What is What ID in Salesforce

In our previous blog post we had discussed about What is Who ID in Salesforce. In these blog post we discuss about What is What ID in Salesforce

What is What ID in Salesforce

Definition of what ID:-

The What ID in Salesforce is a field used to reference non-person records. It links activities like tasks and events to specific records such as Accounts, Opportunities, Campaigns, Cases, and custom objects. This linkage helps in maintaining a clear and organized record of all interactions related to these entities.

Purpose:-

The primary purpose of the What ID is to associate activities with relevant business records, ensuring comprehensive tracking and context for all business interactions. This helps in better management and analysis of activities related to various business processes.

Key Characteristics of What ID:-

• Non-Person Records: The What ID refers to non-person records, unlike the Who ID, which references person records such as Leads and Contacts.

• Unique Identifier: Acts as a unique identifier to link activities to the correct business record.

• Contextual Tracking: Helps in tracking activities within the context of specific business processes and records.

Difference Between What ID and Who ID:-

The What ID and Who ID serve different purposes:

• Who ID: Links activities to person records like Leads and Contacts.

• What ID: Links activities to non-person records like Accounts, Opportunities, Campaigns, and custom objects.

Uses of What ID in Salesforce:-

Linking Activities:-

• Tasks and Events: When creating tasks or events, the What ID links these activities to relevant business records, ensuring all related actions are tracked properly.

• Case Management: Associates tasks with cases to manage and track customer support issues effectively.

• Opportunity Management: Links activities to opportunities, helping in tracking sales processes and interactions.

Reporting and Analysis:-

• Activity Reports: Generates detailed reports on activities related to specific business records, aiding in performance analysis and decision-making.

• Business Insights: Provides insights into the performance and history of business processes, enhancing strategic planning.

How to Use What ID in Salesforce:-

Step-by-Step Guide:-

1. Log in to Salesforce: Start by logging into your Salesforce account.

2. Navigate to Task or Event: Go to the task or event section where you want to link the activity.

3. Create a New Task or Event: Click on the “New Task” or “New Event” button.

4. Enter Details: Fill in the necessary details for the task or event.

5. Assign What ID: In the “Related To” field (sometimes labeled as “What”), enter the name of the record you want to link to (e.g., Account, Opportunity). Salesforce will automatically link the What ID to this record.

6. Save the Task or Event: Click “Save” to create the task or event with the What ID linked.

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Best Practices for Using What ID:-

Accurate Data Entry:-

Ensure accurate data entry when assigning What IDs to avoid linking activities to the wrong business record.

Regular Updates:-

Regularly update tasks and events to reflect current statuses and any new developments.

Consistent Usage:-

Use the What ID consistently across all activities to maintain comprehensive and organized records.

Common Issues and Troubleshooting:-

Incorrect Linkage:-

• Verify Records: Always double-check that the What ID links to the correct business record.

• Edit Activities: If an activity is linked to the wrong record, edit the task or event to correct the What ID.

Missing Activities:-

• Check Filters: Ensure your activity views and reports are not filtered in a way that excludes certain tasks or events.

• Review Permissions: Verify that you have the necessary permissions to view activities linked to specific What IDs.

Conclusion:-

The What ID in Salesforce is a crucial element for managing and tracking activities related to business records. By linking tasks and events to specific Accounts, Opportunities, Cases, and other records, the What ID helps ensure that all interactions are accurately recorded and easily accessible. This enhances your ability to manage business processes, schedule follow-ups, and gain valuable insights through detailed activity reports.

FAQs:

1. What types of records can a What ID refer to in Salesforce?

   • The What ID can refer to non-person records such as Accounts, Opportunities, Campaigns, Cases, and custom objects.

2. How is What ID different from Who ID?

   • The What ID links activities to non-person records (e.g., Accounts, Opportunities), while the Who ID links activities to person records (e.g., Leads, Contacts).

3. Can I use What ID for custom objects in Salesforce?

   • Yes, the What ID can be used to link activities to custom objects in Salesforce.

4. How do I ensure the correct record is linked using What ID?

   • Ensure accurate data entry and double-check the linked record before saving tasks or events.

5. Why is it important to use What ID in Salesforce?

   • Using What ID helps maintain comprehensive and organized records of interactions with various business entities, enhancing management and tracking of business processes.

In our next blog post we will discuss about What is the Difference Between Freeze and Deactivate in Salesforce