Essential Habits for Salesforce Admins: Data Management

Essential Habits for
Salesforce Admins:
Data Management
Rachel Mincarelli, Admin Marketing Sr. Specialist
Rmincarelli@salesforce.com
@rachel_minc

Forward-Looking Statement
Statement under the Private Securities Litigation Reform Act of 1995:
This presentation contains forward-looking statements about the company’s financial and operating results, which may include expected GAAP and non-GAAP financial and other
operating and non-operating results, including revenue, net income, diluted earnings per share, operating cash flow growth, operating margin improvement, expected revenue
growth, expected current remaining performance obligation growth, expected tax rates, the one-time accounting non-cash charge that was incurred in connection with the
Salesforce.org combination; stock-based compensation expenses, amortization of purchased intangibles, shares outstanding, market growth and sustainability goals. The
achievement or success of the matters covered by such forward-looking statements involves risks, uncertainties and assumptions. If any such risks or uncertainties materialize or if
any of the assumptions prove incorrect, the company’s results could differ materially from the results expressed or implied by the forward-looking statements we make.
The risks and uncertainties referred to above include -- but are not limited to -- risks associated with the effect of general economic and market conditions; the impact of
geopolitical events; the impact of foreign currency exchange rate and interest rate fluctuations on our results; our business strategy and our plan to build our business, including our
strategy to be the leading provider of enterprise cloud computing applications and platforms; the pace of change and innovation in enterprise cloud computing services; the
seasonal nature of our sales cycles; the competitive nature of the market in which we participate; our international expansion strategy; the demands on our personnel and
infrastructure resulting from significant growth in our customer base and operations, including as a result of acquisitions; our service performance and security, including the
resources and costs required to avoid unanticipated downtime and prevent, detect and remediate potential security breaches; the expenses associated with new data centers and
third-party infrastructure providers; additional data center capacity; real estate and office facilities space; our operating results and cash flows; new services and product features,
including any efforts to expand our services beyond the CRM market; our strategy of acquiring or making investments in complementary businesses, joint ventures, services,
technologies and intellectual property rights; the performance and fair value of our investments in complementary businesses through our strategic investment portfolio; our ability
to realize the benefits from strategic partnerships, joint ventures and investments; the impact of future gains or losses from our strategic investment portfolio, including gains or
losses from overall market conditions that may affect the publicly traded companies within the company's strategic investment portfolio; our ability to execute our business plans;
our ability to successfully integrate acquired businesses and technologies, including delays related to the integration of Tableau due to regulatory review by the United Kingdom
Competition and Markets Authority; our ability to continue to grow unearned revenue and remaining performance obligation; our ability to protect our intellectual property rights;
our ability to develop our brands; our reliance on third-party hardware, software and platform providers; our dependency on the development and maintenance of the
infrastructure of the Internet; the
effect of evolving domestic and foreign government regulations, including those related to the provision of services on the Internet, those related to accessing the Internet, and
those addressing data privacy, cross-border data transfers and import and export controls; the valuation of our deferred tax assets and the release of related valuation allowances;
the potential availability of additional tax assets in the future; the impact of new accounting pronouncements and tax laws; uncertainties affecting our ability to estimate our tax
rate; the impact of expensing stock options and other equity awards; the sufficiency of our capital resources; factors related to our outstanding debt, revolving credit facility, term
loan and loan associated with 50 Fremont; compliance with our debt covenants and lease obligations; current and potential litigation involving us; and the impact of climate
change.
Further information on these and other factors that could affect the company’s financial results is included in the reports on Forms 10-K, 10-Q and 8-K and in other filings it makes
with the Securities and Exchange Commission from time to time. These documents are available on the SEC Filings section of the Investor Information section of the company’s
website at www.salesforce.com/investor.
Salesforce.com, inc. assumes no obligation and does not intend to update these forward-looking statements, except as required by law.

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The Importance of Habits
“Habits are not a finish line to be
crossed. They are a lifestyle to
be lived.” ― James Clear

User
Management
Data
Management
Security Actionable
Analytics
Master Core Admin Responsibilities
PERSONAL SUCCESS

User
Management
Security Actionable
Analytics
PERSONAL SUCCESS
Data
Management
Master Core Admin Responsibilities

Data
Management
Security Actionable
Analytics
Master Core Admin ResponsibilitiesThe Importance of Data Management
Ensure your data is
accurate, deduped, backed
up and cleaned regularly.
Data
Management

Data Management Habits
Delete with Donuts
Run Salesforce Optimizer
Refresh Sandboxes
Export Data
Review Duplicates
Create a Data Dictionary

Review Duplicates
Delete with Donuts
Export Data
Refresh Sandboxes

Export and Back Up Your Critical Information
Configure a weekly export with all
data
Download the ZIP file within 48
hours
Explore AppExchange apps for
additional options

Include Salesforce files, and
CRM content
Weekly Data Export
Include images, documents,
and attachments
Start time(s): weekend
(Sunday) and off-peak hours,
depending on your business
Include all data
Recommended settings

Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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Make It a Habit!
2021
Export Data
Download the
ZIP backup.
Weekly
Monthly
Quarterly
Annually

Delete with Donuts
Refresh Sandboxes
Review Duplicates
Export Data

Review Data to Prevent Duplicates in Your Org
Create and modify matching rules
per object
Activate duplicate rules using
matching rules
Review duplicate record sets with
custom reports
Explore AppExchange Apps for
additional options

Create a Custom Duplicates Report
Create a new custom report type:
OBJECT + Duplicate Items
Add “Created By” and “Created
Date” for auditing
Subscribe to weekly report

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2021
Export Data
Download the
ZIP backup. Review
Duplicates
Check what people
are creating.
Weekly
Monthly
Quarterly
Annually
Make It a Habit

Refresh Sandboxes
Export Data
Review Duplicates
Delete with Donuts

Purge The Junk With Your Team (and Snacks)
Gather everyone with food
(virtually)
Review unused fields, list views,
reports and dashboards
Rename with “ZZZ” or “TO BE
DELETED” for your users
Determine ongoing purge
frequency

Roles, profiles,
permissions, permission
sets
Email templates
List views, fields, objects
Reports and dashboards
Look for Data and Metadata With Low or No Usage
Unused automation
Sample items to review and delete

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2021
Export Data
Download the
ZIP backup.
Donuts and
Deletes
Purge the junk!
Review
Duplicates
Check what people
are creating.
Weekly
Monthly
Quarterly
Annually
Make It a Habit

Demo
Data Export
Matching Rules
Duplicate Rules
Unused Reports Report

❤ Demo - 3-5 mins
Demo features:
Show and customize Adoption Dashboards
Show the User Login History
Review Roles, Profiles, Permission Sets & Groups

Export Data
Review Duplicates
Delete with Donuts
Refresh Sandboxes

Sync Your Sandbox Org(s) With Production
Select a sandbox type:
• Developer
• Developer Pro
• Partial copy
• Full
Create or refresh your sandbox so
metadata is synced
Be aware of refresh intervals
Sandbox List

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5 6 7 8 9 10 11
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19 20 21 22 23 24 25
26 27 28 29 30 1 2
2021
Export Data
Download the
ZIP backup.
Donuts and
Deletes
Purge the junk!
Review
Duplicates
Check what people
are creating.
Update to the latest
changes in production!
Sandbox
Refresh
Weekly
Monthly
Quarterly
Annually
Make It a Habit

Export Data
Review Duplicates
Delete with Donuts
Refresh Sandboxes

Run Salesforce Optimizer to Identify Areas to Improve
Run Optimizer to get a baseline
Focus on the most important
areas for your business
Download the PDF in addition to
using the app
Sandbox List

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5 6 7 8 9 10 11
12 13 14 15 16 17 18
19 20 21 22 23 24 25
26 27 28 29 30 1 2
2021
Export Data
Download the
ZIP backup.
Donuts and
Deletes
Purge the junk!
Run
Salesforce
Optimizer
Identify areas
to improve.
Review
Duplicates
Check what people
are creating.
Update to the
latest changes
in production!
Sandbox
Refresh
Weekly
Monthly
Quarterly
Annually
Make It a Habit

Dynamic Foms and Actions- Shub

Export Data
Review Duplicates
Delete with Donuts
Refresh Sandboxes

Inventory Every Field and Object
Create a list of objects and
fields (recommend: Salesforce
Anywhere)
Determine data types
Identify clear business
ownership

Create Your Own Data Dictionary
Try the Nonprofit Starter Pack Data Dictionary template:
https://powerofus.force.com/NPSP_Data_Dictionary
Apps and templates to get you started
Find Apps on the AppExchange like Config
Workbook

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26 27 28 29 30 1 2
2021
Export Data
Download the
ZIP backup.
Donuts and
Deletes
Purge the junk!
Run
Salesforce
Optimizer
Identify areas
to improve.
Review
Duplicates
Check what people
are creating.
Update to the
latest changes in
production!
Sandbox
Refresh
Data
Dictionary
Create or
update this.
Weekly
Monthly
Quarterly
Annually
Make It a Habit

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Your Data Management Habits
2021
Export Data
Download the
ZIP backup.
Donuts and
Deletes
Purge the junk!
Run
Salesforce
Optimizer
Identify areas
to improve.
Review
Duplicates
Check what
people are
creating.
Update to the
latest changes in
production!
Sandbox
Refresh
Data
Dictionary
Create or
update this.
Weekly
Monthly
Quarterly
Annually

Dive in and continue learningStart here
User
Management
Data
Management
Security
Actionable
Analytics
You Are Here!
Join Us For The Whole Series!
12/9/20
12/11/20
Watch on-demand

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#AwesomeAdmin
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Essential Habits for Salesforce Admins: Data Management

Essential Habits for Salesforce Admins: Data Management

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