SalesForce ecosystem has a relatively low entry level, which means lots of things can be set by non-certified users. As the company grows, more and more processes are added. It may become an even bigger problem if multiple users are making changes to the back end. On average it takes about two years to clog the CRM. Like stated above, Salesforce is very user-friendly but it is still a database.
Our client had an ongoing issue with data in their Salesforce org. They were having lots of unnecessary fields, validation rules and annoying email notifications for every cause.
For that reason, we came up with checklist & action items:
Audit Existing Fields (Standard & Custom Objects)
- Field Usage Report: We’ve built a report to display field usage per object. By seeing usage percentage – department heads were able to quickly identify what can be deleted.
- Lookup Fields: We had to ensure that objects are related correctly. Sometimes native relations are replaced with custom lookups. Ex: There is a standard lookup field on Order to Opportunity that is replaced by custom lookup field.
- Field Types: Sometimes a field that supposed to be a currency is a number type. Or number field is actually a text field type. We’ve resolved all the above.
- Page Layouts: After determining fields that are needed, everything else is removed from page layouts. After a certain time, unused fields are erased.
Percentage of Fields Removed Per Object
Audit Existing Data
- Determined data entry points: Manual entry, mass upload, outside forms, etc.
- Data Quality: Ensured that the incoming data is pre-formated before entering SalesForce.
- Checked for duplicates: This is mostly applied to leads. If such problem exists, the sales team may be calling the same people over again. Once dedupe is done, it is necessary to set up a duplicate check for any new leads.
- Missing Data: Since we have a list of fields that are required to fill out, we were able to run reports and see which records are missing data. Like phone numbers, emails, etc.
- Validation Rules: Reviewed existing validation rules & set new ones to meet data quality standards.
Audit Users & Permissions
- Licenses: Evaluated how many licenses are available & how many users are actually using them. Eliminate unnecessary costs.
- Storage: Determined how much data/file storage is available. Deleted unnecessary records like tasks, old campaigns…etc.
- Data Access: Evaluated user access to objects/fields. Made sure that user views are not clogged with fields from other departments.
Integrations & Apps
- Apps: Generated a list of all free & paid apps installed. Discussed all use cases. For each paid app, we ensured that licenses are properly assigned for end users.
- Integrations: Reviewed how integrations affect Salesforce data.
- Uninstalled everything that is not in use.
- Workflows & Process Builder: Generated report for all workflows/flows running per object. Evaluated the need for each rule. Unnecessary ones were deleted.
- Apex, Triggers & Test Classes: Multiple triggers within the object were condensed into one. Reviewed code coverage from test classes. Everything that confirmed as not in use deleted.
- API: Reviewed API usage to ensure that org is not hitting limits.
- Scheduled Jobs: Generated a list of all background processes that are happening behind the scenes. Discussed its need and functionality.