Webinar: Cut that Clutter! Maintain a Clean Org and Improve Productivity
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If you have hundreds of custom fields on an object, 20+ installed packages and more page layouts than you know what to do with, it’s time to clean your org. #AwesomeAdmin Kelly Bentubo has done just that and will share what it takes to make your org the lean, mean, data-crushing machine you have always envisioned. In this session, we will walk you through identifying problem data types, migrating data, and how to handle the complete process of change management as you clean up your org.
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Webinar: Cut that Clutter! Maintain a Clean Org and Improve Productivity
- 1. Cut that Clutter! Maintain a Clean Org and Improve Productivity February 14 2018
- 2. Today’s Speakers LeeAnne Rimel Principal Admin Evangelist Salesforce @Leeanndroid Kelly Bentubo Salesforce Architect Duo Security @KellyBentubo
- 3. This presentation may contain forward-looking statements that involve risks, uncertainties, and assumptions. If any such uncertainties materialize or if any of the assumptions proves incorrect, the results of salesforce.com, inc. could differ materially from the results expressed or implied by the forward-looking statements we make. All statements other than statements of historical fact could be deemed forward-looking, including any projections of product or service availability, subscriber growth, earnings, revenues, or other financial items and any statements regarding strategies or plans of management for future operations, statements of belief, any statements concerning new, planned, or upgraded services or technology developments and customer contracts or use of our services. The risks and uncertainties referred to above include – but are not limited to – risks associated with developing and delivering new functionality for our service, new products and services, our new business model, our past operating losses, possible fluctuations in our operating results and rate of growth, interruptions or delays in our Web hosting, breach of our security measures, the outcome of any litigation, risks associated with completed and any possible mergers and acquisitions, the immature market in which we operate, our relatively limited operating history, our ability to expand, retain, and motivate our employees and manage our growth, new releases of our service and successful customer deployment, our limited history reselling non-salesforce.com products, and utilization and selling to larger enterprise customers. Further information on potential factors that could affect the financial results of salesforce.com, inc. is included in our annual report on Form 10-K for the most recent fiscal year and in our quarterly report on Form 10-Q for the most recent fiscal quarter. These documents and others containing important disclosures are available on the SEC Filings section of the Investor Information section of our Web site. Any unreleased services or features referenced in this or other presentations, press releases or public statements are not currently available and may not be delivered on time or at all. Customers who purchase our services should make the purchase decisions based upon features that are currently available. Salesforce.com, inc. assumes no obligation and does not intend to update these forward-looking statements. Forward-Looking Statement Statement under the Private Securities Litigation Reform Act of 1995
- 4. Connect with Us! Salesforce Admins @SalesforceAdmns #AwesomeAdmin admin.salesforce.com Salesforce Admins Salesforce Admins
- 5. Watch the Recording The video will be posted to YouTube & the webinar recap page: bit.ly/cleanorgforthewin This webinar is being recorded!
- 6. Join the Admin Webinar Group for Q&A! Don’t wait until the end to ask your question! • We have team members on hand to answer questions in the webinar group. Stick around for live Q&A at the end! • Speakers will tackle more questions at the end, time-allowing bit.ly/AdminWebinarGroup
- 7. Today’s Agenda • Security • Structure • Strategy • Resources • Q&A
- 8. Cleanup Game Plan ü Start with Security, ensure that you know who has access to what in your org, from system settings to profiles ü Structure means evaluating everything from Field Level Security to Validation Rules and Workflows ü Finish with establishing a Strategy for moving forward to make sure your org processes can scale with the growth of your business and you cut down on future cleanup Three manageable pillars
- 10. Run the Security Health Check Check: • Password Expiration • Login Hours • Maximum Invalid Login Attempts • Minimum Password Length • Two Factor Authentication • Custom Domain • Portal Health Check for Community, Objects, Profiles A Salesforce tool that recommends security best practices
- 11. Complete a Thorough Profile Review • Profile vs. Permission Sets • Overlapping Permission Sets • List Views: check for external access • Change log for all data changes • Communicate all updates to impacted teams Object CRUD (Create, Read, Update, Delete): Stare and Compare
- 12. Answer These Key Questions • How many System Administrators does your org have? • Can you leverage Delegated Administrators or the Role Hierarchy vs giving Modify All Data permissions? • Are ALL of your integrations on their own license? • Have you enabled ‘API Only’ on the license? Your Goal: Provision users with the LEAST amount of access and permissions necessary to do the job
- 14. Consider Data Types & Relationships • Leverage the Hierarchy: Start with Accounts, Contacts, Opportunities then move on to Leads, Cases, Custom Objects • Review and leverage Help Text • Field Filters: helpful or hindrance?
- 15. Evaluate Integrations • Are open text integration fields open to all users? Lock them down! 🗝 • Be mindful of integrations that populate picklist fields • If no match found, it is added as an inactive value. Other tools may not have visibility into those inactive field values. • Identify the data source in Help Text or Field Description
- 16. Leverage Tools Like Optimizer & Lightning Readiness • Run these reports throughout your cleanup!!! • Update process charts detailing changes to SF architecture (Lucid Charts) • Catalogue reasons for changes based on Release Notes, Enhancement Requests
- 17. Review Field Usage Use Field Footprint (Premier) / Field Trip (Free) • Records populated by object record type • Standard, required flags • Validation Rules, Workflow Rules and Workflow Field Updates
- 18. Optimize Page Layouts for User Experience • Evaluate page load time • Look at Visualforce component organization • Stagger Validation Rules • Collapse sections • Move long text to one column Treat your end users like your clients Put an X through fields you don’t use to help you do your job Circle fields you don’t understand
- 19. Strategy What is your strategy moving forward? Don’t dip back into old habits and behaviors!
- 20. Schedule Data Backups • Schedule weekly exports to a protected folder • Export all data before updates/deletion • Set Field Level Security (30 Days) to Sys Admin, easier to rollback • Document your project work (Jira, Excel) • Use a Data Warehouse • Run Optimizer and Lightning Readiness with each deployment
- 21. Maintain Feedback Loops • Acknowledge and track feedback • Plan for enhancements based on feedback • Tracking data and outcome (Jira, Excel) • Check in with teams (Chatter) • Surprise & delight (Gift Cards, Recognition)
- 22. Resources The Learning Doesn’t Stop Here!