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Best practices for Salesforce.com administrators

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The job of the Salesforce Administrator is crucial should you wish to operate a smooth system. Below we’ve listed some of the primary duties Salesforce administrators should be carrying out in order to maintain a healthy Salesforce org.

Weekly tasks

The amount of time spent on each of these tasks might vary somewhat from week-to-week but your administrator will no doubt be carrying out these tasks regularly.

  • Run and store the weekly snapshot of system data and attachments
  • Run adoption dashboards and highlight any concerns
  • Deactivate users either due to departure or transfer to a new job that no longer requires Salesforce.com access
  • Reassign user roles and profiles to reflect new responsibilities
  • Transfer record ownership due to changes in job responsibility or territory coverage
  • Modify roles or record-sharing rules
  • Import any leads and contacts outside of automated schedules
  • Modification of price lists, especially if your organisation runs many promotions and time-based offers
  • Run data de-duplication tools such as RingLead or DemandTools if in use (recommended!)

Monthly tasks

These activities will need to be carried out multiple times a year, usually once a month, but only as and when necessary.

  • Modify picklist values and other fields. Beware innocent changes can cause surprising changes in system behaviour
  • Run data quality reports to identify any new sources of bad data
  • Read about high-priority fixes from Salesforce.com
  • Install high-priority updates that may have been pushed into your Salesforce.com instance

Quarterly tasks

These tend to take one to three days each and are best done once a quarter so make sure to set aside time where appropriate. The first two are the most important.

  • Export and download CSV from the user login history
  • Export and download the CSV from the admin setup audit log
  • Run a report to identify reports that haven’t been run in six months. Hide them from users, but don’t delete them
  • Run Roles by Profile Report to identify which roles or profiles have no active users in them and consider removal/consolidation
  • Run Field Trip and EasyDescribe, two free tools that give you an overview of the health of your system’s object model
  • Read the release notes for the upcoming version of Salesforce.com to see if any of your existing features or the APIs you depend on are being changed significantly
  • Archive (or maybe delete) weekly data snapshots over 90 days old

Annual tasks

These tasks will take three to six days per year and are very important to keep your system running smoothly as well as to help you archive data for compliance.

  • Create an archive of all field history tables (typically no more than 18 months) to ensure that you have an audit trail that goes beyond a year
  • Consider archival or purge of documents, emails and tasks to reduce the storage charges in your system or to adhere with your document/email retention standards
  • Archive Chatter histories for audit, compliance or regulatory reasons
  • Update any roadmaps summarising new feature additions that are desired for your organisation

Your Salesforce administrator is vital in keeping your system running smoothly, dealing with end user needs and controlling data for reports and legal compliance.