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Create a Record Type for Salesforce

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If your data lives in Salesforce, you can create a record type to connect to your Salesforce instance using optimized data access or direct data access. A record type that connects to Salesforce is known as a Salesforce-backed record type.

Salesforce is listed as a data source shortcut by default, which lets you connect the record type to a Salesforce connected system without additional configuration.

To create a Salesforce-backed record type:

  1. Create a Salesforce connected system.
  2. Create a record type object.
  3. Choose a data access method.
  4. Connect the record type to Salesforce using your preferred data access method.

Create a connected system

To connect a record type to Salesforce, you must first configure a Salesforce connected system.

Create a record type object

To create a record type:

  1. In your application, go to the Build view.
  2. Click NEW > Record Type.

  3. In Create Record Type, configure the following properties:

    Property Description
    Name The name of the record type that is displayed in the Appian Designer. For example, in the Appian Retail application, you could have AR Order, AR Customer, or AR Support Ticket. Follow the recommended naming standard when creating this name.
    Display Name (Plural) The name of the record type in plural form. For example, Orders, Customers, or Support Tickets. This is the name that business users see in Process HQ, Tempo, and as the search placeholder text in the record list and any records-powered grids.
    Description The description of the record type shown in Process HQ, Tempo, and in Appian Designer.

    Click Generate AI Description to allow Appian AI Copilot to generate a record type description for you.
  4. Click Create.
  5. In the Review Application Security dialog, review the record type security settings.
  6. Click SAVE.

Choose a data access method

After you create the record type object, choose a data access method to connect to your Salesforce data. The data access method determines the type of record type you create and the features available to you.

Data access method Record type created Data fabric features
Optimized data access Synced record type All features
Direct data access Legacy record type Basic filtering and security only

Appian recommends using optimized data access whenever possible. If you cannot sync your data, use direct data access instead.

For a detailed comparison of each method, see Data Access for Record Types.

Connect to Salesforce

After choosing a data access method, connect the record type to your Salesforce instance. Follow the steps for your chosen method.

Use optimized data access

Connecting to Salesforce with optimized data access creates a synced record type. Appian syncs your source data in the record type, which enables faster queries and access to all data fabric features.

Before you create the synced record type, ensure your Salesforce instance is large enough to sync the data you need.

To connect a record type to Salesforce using optimized data access:

  1. In your new record type, go to Data Model.
  2. Click Tell Us About Your Data.

  3. Select Salesforce.

    images/sf-selection.png

    Scroll or drag to pan · ⌘+/⌘− to zoom · Esc to closeimages/sf-selection.png

  4. Click NEXT.

  5. For Choose how to access data, keep the default selection Optimized Data Access.

    images/data-access-methods.png

    Scroll or drag to pan · ⌘+/⌘− to zoom · Esc to closeimages/data-access-methods.png

  6. Click NEXT.
  7. For Choose Salesforce Object:
    • If you have an existing Salesforce connected system, select it from the list.
    • If you do not have a Salesforce connected system yet, click New Connected System to create one.
  8. Click NEXT.
  9. For Configure Sync Filters, add sync filters to specify which Salesforce data is synced in the record type:
    1. Click Add Filter.
    2. Select a source field to filter by. Only source types that can be converted to Appian types appear in the dropdown.
    3. Select the operator to apply to the filter.
    4. Use the context menu next to the field to select how you want to pass the value into the filter. The options in this menu change based on the data type of the field selected. You can enter a static value or enter an expression.
    5. Click Add Filter to add additional filters. Multiple filters are evaluated with an AND operator.
    6. Click TEST FILTER to validate the filter conditions.
  10. Click NEXT.

  11. In the grid of fields, clear the checkbox next to any source fields you don't want to include in the record type. By default, all source fields are selected.

    Note:  A record type can have up to 100 fields. You must include the primary key field.

  12. Configure the following field properties:

    Property

    Action
    Record Field Name Enter the name for the record field. This is the name that will be used to reference the field in Appian Designer.
    Record Field Type Use the dropdown to select the data types for the record fields.
    We automatically suggest types based on the data type in the source.

    We recommend at least the following changes:
    1. For fields containing usernames, change the type from Text to User.
    2. For fields containing group identifiers, change the type from Number (Integer) to Group.
    3. For fields containing more than 4,000 characters, change the type from Text to Extra Long Text. You can only have a maximum of three Extra Long Text fields on a record type for optimal performance.
    Display Name Enter a user-friendly field name to display to business users in Process HQ. Use title case formatting and spaces in the display name so it's easy for users to read. For example, First Name.

    When this field is blank, the Record Field Name is displayed in Process HQ using title case formatting.
    Description Enter a description of the field to display to business users in Process HQ.
  13. Drag and drop the rows to change the order in which the record fields are displayed.
  14. Click FINISH.
  15. Click SAVE to sync your data.

Use direct data access

Connecting to Salesforce with direct data access creates a legacy record type that directly queries your Salesforce instance. Relationships, record-level security, and other data fabric features are not available for Salesforce-backed record types that use direct data access.

To connect a record type to Salesforce using direct data access, follow the steps to connect to a web service with direct data access.

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