Search layouts in Salesforce are ordered groups of fields that determine which columns of data appear when a user views records in a particular context — such as in search results, lookup dialogs, or recently viewed lists on an object’s tab home page.
Think of search layouts as the “column configuration” for lists produced by searching or browsing records. Rather than showing every single field on an object, search layouts let an administrator choose the most relevant fields to display, making it fast and effortless for users to find what they’re looking for.
By default, lookup dialogs and related lists created from new relationships only show a record’s name. Search layouts let admins add the fields that actually matter for business context — like phone numbers, account type, or deal stage.
Why Search Layouts Matter
A thoughtfully configured search layout can dramatically reduce the time users spend identifying the right record. Here’s why they’re worth your attention:
- Faster Record Identification — Users scan critical fields at a glance (like Account Type or Opportunity Stage) without opening each record.
- Reduced Errors — Displaying uniquely identifying fields in lookup dialogs prevents selecting the wrong record.
- Higher Productivity — Well-designed layouts mean fewer clicks and context switches, keeping users in flow.
- Respects Field-Level Security — Even if a field is in the search layout, it won’t appear if a user lacks FLS access — your data stays secure.
The 6 Types of Search Layouts
Each Salesforce object can have multiple search layouts, each serving a distinct purpose. Understanding all six is essential for the Admin certification exam.
Search Results
This layout controls which fields appear when a user performs a global search from the top search bar. For example, when searching “Acme,” the Account results might show Account Name, Type, Phone, and Billing City — all configured here.
Lookup Dialogs
When a user clicks the magnifying glass icon next to a lookup field (like the Account field on a Contact), a lookup dialog opens. This layout defines what columns appear in those results.
Admin Tip: For objects with many similar names (e.g., multiple “Acme” accounts), always include a differentiating field like City or Industry in the Lookup Dialog layout.
Lookup Phone Dialogs
This is a Salesforce Classic–only feature used with the CRM Call Center softphone. When a call center agent uses a phone lookup, this layout determines the fields shown — such as Contact Name, Mobile Phone, and Department.
Object Tab (Recently Viewed Records)
This layout controls the fields shown in the recently viewed / created / modified records list on an object’s home tab (e.g., the Accounts tab). Configuring this well lets reps track their recent activity without extra navigation.
Example use case: Show Name, Stage, and Amount on the Opportunities tab so reps can monitor key deals instantly.
List View (Button Control)
Common Misconception:
Many admins expect this layout to control list view columns. It does not. It only controls which standard and custom buttons appear on the list view toolbar — this is a classic exam trap!
What it actually does:
Controls which action buttons appear above a list view — such as “New,” “Delete,” “Send Email,” or Custom Buttons. You can hide the “Delete” button on sensitive objects like Contracts to prevent accidental data loss.
Search Filter Fields
This layout defines which fields appear as filter options when a user narrows down a search. Configuring useful filter fields empowers users to drill into their data efficiently.
Example use case: Make Stage, Owner, and Created Date available as filter fields for Opportunity searches so reps can focus on specific pipeline segments.
Search Layout Types — Quick Reference
| Layout Type | What It Controls | Where It’s Visible | Classic | Lightning |
|---|---|---|---|---|
| Search Results | Fields in global search results | Global search bar | ✅ | ✅ |
| Lookup Dialogs | Fields in lookup field pop-ups | Lookup magnifying glass | ✅ | ✅ |
| Lookup Phone Dialogs | Fields in phone lookup pop-ups | CRM Call Center softphone | ✅ | ❌ |
| Object Tab | Recently viewed records columns | Object home tab | ✅ | ✅ |
| List View | Buttons on the list view toolbar | List view page | ✅ | ✅ |
| Search Filter Fields | Available filter fields in search | Search refinement panel | ✅ | ✅ |
How to Configure Search Layouts (Step by Step)
Configuring search layouts is straightforward. Here is the step-by-step process for both Standard and Custom objects.
Navigation Path: Setup → Object Manager → [Select Object] → Search Layouts
Step 1 — Go to Setup Click the gear icon ⚙️ in the top-right corner of Salesforce and select Setup.
Step 2 — Open Object Manager From the Setup home page, click the Object Manager tab at the top.
Step 3 — Select Your Object Search for or scroll to the object you want to configure — for example, Account, Contact, or a custom object.
Step 4 — Click “Search Layouts” In the left sidebar of the object detail, click Search Layouts. You’ll see all available layout types listed.
Step 5 — Edit the Desired Layout Click Edit next to the layout type you want to modify (e.g., Search Results or Lookup Dialogs).
Step 6 — Add or Remove Fields Use the dual-list box to move fields from “Available Fields” to “Selected Fields.” Arrange them in the desired display order using the up/down arrows.
Step 7 — Save Your Changes Click Save. Changes take effect immediately for all users in your org.
