Dynamic forms with field visibility based on record owner are a feature commonly employed in various software systems to personalize user experiences and streamline data entry. This functionality allows fields within a form to appear or remain hidden based on the user who owns the record. It is particularly valuable in systems where different users or teams have distinct roles and responsibilities, and only need to see or interact with specific data.
Dynamic Field Visibility Functioning
Here's how dynamic form field visibility based on record owner works:
1. Record Ownership: In a system, each record (such as a customer, lead, opportunity, etc.) is associated with a specific owner. This owner could be an individual user, a team, or a department.
2. Form Design: When designing a dynamic form, administrators or developers configure rules determining which fields should be visible to different record owners.
3. Visibility Rules: Visibility rules determine whether a specific field should be displayed or hidden based on the record owner. These rules can be defined using various criteria, such as user roles, teams, departments, or even specific users.
4. User Context: When a user accesses a record or opens a form, the system identifies their role and determines their ownership rights. Based on this context, the visibility rules are applied to determine which fields should be shown to the user.
5. Dynamic Display: As the user interacts with the form, the fields dynamically appear or disappear based on the visibility rules. This ensures that users only see and interact with the relevant data to their roles and responsibilities.
6. Data Integrity: Dynamic field visibility enhances data integrity by reducing the chance of errors caused by users interacting with irrelevant or sensitive data. It also speeds up data entry and improves user efficiency.
7. Customization: Depending on the system's complexity, administrators might be able to customize or configure these visibility rules to align with the organization's evolving needs.
Field Visibility Example
I will be showing you how we can solve this question using Dynamic forms: Users (A, B) are using an application whose account records on creation have an Annual Revenue field also. This Annual Revenue field must be visible to the record owner only (i.e. other users can see the record generated but not the salary field for that record if he is not the owner).
Let’s solve this question step by step:
I created a formula field named “Is owner current user?” to check whether the current user is record owner or not.
Enter this formula in the field: IF( OwnerId = $User.Id , true, false). The return type would be checkbox.
Open any of the account record page.
Click on Setting Icon>Edit Page>Record Page in the app builder.
Select the Detail section in the app builder. The “Upgrade Now” option is visible.
Click on “Upgrade Now”. Click Next. I will choose the Account Layout for the upgrade. The preview looks like the below image.
Select the Annual Revenue field and Click on Add Filter. Add Filter as “Is Owner Current User?” equals True.
Save the record page and assign it to the org.
Now if you open any record where you are not the owner. The Annual Revenue field will not be visible. For example, I have logged in as User User. I have opened an account record whose owner is Test User.
In summary, dynamic form field visibility based on record owner is a powerful feature that tailors the user experience by displaying relevant fields and data to individual users or teams. It enhances user efficiency, reduces errors, and supports data privacy by ensuring users only access the information they need to perform their tasks effectively.
If you'd like to see the code and resources used in this project, you can access the repository on GitHub.To access the AVENOIRBLOGS repository, click here. Feel free to explore the code and use it as a reference for your own projects.
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Blog Credit:
D. Khare
Salesforce Developer
Avenoir Technologies Pvt. Ltd.
Reach us: team@avenoir.ai
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