A record ID in Salesforce is a unique identifier automatically assigned to every record at the moment it is created within the platform. Think of it as a digital fingerprint — no two records across your entire Salesforce org will ever share the same ID.
This ID is stored in the record’s ID field and serves as the backbone of how Salesforce accesses, links, and manages data internally. Whether you’re dealing with Accounts, Contacts, Leads, Opportunities, Cases, or any custom object — every single record gets its own record ID.
Key fact: Even if a record is deleted and later restored (undeleted), its Record ID remains exactly the same and will never be reassigned.
Why Is the Record ID Important?
Understanding the record ID in Salesforce is essential for anyone working in the platform — whether you’re an admin, developer, or business analyst. Here’s why:
- Direct navigation: Entering a known Record ID into the Salesforce org URL takes you directly to that record’s detail page.
- Example URL format:
https://your-instance.lightning.force.com/<RecordId>
- Example URL format:
- Data integrations: APIs and third-party tools use Record IDs to query, update, or delete specific records.
- Data migrations: When importing or exporting data, Record IDs are used to match and upsert records accurately.
- Formula fields and automation: Workflow rules, flows, and formula fields often reference Record IDs to build dynamic links or logic.
- Reporting and dashboards: Record IDs can be added to reports to make records directly accessible from report results.
Two Types of Record IDs in Salesforce
Salesforce uses two versions of the Record ID, each serving a different purpose:
1. 15-Character Record ID (Case-Sensitive)
The 15-character ID is the version you’ll encounter most often in the Salesforce user interface — in URLs, list views, and reports.
- Length: 15 alphanumeric characters
- Case sensitivity: Case-sensitive (uppercase and lowercase letters are treated as different characters)
- Where it appears: Browser URL bar, Salesforce Classic UI, reports
- Example:
0012F00002h5G8V
The 15-character ID encodes three key pieces of information:
- Characters 1–3: Object key prefix (identifies which object type the record belongs to)
- Characters 4–8: Server/instance identifier
- Characters 9–15: The unique record identifier
2. 18-Character Record ID (Case-Insensitive)
The 18-character ID is designed for use in API interactions, data exports, and integrations where case sensitivity might cause problems.
- Length: 18 alphanumeric characters
- Case sensitivity: Case-insensitive (safe to use in systems that don’t preserve letter case)
- Where it appears: Data export files, API responses, Salesforce Lightning
- Example:
0012F00002h5G8VQAU
The last 3 characters of the 18-character ID are a checksum that encodes the casing of the first 15 characters, allowing external systems to safely handle the ID without case-sensitivity issues.
How to Read a Salesforce Record ID
Every Salesforce Record ID follows a consistent structure. Here’s how to decode it:
0 0 1 2 F 0 0 0 0 2 h 5 G 8 V
|___| |_________| |_______|
| | |
Object Instance Unique
Prefix Code Record ID
- Positions 1–3: Object key prefix (e.g.,
001= Account,003= Contact) - Positions 4–8: Salesforce server/instance identifier
- Positions 9–15: Unique record identifier
For the 18-character version, positions 16–18 are the case-encoding checksum.
Common Object Key Prefixes
The first three characters of any Salesforce Record ID tell you exactly which object the record belongs to. Here are the most commonly encountered prefixes for standard objects:
| Object | Key Prefix |
|---|---|
| Account | 001 |
| Contact | 003 |
| Lead | 00Q |
| Opportunity | 006 |
| Case | 500 |
| User | 005 |
| Task | 00T |
| Event | 00U |
| Campaign | 701 |
| Contract | 800 |
How to Find the Record ID in Salesforce
There are several practical ways to locate the Record ID of any record in Salesforce:
Method 1: From the Browser URL
The simplest method — open any record and look at the URL in your browser’s address bar. The string of characters after the last forward slash is your Record ID.
Example:
https://yourorg.lightning.force.com/lightning/r/Account/0012F00002h5G8VQAU/view
→ Record ID is 0012F00002h5G8VQAU
Method 2: From a Salesforce Report
You can add the Record ID as a column in any existing report for bulk ID retrieval (see step-by-step instructions below).
Method 3: Via a Custom Formula Field
Create a formula field on an object that returns the Record ID value, making it visible on the record detail page or list view.
Method 4: Via Data Export / Data Loader
When you export data using Salesforce’s Data Export tool or Data Loader, the ID field is always included in the exported CSV file.
Method 5: Via SOQL (Salesforce Object Query Language)
Developers and admins with access to Developer Console or Workbench can run a simple SOQL query:
SELECT Id, Name FROM Account LIMIT 10
This returns the 18-character Record ID for each result.
How to Add Record ID to a Report
Follow these steps to add the Record ID field as a column in a Salesforce report:
- Navigate to the Reports tab and open (or create) a report for the object you need
- Click Edit to enter edit mode
- In the Columns section on the left panel, click Add Column
- Search for “ID” in the field search box
- Select the object-specific ID field (e.g., Account ID for the Account object)
- Click Save & Run
The Record ID column will now appear in your report results, and each ID will be a clickable link to the corresponding record.
How to Add Record ID as a Custom Formula Field
This method makes the Record ID permanently visible on a record’s detail page or list view:
- Click the Gear icon (⚙️) in the upper-right corner of Salesforce
- Select Setup
- Navigate to Object Manager
- Find and select the Object you want to add the Record ID field to (e.g., Account)
- Click Fields & Relationships in the left sidebar
- Click New
- Select Formula as the field type, then click Next
- Enter a Field Label (e.g., “Record ID”) and set the Formula Return Type to Text
- Click Next
- Click Insert Field and select the object’s ID field (e.g., Account ID)
- Click Insert, then click Next → Next → Save
The field is now available to add to page layouts, list views, and reports.
