A Salesforce Mystery – Customizations Active or Inactive by Default


Mystery MachineOne of the mysteries of Salesforce world is the logic behind which customization features are active or inactive by default. It is almost comical how seemingly innocuous customizations such as Email Templates are initially set as dormant, while potentially damaging ones such as Validation Rules are live, even if not completed or tested.  Here are a few examples for System Administrators to be aware of:

  • Validation Rules – ACTIVE: Validation Rules are very useful, but when written incorrectly, can literally shut down your users’ ability to save data in the associated object.
  • Custom Object – DEPLOYED: Custom Objects are Deployed by default, but can also be set to In Development.  The Deployed/In Development functionality predates sandboxes in Salesforce. When set to In Development, only a System Administrator can see and work with the Custom Object–and can even go so far as to build out fields, layouts workflow, validation rules, reports, dashboards, and data for the object without others seeing it.
  • Workflow Rules – INACTIVE: The last step in creating a Workflow Rule, before testing, is to click the Activate button on the Workflow Rule definition.
  • Workflow Approval Process – NOT ACTIVE: Workflow Approval Processes can be complex, multi-step affairs.  After creating the base process, and adding at least one Approval Step, the Activate Button appears on the Approval Process Detail Page.
  • Record Types: – ACTIVE/INACTIVE:  The first Record Type created on an Object is both ACTIVE and visible for all users by default.  All subsequent Record Types created on the same object are not active by default.
  • Custom Report Types: IN DEVELOPMENT: When creating new Custom Report Types, only System Administrators and Users whose Profiles have the “Manage Custom Report Types” permission set can see and use these when creating Custom Reports.  Learn about 5 Great Salesforce Custom Report Type Examples & How to Create Them.
  • Email Templates – AVAILABLE FOR USE is UNCHECKED: When created, unless the Available for Use checkbox is ticked an Email Template can only be seen and used by System Administrators and Users whose Profiles allow them to manage public templates.

It is best to keep these default settings in mind as you customize your system.  Please let us know if you’ve found others of note!

David Carnes - Founder & CEO

about the author

David Carnes

David’s role as Chairman & Chief Digital Evangelist is centered around driving meaningful client engagement and business development. The key to this is serving as an advisor to OpFocus’ SaaS clients as they scale their revenue operations and embrace digital transformation.

In his early career, David worked in IT and operations for software companies, developing an interest in CRM, marketing automation, and analytics while building out systems, processes, data, and reporting for the business teams he supported. He earned a Masters in Software Engineering and credits a Harvard summer class in database management for opening his eyes to what systems could do to support operations. In founding OpFocus in 2006 David took another step toward focusing on business operations, seizing on Salesforce’s vision and never looking back.

David is a frequent speaker at Salesforce and Salesforce community events around the world, mentors through the Trailblazer Mentorship Program hosts Dashboard Dōjō, and serves as a Platform Champion and a Pi-TaP board member. Due to his involvement in the trailblazer community, David’s recently been awarded the position of Salesforce MVP!