How to use the validation rule for record edit restriction

Question

My validation rule

AND(
       $Profile.Name <> "System Administrator",
       $User.Id <> "0053600000xxxxxxxx",
       NOT(ISNEW()),
NOT(CONTAINS("Kristen Becker:Lisa Wilt", Permission_To_CSM__c ))
)

The validation rule need to satisfy the below conditions

• Only works on edit mode.
• The System Administrator can do anything with the record.
• User with Id==>0053600000xxxxxxxx can do anything with the record as like admin.
• When Lookup relational field Permission_To_CSM__c has value only "Kristen Becker" or "Lisa Wilt" then the user can edit the record.

Why my validation rule can not satisfy the above requirements. Help me to fix the validation rule.

User Fields in validation rule.

Validation rule error

Answer 1

If Permission_To_CSM__c is a lookup field then if you refer it as Permission_To_CSM__c in your validation rule or apex code it will give you 15 or 18 character salesforce record id. You can get Name or any other field of your lookup object by simply changing __c to __r and then . with API name of the field.

As the lookup is to user object so name field will not be available for use in validation rule or formula field. You can build the name directly in the validation rule by concatenating the first name and last name or you can create a formula field for name on the user object or account object (whichever one you prefer) and refer to that in your validation rule.

For example, I have created a formula field Name_Formula__c on the user object.

If you want to get the Name_Formula__c field then you can get it like this Permission_To_CSM__r.Name_Formula__c

Your validation rule will look something like this.

AND(
       $Profile.Name <> "System Administrator",
       $User.Id <> "0053600000xxxxxxxx",
       NOT(ISNEW()),
       NOT(
               OR(
                      CONTAINS("Kristen Becker", Permission_To_CSM__r.Name_Formula__c),
                      CONTAINS("Lisa Wilt", Permission_To_CSM__r.Name_Formula__c)
               )
       )
)