Pro Tip: You can add up to 10 fields to any search layout. Be strategic — choose fields that help users uniquely identify records rather than loading up all available fields.
Limitations & Restrictions
Not all fields can be used in search layouts. The following are excluded by design:
| Restriction | Detail |
|---|---|
| Encrypted fields | Cannot be added to search layouts |
| Formula fields | Not available in search layouts |
| Lookup/relationship fields | Cannot be included |
| Roll-up summary fields | Excluded from search layouts |
| 10-field maximum | Maximum of 10 fields per layout |
| Identifying fields | Cannot be removed (e.g., Account Name, Case Number) |
| Field-Level Security | Overrides layout — FLS-hidden fields never display |
| Standard object Change Sets | Standard object layouts cannot be deployed via Change Sets |
Best Practices
Prioritize Disambiguation Fields
For objects with many similar records (like Contacts named “John Smith”), always show differentiating fields like Company, City, or Email.
Align with Business Processes
- Sales teams benefit from seeing Stage and Close Date in Opportunity results.
- Service agents need Case Status and Priority for Case results.
- Call center reps need Phone and Department in Contact lookups.
Think About Mobile Users
Mobile screens have limited space. Fewer, high-value fields are better than ten cluttered columns. Aim for 4–6 well-chosen fields.
Gather User Feedback
Ask power users which fields they most often need to identify records. Real user input is more reliable than assumptions made in a vacuum.
Don't Confuse Layout Types
Keep documentation on which layout controls what — especially the List View layout, which controls buttons and not columns.
Review After Data Model Changes
When you add new custom fields to an object, revisit your search layouts to see if the new field belongs in a layout.
Search Layouts & Change Sets / Deployment
This is one of the most commonly tested topics related to search layouts on the Admin certification exam.
Key Rule: Search layouts for standard objects are part of the object definition and cannot be deployed via Change Sets. They must be manually configured in each environment (e.g., sandbox → production). Search layouts for custom objects can be included in a Change Set when the custom object itself is part of the deployment package.
Practical implication: Always document your standard object search layout configurations in a deployment runbook so they can be manually recreated in target environments. This prevents configuration drift between orgs.
Salesforce Admin Exam Tips
These are the key points most likely to appear on the Salesforce Administrator Certification exam related to search layouts:
Search layouts customize fields shown in search results, lookup dialogs, and the object tab — NOT list view columns.
The “List View” search layout only controls buttons on the list view toolbar, not visible columns.
You can add a maximum of 10 fields to any search layout.
Encrypted, formula, lookup, and roll-up summary fields cannot be added to search layouts.
Field-level security overrides search layouts — if a user doesn’t have FLS access to a field, it won’t appear regardless of the layout.
Standard object search layouts cannot be deployed via Change Sets — they require manual configuration in each org.
Custom object search layouts can be deployed with the custom object in a Change Set.
Search layouts apply to both standard and custom objects.
Lookup Phone Dialog layouts are only available in Salesforce Classic (used with CRM Call Center).Frequently Asked Questions
Can I create different search layouts for different user profiles?
No. Search layouts are configured at the object level and apply to all users equally. They are not profile-specific. For field-level visibility control on a per-profile basis, use Field-Level Security settings.
Do search layouts apply to Salesforce Lightning Experience?
Yes. Search layouts apply to both Classic and Lightning Experience, with the exception of the Lookup Phone Dialog layout, which is only relevant to the CRM Call Center softphone in Classic.
What is the difference between a search layout and a page layout?
A page layout controls the fields, sections, and related lists visible on a record’s detail or edit page. A search layout controls which fields appear in search results and lookup dialogs — the list contexts that appear before a user opens a specific record.
Can I add custom fields to search layouts?
Yes. Both standard and custom fields can be added, as long as they are not encrypted, formula, lookup, or roll-up summary fields.
How many fields can I add to a search layout?
A maximum of 10 fields, not counting the required identifying fields which are always present and cannot be removed.
Do search layouts affect search performance?
Not significantly. However, keeping layouts lean — showing only the most relevant fields — improves readability and is especially important for mobile users.
Are search layouts included when I clone a sandbox?
Yes. When you refresh or clone a sandbox from production, all configuration including search layouts is copied over.
Conclusion
Search layouts in Salesforce are a deceptively simple but high-impact tool in every Salesforce Admin’s tool. By carefully configuring the fields that appear in search results, lookup dialogs, and tab home pages, you make your org significantly more usable — helping every user find the right record faster, with fewer clicks and less cognitive load.
From the global search results to the lookup dialog to the call center softphone, each of the six layout types serves a distinct purpose. Understanding when and why to use each one is the mark of a thoughtful admin — and a reliable topic on the Salesforce Admin certification exam.
Whether you’re just getting started with Salesforce administration or preparing to earn your certification, mastering search layouts is a must-have skill. They’re quick to configure, immediately impactful, and a great way to demonstrate real value to your users and stakeholders.
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