How to create Salesforce training guides for your users

Step by step

Record in a sandbox with a user-like profile

Admins see buttons regular users don't. Log in to a sandbox as (or with the profile of) a typical user, so the guide shows exactly what they'll see.

Pick the task and prepare a test record

Start with lead conversion, the most common training topic. Create a test lead with a company name, so it converts to a business account rather than a person account.

Start recording

Open the lead record in Lightning Experience, click the Guidie extension and press Start.

Convert the lead

Click Convert at the top right of the lead. Choose to create a new account or pick an existing one, do the same for the contact, and decide whether to create an opportunity. Click Convert. Guidie captures each choice as a step.

Show what happens next

Open the new opportunity and set the next stage. Training is more useful when it shows the first thing to do after the conversion, not just the conversion itself.

Stop and add your org's rules

Press Stop and review the AI-written steps. Add the rules that are specific to your org, for example 'Always create an opportunity for inbound leads' or 'Search for the account first to avoid duplicates.'

Publish the guide with a troubleshooting note

Add a short 'If the Convert button is missing' tip pointing users to their admin: the button has to be on the lead page layout's Lightning actions.

Salesforce workflows worth documenting first

Converting a qualified lead

Note that conversion can't be undone, and converted leads become read-only.

Updating an opportunity stage

Your stages, required fields per stage and what each stage means for forecasting.

Logging a call or task

Where activities appear and why they matter for reports.

Running and exporting a report

Which standard reports to use, and how to filter to 'My' records.

Creating a case from an email

For service teams: case fields, assignment and the first response.

Your org is not standard Salesforce

Page layouts, record types, validation rules, custom fields: almost every org is customised. Training material built on screenshots of a generic org confuses users, because buttons are in different places and required fields differ.

Record as a user, not as an admin

The most common mistake in Salesforce documentation is recording as a system administrator. Admins see extra buttons, fields and settings. Use a sandbox user with the target profile, and your guide will match what people actually see.

Mind the irreversible steps

Some Salesforce actions can't be undone, and lead conversion is one of them. Use test records, and say so in the guide: "This can't be undone, so check the account before you click Convert."

Updating after releases

Salesforce ships major releases several times a year, and your admins change layouts in between. Keep each guide short and single-task so re-recording it after a change takes minutes, and every screenshot and step updates together.

Questions people ask

Why is the Convert button missing in Salesforce?

It usually isn't on the Leads page layout's Salesforce Mobile and Lightning Experience Actions section, or the user lacks the Convert Leads permission or create/edit access to leads, accounts, contacts and opportunities.

Can a lead conversion be reversed?

No. Salesforce Help states a conversion can't be undone, so use a test lead when recording.

Should I record training guides in production?

Prefer a sandbox. If you must use production, record with test records and check every screenshot for customer data before sharing.

How to create Salesforce training guides that match your org