Tip #1- Security is Critical
Limit System Administration Level Access
There should be no more than one, or two, full System Administrators. If additional users need administrative privileges, Delegated Administrator settings should be used.
Minimize Number of Profiles
Deactivate Departing Employees Immediately
Salesforce is a web-based application, not an internally housed application, and companies sometimes forget that although the user may have been deactivated from all internal company systems and networks upon their termination by IT, Salesforce continues to run and be accessible over the web to all active users with a user name and password.
Tip #2- Your Master Data Management Strategy
Ensure Proper Ownership of Records
Deactivating a user does not change record ownership. This means that (depending on the organizational settings) all the Lead, Contact, Account, Case and other records that may have been connected to a deactivated user may no longer be visible or accessible by other users. Ensure that all records have an active user owner.
Re-format and Standardize Phone Numbers, States and Countries
Clean up Old Opportunities, Cases and Leads
Have a Process for Removing Duplicate Records
Perform System Scans to Identify and Remove Unused Fields
Implement Daily System Backups
Tip #3- Communicate Your Strategy
Identify Object Captains
While making changes to objects is a collaborative exercise (and there may be co-captains, assigning ultimate ownership to an object, identifies someone with ensuring fields and features are utilized or removed and that objects are properly maintained – including value list choices inside the object.
Create a Salesforce Administration Object to Document Everything
Don’t Schedule Meetings Too Frequently
Some organizations get in the habit of scheduling governance calls or meetings monthly or even weekly. There is often nothing new, or significant to discuss, and participants become bored and tune out. In addition, there can be dozens of invitees, even if there is nothing relevant for them specifically.
Avoid Custom Development Where Possible
Tip #4- Manage Your Users
Enhance the User Profile Record
Create a Salesforce Request Object
Tip #5- Train Your Users
Ongoing Training is Key
Ensure that new hires are adequately trained in all areas of the system they will need access to. As features are changed or added, ensure there is a comprehensive process for delivering training to all groups of users; users may be scattered around multiple offices, remote sites or even continents.
Develop Power Users
The views and opinions expressed in this article are those of the authors. Examples cited in this article are only examples. They should not be utilized in real-world situations as they are based only on limited and dated open source information. Salesforce®, Salesforce1 Mobile App™, AppExchange®, Chatter® are trademarks of Salesforce.com, inc.
© 2018 Snowforce, LLC. All Rights Reserved – February 2018