Record ID in Salesforce External Objects
External Objects in Salesforce — used in Salesforce Connect to represent data stored outside of Salesforce — also use Record IDs, but with a key difference.
For external objects, the Record ID is derived from the External ID field value. Salesforce generates an 18-character ID for each external object record, but this ID is tied to the external data source’s own identifier.
This is particularly important when:
- Building integrations with OData or other external data sources
- Using Salesforce Connect to surface data from ERP or legacy systems
- Running cross-object flows or automation that reference external object records
When working with external objects, always ensure your external system’s ID values are mapped correctly to the Salesforce External ID field, as this drives how Salesforce generates and resolves the Record ID.
Record ID in Omni-Channel (Service Cloud)
In Salesforce Service Cloud, the Record ID plays a critical role in the Omni-Channel routing configuration.
When setting up Omni-Channel to route work items (such as Cases, Chats, or Messaging Sessions) to agents, Salesforce uses the Record ID of the work item to:
- Identify and queue the specific record being routed
- Link the work assignment to the correct Omni-Channel flow or routing configuration
- Track agent capacity and work item status in real time
When creating routing configurations, presence statuses, or service channels in Omni-Channel, the Record IDs of these configuration records are referenced internally by Salesforce’s routing engine to direct work correctly.
Tip for Service Cloud admins: If you’re troubleshooting routing issues in Omni-Channel, knowing how to locate Record IDs for your routing configurations, queues, and service channels is essential for accurate debugging.
15-Character vs 18-Character ID: Key Differences
Here’s a comprehensive comparison to help you understand when to use each format:
| Feature | 15-Character ID | 18-Character ID |
|---|---|---|
| Length | 15 characters | 18 characters |
| Case sensitivity | Case-sensitive | Case-insensitive |
| Used in | Salesforce UI, Classic, reports | API, data exports, Lightning, integrations |
| Safe for external systems | No (case issues) | Yes |
| Contains checksum | No | Yes (last 3 characters) |
| Display environment | Salesforce Classic | Salesforce Lightning |
When to use which:
- Use the 15-character ID when working within the Salesforce UI and referencing records in reports or views
- Use the 18-character ID when working with the Salesforce API, data exports, data loader, or any external integration where case sensitivity could cause mismatches
Converting Between 15 and 18 Character IDs
Salesforce provides built-in ways to convert between the two ID formats:
Converting 15 → 18 Characters
Use the CASESAFEID() formula function in a formula field:
CASESAFEID(Id)
This returns the 18-character, case-insensitive version of any 15-character ID.
Converting 18 → 15 Characters
Simply remove the last 3 characters from the 18-character ID. The remaining 15 characters are the original case-sensitive ID.
Pro tip: When doing data migrations or comparisons in Excel or external tools, always convert IDs to 18 characters first using CASESAFEID() to avoid mismatches caused by case differences.
Best Practices for Working with Record IDs
Whether you’re an admin, developer, or consultant, following these best practices will save you hours of troubleshooting:
- Always use 18-character IDs in integrations — Case sensitivity in 15-character IDs causes hard-to-debug matching issues in external systems.
- Never hard-code Record IDs in production — Record IDs differ between sandboxes and production environments (except Full Copy Sandboxes). Use dynamic references instead.
- Add Record ID to reports and list views — This makes bulk data operations and troubleshooting significantly faster.
- Use CASESAFEID() for Excel comparisons — Excel is not case-sensitive, so comparing Salesforce IDs in Excel can return false matches unless you use 18-character IDs.
- Store Record IDs in custom fields for integration keys — When syncing Salesforce with external systems, store the Salesforce Record ID in a custom field on the external system for reliable two-way sync.
- Know your key prefixes — Being able to instantly identify an object from the first 3 characters of an ID is a valuable time-saving skill for any Salesforce professional.
Frequently Asked Questions
Q: Can a Record ID in Salesforce ever change?
No. Once a record is created, its Record ID is permanent. It does not change even if the record is deleted and restored.
Q: Is the Record ID the same across all Salesforce environments?
No — Record IDs differ between most sandboxes and production. The only exception is a Full Copy Sandbox, which is an exact replica of production and therefore contains the same Record IDs.
Q: How do I find the Record ID of a deleted record?
You can query deleted records using SOQL with the ALL ROWS clause in Developer Console, which includes records in the Recycle Bin:
SELECT Id, Name, IsDeleted FROM Account WHERE IsDeleted = true ALL ROWS
Q: What’s the difference between Record ID and External ID in Salesforce?
The Record ID is a system-generated identifier created by Salesforce. An External ID is a custom field you designate to store an identifier from an external system — useful for data imports and integrations.
Q: Can two records have the same Record ID in different Salesforce orgs?
In rare cases, yes — but within any single org, Record IDs are always globally unique.
Q: How do I use a Record ID to navigate directly to a record?
Simply append the Record ID to your Salesforce instance URL:https://your-instance.salesforce.com/<RecordId>
Summary
Understanding the record ID in Salesforce is a foundational skill for every Salesforce professional. Here’s a quick recap of the key takeaways:
- Every Salesforce record has a unique, permanent Record ID assigned at creation
- Salesforce uses two formats: 15-character (case-sensitive, used in UI) and 18-character (case-insensitive, used in APIs and integrations)
- The first 3 characters of a Record ID are the object key prefix, identifying the object type
- You can find Record IDs via the URL, reports, formula fields, data export, or SOQL queries
- Use
CASESAFEID()to convert 15-character IDs to 18-character format - Record IDs are critical for integrations, data migrations, automation, and troubleshooting
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