Posted by Kristin Zaharias, Senior Consultant
Here are 10 (plus one) tried and tested Salesforce user tips for Admins from a senior Salesforce Consultant.
- Read the Salesforce and other application release notes. Keep learning about new functionality – it changes frequently.
- Always disable the Quick Create menu in the User Interface settings, as this often causes data issues.
- Understand who all of the stakeholders are, and how they use the data from Salesforce and related applications, not just how they use Salesforce. Many stakeholders are consumers of the data and don’t directly use Salesforce – their needs should always be considered in design and architecture decisions.
- Use the description fields to describe how a field, workflow or other component is being used. Include dependencies, relations to other objects or apps, key stakeholder group requesting the item, related service ticket number (if requests are made via an app like ServiceNow), etc. Very often you will later need to understand what the functionality does, or why it exists, and having that documentation “in-line” will save you a ton of time.
- Use Permission Sets for custom applications and functionality specific to a select set of individual users, but use profile settings for standard object access or permissions unique to an entire set of individuals in a given role. Also use a list view at the profiles page to compare and update permissions at the profile level. Consider using a free app called PermComparator to compare permissions across users, profiles and permission sets.
- Lock closed/won opportunities so that only admins can edit the opportunity.
- Use validation rules to assure data integrity.
- Have a release and change management plan for rolling out new features and controlling environments. This should include utilization of a staging/dev sandbox, a rollout schedule for releasing to Production, use of change sets or other push management software, publication of release notes, refresh schedule of sandbox(es) and backout plans.
- Keep in mind the “fold.” Salesforce allows such easy creation of new fields that very quickly, pages can become mired in “field overload.” Make sure that pages are not so complex that user adoption suffers. A user should not have to scroll down a page (past the “fold”) to enter in key data. Keep required fields at the top of the screen. Group like fields into sections with most important/used sections at the top. Consider using related objects and related lists for less common or related information. Use unique record types and page layouts so that users see only information pertinent to their role.
- Assure you have business stakeholders who are responsible for the data and data integrity. This includes their dedication to frequently ascertaining if data is accurate, out of date, duplicate, accurate, complete. Past that, protect the data with deduplication tools, validation rules, CRUD permissions, permission sets and limited access to change key performance indicator data.
- And an extra for good measure – Remember the AppExchange. If your customer desires added functionality, it often can be found on AppExchange…sometimes for free. Some of my favorite free apps for admins are:
- Field Trip (helps admins identify field usage)
- Mass Update and Mass Edit (allows mass editing of records from list views)
- Milestones PM (Project and Task Management)
- Rollup Helper (aids in creating rollups across objects and with no rollup limits)
- sDocs (automates document creation and delivery)
- The Permissioner (used to assign and revoke permission sets across multiple users)
- Draggin’ Role (drag and drop management of role hierarchy modifications)