Top 7 best practices for Salesforce Administrators

The platform of Salesforce is remarkable in its ability to scale as per the growth of your business. An ideal Salesforce administrator is the one has high-level familiarity with IT system and business applications. You can play an absolutely integral role in the success of your business. There are more and more companies turning to Customer Relationship Management (CRM) using Salesforce technology to help their data and accounts organized, tracking marketing campaigns, etc. The role of a Salesforce administrator is to keep his/her eye on such opportunities and host their company. Thus, it’s important to make sure that you have the adopted best practices of Salesforce administration.

In this article, we are going to share 7 best practices that all Salesforce administrators should practice.

  1. Fraternize on the AppExchange

Salesforce AppExchange was launched in 2005 as a market leader for cloud computing web applications so that users may integrate with their current operations of Salesforce. Currently, there are thousands of apps available for a free sales funnel using which Salesforce admins may get benefits. It is important for a Salesforce admin to fraternize in this sector regularly and stay updated with the new developments.

2. Great exposure on Analytics and Reporting

As a Salesforce administrator, you should be aware of the types of reports available to you. Companies use several CRM’s to get information and actionable insights from it, and for these, you need to have a great exposure to analytics and reporting. Who knows when you have to make a decision for the companies and craft their reports? You should have enough knowledge of your reporting tools backwards and forwards, send regular reports out of it, and ensure that your users easily digest them. Also, make sure that you should be using Salesforce’s suite of reporting tools in collaboration with metrics established by your executives in order to compile reports and build dashboards that provide data analytics and actionable insights.

3. Connect with Salesforce Community

As a Salesforce admin, it’s understood that you have numerous roles and responsibilities and you may be feeling loaded with the work. But don’t worry, you are not alone. Surround yourself with the Salesforce user groups and communities and interact with them frequently to stay updated.

4. Scrutinize for quality data

Once a while, Salesforce admins must ensure that data they are entering or working from should be of the highest quality. Set your standards for the data (known as data auditing). For example, For the clients of California, designate them by “CA”, “C.A.”, “Cal.”, “Calif”, etc. This kind of variations will ensure the standards are being upheld.

5. Keep an eye on what happened to a record

History of field tracking must be enabled in your Salesforce CRM. Make sure you keep your eyes on the records of the customer if there is any change or update. Track the fields like email, phone number, and address on contacts and leads; because someone may make changes in the wrong record (oops!). Always cross-check the current changes with the field history. If not enabled, you may lose the biggest client of yours by saying, “Sorry I don’t know that client’s contact number”.

Another important point in this case, as a Salesforce admin you are answerable to the question if someone may ask you about the last modifications made as system stamp may not give you a whole story.

6. Plan for the worse

Let us assume, a user deletes a group of opportunities on a primary account, and recovering this important data from recycle bin is no longer an available option. So, in this case, you need to reload the data in a set of Custom Objects in a position they were in the past (before deleting). To get security in this aspect, keep the backup of records to keep the zip files handy with you always. Make use of the Schedule Data Export in your Salesforce CRM.

  • 7. Stay alert and updated with your job responsibilities

Being a Salesforce admin, you have several responsibilities associated with your job. These are-

  • Real-time administrative tasks

These tasks include-

  • unlocking user accounts or resetting passwords
    • Dealing with two-factor authentication
    • Dealing with certification problems
    • Adding whitelisted IP addresses, etc.
  • Weekly Salesforce admin tasks

These tasks include

  • Import leads and contacts     
    • Deactivate users (if required)
    • Examine time-based workflow
    • Run data-quality dashboards, etc.
  • Monthly Salesforce admin tasks

Run field utilization reports to identify new resources occurred in data pollution. If fields are continuously blank more than 30% of the time, then remove them from the page views. And if a field is continuously blank 95% of the time then abhor them from the system

  • Quarterly Salesforce admin tasks

Run reports and roles that have not been running from the past six months. Don’t delete them but hide them from users.

  • Annual Salesforce admin tasks

Create an archive of the system’s field history tables which are typically spanning no more than 18 months in order to ensure that you have an audit trail that goes beyond a year.

Wrap up

We have tried to cover major areas you can point-and-click to optimize your organization for your mobile users. Remember, you are brilliant, you are successful, you are valuable, and repeat that to yourself often. Your work is important for the organization and you have the power to drive giant change. Happy administering!

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