Child records are created with a permanent link to a parent record, and have special features in relation to the parent record. They are only displayed in a table on a layout page of the parent record. Some good uses of Child records are opportunity contacts, trade lanes, and other records that you don’t want to exist without their parent.
Creating the Child Record Template
You can create a Child record from the parent record via the “Create Child Record Template” button, located on a parent Record Template editing screen in Studio > Record Builder.
As with any other record type, you should give the Child a Name, Plural Name, API Name, Icon, and Visual Group. A good configuration practice would be to add “_cr” to the end of the API name to denote which Record Types created are Child Records. This will make searching and identifying Child Records easier, especially when configuring security access rights.
Next, select the “Parent Picker” creation button.
You’re now creating a field on the child record which points up to its parent. The name is only for your reference and doesn’t need to be displayed on the resulting child record table.
Setting up the Child Record Template
Once created, the Child Record type can be given fields that are limited to five types: Boolean, Date, Dropdown, Number, Picker, and Text. In order to create a field, go to the Child Record type, click Fields, then Add Fields.
Note, if you wish to use this field in a formula on the Parent Record, you will need to use the same type on both the Parent and Child; for example, Number fields for Revenue or Volume.
Take note of the field API names, these can be used in the formula fields on the parent.
Additionally, here you will set up the layout for the Child record, which is how the fields on the Child record will display as a table on the parent record. Note that this layout will be the same regardless of where you insert the Child record table on its Parent.
Click “Add Fields” to add columns to the layout on your parent record. When adding fields, please note that there is no need to include a picker field to the parent record as the link has already been created.
In the example above, you see a listing of all fields that will display in the table on the Parent Record. By default, you will have the Name and Owner of the Child record included on the layout and these cannot be removed. You can hide these columns by double clicking on the Name, which highlights the field, then type #lx-hide, and then click anywhere off the Layout section.
You can make fields required for completion by clicking on the Star next to each field in the Layout. Filled in stars are required fields and the row cannot be saved without this information. Fields with outlined stars are available for editing, but not required. Remove fields from the Layout by clicking on the Trash Can icon.
After adding the desired fields to your Child record you must click the “Publish” button at the top right of the page in addition to the Publish button on the Layout section.
Adding the Child Record Type Table to the Parent Record
From the creation studio under Records, find the Parent Record Type. Click into it and click into the Record Layout Tile
Choose to edit the page on which you wish to add the Child table then click to add a “Field.”
Near the bottom of the field options, you will find a list of all Child tables. Choose the record type that you wish to input on your layout.
Child record tables can also be added to Workflow Tasks for reference in completing a Task. Add them as you would any other field.
Creating a Field that Totals Information from Child Records
When a Child record is created (and thus the very special link between a Child and parent is formed) you are able to use simple formulas (with operators such as +, -, x, / ) to pull together information from the Child records to display on the parent record.
From the creation studio under Records, find the Parent Record Type. Click into it and click into the Fields Tile.
Add a new field via the New Field button and label the field. It is important that this field type matches the Child record field type that you wish to use in the formula, ie, either decimals or integers. We recommend decimals.
Once you’ve named the field and chosen the type, click Save. Note that the formula cannot be added until after the field has been saved.
Now that the field is saved, you can add the formula. You will need the:
- Parent record API name
- the Child’s field API name.
In the below example, we are summing all ocean fcl revenue linked to the parent company. The formula is dollar sign, the Child record api name, underscore, the parent picker api name, underscore, the word “set”, a period (which separates the record type name from the field name) and finally the field api name.
Add this field to the Record Layout (note the Child table isn’t necessary, though may be nice to have).
In the below example, we are totalling all Child record FCL Ocean Revenue (USD) into the field Ocean FCL GR as well as totaling all Child record Volume (TEU) into the field Ocean (TEU).
Assigning Security Rights to Child Records
Child records do not automatically assume the security rights of its parent record. Therefore, you must add the Child record to the security studio and give each group access rights. To do this, go to your creation studio and click “Manage Users and Groups”. Click the dropdown arrow on the Groups tab and select the Group you want to give access to. Click “Add or Remove Record Types” and assign Red, Create, Update, Delete, Search, or Admin access. Click the “Save” button up top when you’re finished and then the “Close” button to get back into the security studio.