you want to create a view (e.g., Students, Schools, Applications).
2. In the page's header section, you'll see the label "View" with a view name displayed in the adjacent picklist. (Click  Go! to the right of the view name to generate a list using the specified view).
3. Click the link to Create New View.
4. Specify a name for your new view.
5. The unique view name will automatically generate as you click or tab down.
6. Specify whether all Student records or only those you own will be searched.
7. Specify selection criteria (filters) to determine which records to display in the view results.
8. Select the fields you wish to see in your view:
   1. Select one or multiple fields from the "Available Fields" list, then click the Add arrow to move those fields into the "Selected Fields" list.
   2. Re-order the fields as desired using the arrows to the right of the "Selected Fields" list.
   3. Remove fields from the view by selecting one or more fields and clicking the Remove arrow.
9. Select who you want to see in the view you've just created: If you do not see this option, your view will not be available to other users.
10. Click Save.
11. ​Your new view will become a permanent entry in your View pulldown list, and the view results will be generated and displayed on your page.

Note: Select the view from the dropdown and click Edit to edit a saved View.

Creating a Task

To create a task related to a Student:

1. Select the Student record you want to edit from the Recent Items list or the Search results, and click the Open Activities link (just above the "Student Detail" header).
2. Click the New Task button in the "Open Activities" section.
3. Click the magnifying glass to the right of the "Assigned To" entry box. This will open a lookup; select the User Id to which this task will be assigned.
4. Select the upward left pointing arrow to the right of the "Subject entry" box to display a pop-up window with options for the Task Subject (if your institution uses standard task lists).
5. Enter the task information, such as the Comments and Due Date.
6. Specify whether the assignee should receive an email notification by checking the Send Notification Email box. If you also select the Make this the default setting checkbox, a notification email will be generated for all new tasks you create.
7. Save the new task when you've completed all the required fields and entered any additional information.

Note: You can set up a reminder for the assignee by selecting the Reminder checkbox and setting a date and time for the reminder to be delivered.

8. You will now see the task that was created, along with any other open activities for this prospective student, in the "Open Activities" related list. Click on an individual Task's Subject to display the detail screens for the individual task.

Creating a Note

You can create Notes on any record with the Notes & Attachments link at the top of the page. This includes Student, School, Application, and Staff records.

1. Select the Notes & Attachments link from the top of the Record to jump to the Notes & Attachments section, or scroll down until you see this section.
2. Click New Note.​​​

Note: If you don't see the New Note button, your System Administrator must add the New Note action to your page layout. For details, see the Salesforce Help & Training article: Let Users Create Notes from the Chatter Publisher, Global Actions Menu, and the Salesforce Mobile App Action Bar.

3. In the "Note Edit" page, select whether this note will be private or public. Private notes are visible only to the creator and users with System Administration privileges.
4. Only the title is a required entry. Be aware that notes entered on Student records are also visible on the School record with which the student is affiliated.
5. After completing your note, click Save. This will return you to the Student record.

Note:  Be conscious of your organization's privacy policies and what information Students can request to access.