tools-only Salesforce Structure Documentation
Template: Fill in this document with your org's specific objects, fields, and business logic. The more detail you provide, the better the AI can understand and query your Salesforce data.
Purpose and Scope
This document explains the complete structure of your Salesforce instance, including:
- How each object is defined and used
- Field definitions and relationships
- Business logic and processes
- Org-specific customizations
Assumed Knowledge: The AI has access to standard Salesforce documentation and understands basic concepts (objects, fields, relationships, record types). This document focuses on your org-specific customizations and business logic.
Company Context
Company: [Your Company Name] Industry: [e.g., B2B SaaS, E-commerce, Financial Services] Business Model: [e.g., Subscription-based, Usage-based, One-time purchase]
Key Business Characteristics:
- Subscription-based revenue (ARR/ACV metrics)
- Multi-year contracts
- Usage-based pricing
- Enterprise and mid-market focus
- Self-serve / PLG motion
- Channel / partner sales
Object Hierarchy and Relationships
Core Objects
Lead → (converts to) → Account + Contact + Opportunity
Account (company)
├── Contacts (people)
├── Opportunities (deals)
├── Cases (support tickets)
└── [Custom Objects]
Opportunity (deal)
├── Opportunity Products (line items)
├── Contacts (via Opportunity Contact Roles)
└── [Related Custom Objects]
Opportunity Record Types
| Record Type | Purpose | Key Rules |
|---|---|---|
| New | First-time purchase | |
| Renewal | Subscription continuation | |
| Upsell | Adding to existing subscription | |
| Expansion | ||
| Professional Services | ||
| [Add yours] |
Object Definitions
Account
Purpose: Represents a company/organization.
Key Standard Fields:
| Field | API Name | Type | Description |
|---|---|---|---|
| Account Name | Name |
Text | Company name |
| Industry | Industry |
Picklist | Industry classification |
| Annual Revenue | AnnualRevenue |
Currency | Annual revenue |
| Website | Website |
URL | Company website |
| Account Owner | OwnerId |
Lookup(User) | Sales rep |
Key Custom Fields:
| Field | API Name | Type | Description |
|---|---|---|---|
__c |
|||
__c |
Contact
Purpose: Represents a person at an Account.
Key Standard Fields:
| Field | API Name | Type | Description |
|---|---|---|---|
| Name | Name |
Text | Full name |
Email |
Email address | ||
| Title | Title |
Text | Job title |
| Account | AccountId |
Lookup(Account) | Parent account |
Key Custom Fields:
| Field | API Name | Type | Description |
|---|---|---|---|
__c |
Opportunity
Purpose: Represents a deal/transaction.
Key Standard Fields:
| Field | API Name | Type | Description |
|---|---|---|---|
| Opportunity Name | Name |
Text | Deal name |
| Amount | Amount |
Currency | Deal value |
| Stage | StageName |
Picklist | Sales stage |
| Close Date | CloseDate |
Date | Expected close |
| Account | AccountId |
Lookup(Account) | Parent account |
| Record Type | RecordTypeId |
RecordType | Deal type |
| Is Closed | IsClosed |
Boolean | Whether deal is closed |
| Is Won | IsWon |
Boolean | Whether deal was won |
Key Custom Fields:
| Field | API Name | Type | Description |
|---|---|---|---|
| ACV | ACV__c |
Currency | Annual Contract Value |
| ARR | ARR__c |
Currency | Annual Recurring Revenue |
| TCV | TCV__c |
Currency | Total Contract Value |
| LOB | LOB__c |
Picklist | Line of Business / Product |
__c |
Opportunity Stages
| Stage | Type | Probability | Description |
|---|---|---|---|
| Prospecting | Open | 10% | Initial outreach |
| Qualification | Open | 25% | Needs identified |
| Proposal | Open | 50% | Proposal sent |
| Negotiation | Open | 75% | Terms being negotiated |
| Closed Won | Closed/Won | 100% | Deal won |
| Closed Lost | Closed/Lost | 0% | Deal lost |
Lead
Purpose: Represents a potential customer before conversion.
Key Standard Fields:
| Field | API Name | Type | Description |
|---|---|---|---|
| Name | Name |
Text | Full name |
| Company | Company |
Text | Company name |
Email |
Email address | ||
| Lead Source | LeadSource |
Picklist | Where they came from |
| Status | Status |
Picklist | Lead status |
Business Logic
Deal Flow
1. Lead Created (inbound/outbound)
2. Lead Qualified → Convert to Account + Contact + Opportunity
3. Opportunity progresses through stages
4. Closed Won → [What happens next?]
- Renewal opportunity created?
- Provisioning triggered?
- Customer success assigned?
Multi-Year Deals
- SSD (Subscription Start Date) = Start of subscription
- SED (Subscription End Date) = End of Year 1 only
- USED (Ultimate Subscription End Date) = Actual contract end
- TCV = Full multi-year value (manually entered)
- ACV = Annual value (calculated from SSD/SED)
Renewal Process
1. Original deal closes (New/Upsell)
2. Renewal opportunity auto-created [X] days before SED
3. Renewal linked via Governing Opportunity field
4. Expected Renewal Amount = ACV from governing deal
Revenue Recognition
Reporting Patterns
Key Metrics
- Pipeline: Open opportunities by stage
- ARR: Sum of ARR for active subscriptions
- ACV: Annual value of new/renewal deals
- Churn: Lost renewals / beginning ARR
- Net Retention: (Renewed + Expanded) / Beginning ARR
Common Report Filters
- This Quarter's Pipeline:
IsClosed = false AND CloseDate = THIS_QUARTER - Won This Year:
StageName = 'Closed Won' AND CloseDate = THIS_YEAR - Upcoming Renewals:
RecordType.Name = 'Renewal' AND CloseDate = NEXT_90_DAYS
Integrations
| System | Direction | What Syncs |
|---|---|---|
| [e.g., HubSpot] | → Salesforce | Leads, Marketing data |
| [e.g., Stripe] | ↔ Salesforce | Payments, Subscriptions |
| [e.g., Zendesk] | ← Salesforce | Account info for tickets |
| [e.g., Gong] | ← Salesforce | Opportunity data for calls |
Notes
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