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Salesforce Admin Best Practices

Salesforce Admin Best Practices

12 January 2024

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Delve into the intricate world of Salesforce administration, where proficiency in data architecture, security, automation, and customization is paramount. This dynamic role, tailored to your organization’s needs, forms the backbone of optimal performance and heightened productivity. This guide unfolds seven indispensable Salesforce Admin Best Practices, offering insights to streamline workflows, enhance user experience, and maximize the value derived from your Salesforce investment.

Regardless of your experience level, success in Salesforce hinges on continuous adaptation. By adopting and mastering these key practices, you equip yourself with the knowledge to navigate the ever-evolving landscape of Salesforce administration, ensuring your organization remains at the forefront of efficiency and excellence.

Here are the Salesforce Admin Best Practices you need to know. Regularly Audit User Permissions

One of the fundamental Salesforce admin best practices is conducting regular audits of user permissions. Ensure that users have the necessary access to perform their roles, but no more than is required. Overly permissive access can lead to security vulnerabilities and compromised data integrity.

Optimize Data Quality with Validation Rules

Maintaining clean and accurate data is pivotal for effective decision-making. Implement validation rules to enforce data accuracy standards, preventing the entry of incomplete or erroneous information. This practice ensures a reliable foundation for your analytics and reporting efforts.

Leverage Custom Fields Wisely

While Salesforce offers a multitude of standard fields, judiciously using custom fields is crucial. Each custom field adds complexity to your data model, affecting performance and user experience. Prioritize standard fields and only introduce custom ones when necessary.

Automate Repetitive Tasks with Workflows

Save time and reduce manual errors by implementing workflows for routine processes. From updating records to sending emails, Salesforce workflows empower admins to automate repetitive tasks, boosting efficiency and freeing up resources for more strategic activities.

Keep an Eye on Storage Usage

Salesforce storage is not limitless, and exceeding your limits can lead to additional costs. Regularly monitor and clean up unused data, attachments, and files. Consider archiving historical data to maintain optimal performance and avoid unexpected storage overages.

Embrace Regular Salesforce Updates

Salesforce continually introduces updates and enhancements to improve functionality and security. Stay informed about upcoming releases, test new features in a sandbox environment, and ensure your instance is always running on the latest version. This practice guarantees access to the latest tools and performance improvements.

Invest in Ongoing Training for Users

Equip your users with the skills they need to leverage Salesforce effectively. Provide ongoing training sessions, documentation, and resources to keep users informed about new features and best practices. A well-trained user base maximizes the return on your Salesforce investment.

Salesforce User Management Best Practices:

Standardize the Naming Convention:

Ensuring clarity and consistency in user identification is pivotal. Implementing a standardized naming convention for user accounts streamlines organization and identification processes, fostering a more efficient user management system.

Use Profiles and Permission Sets:

Efficiently control access to data and functionality by assigning roles and permissions based on individual job responsibilities. This nuanced approach enhances security and ensures that users have precisely the access they require.

Set up Roles and Hierarchies:

Establishing a structured hierarchy of roles is vital for managing data visibility and access in alignment with job responsibilities. This hierarchical approach contributes to a well-organized and secure user management framework.

Use Single Sign-On:

Enhance security protocols and simplify user authentication by implementing Single Sign-On (SSO). This not only strengthens the platform’s security but also streamlines the login process for users.

Limit System Administrator Access:

Mitigating the risk of unauthorized access is critical. By restricting the number of active system administrators, organizations can minimize potential security vulnerabilities and maintain tighter control over platform access.

Regularly Review and Audit User Access:

Periodic reviews of user access and permissions are essential to ensure that users maintain appropriate levels of access based on their roles and responsibilities. This proactive approach contributes to a secure and well-regulated user management environment.

Use IP Restrictions:

Further enhancing security measures, control access to Salesforce by setting up IP restrictions. This practice ensures that platform access is limited to specific locations, adding an extra layer of protection against potential security threats.

Implement Two-Factor Authentication:

Incorporate an additional layer of security by mandating two-factor authentication for user access. This practice fortifies the authentication process, safeguarding against unauthorized access attempts.

Use Custom Settings and Metadata:

Streamlining user management processes and improving efficiency is achievable through the strategic use of custom settings and metadata. This allows for a more tailored and responsive approach to user configuration.

Use Salesforce Identity for External Users:

For organizations engaging external users, leveraging Salesforce Identity provides a robust solution for managing authentication and access. This centralized approach ensures seamless access control for external stakeholders.

Salesforce Data Management Best Practices:

Develop a Data Management Plan:

Creating a comprehensive plan for data management is foundational. This plan should encompass the collection, storage, access, and maintenance of data, incorporating elements such as a data dictionary, mapping, and governance policies.

Define Data Quality Rules:

Establishing robust data quality standards is imperative. Clearly defined rules for accuracy, completeness, consistency, and timeliness contribute to a data management framework that ensures the integrity of information.

Minimize Custom Fields:

Maintaining simplicity in data structures is key to avoiding redundancy and potential maintenance challenges. Limiting the use of custom fields and opting for standard fields or existing objects whenever possible streamlines data management.

Use Validation Rules to Enforce Data Quality:

Proactively enforce data quality at the point of entry by creating validation rules. These rules act as a safeguard, preventing the addition of invalid, duplicate, or incomplete data to the system.

Perform Regular Data Backups:

Scheduling routine backups of Salesforce data is a fundamental practice for preventing data loss or corruption. Storing these backups securely offsite or in the cloud ensures a reliable recovery mechanism.

Use Data Loader for Bulk Data Management:

Efficiently handle large volumes of data by utilizing Salesforce Data Loader for tasks such as importing, exporting, and deleting. Automation through command-line interfaces or APIs further streamlines data management processes.

Use the Appropriate Data Import Method:

Choosing the right data import method is crucial and depends on factors such as data volume, complexity, and frequency. Whether using Data Import Wizard, Data Loader, or third-party integration tools, align the approach with specific business needs.

Monitor Storage Usage and Adjust as Needed:

Regularly monitoring Salesforce storage usage allows for optimization and prevents hitting usage limits. Deleting unnecessary data, compressing files, or upgrading storage plans are proactive measures to maintain optimal performance.

Use Data Retention Policies:

Aligning with legal, regulatory, and business requirements, establish data retention policies. These policies guide decisions on retaining or deleting data based on lifecycle or sensitivity considerations.

Control Access to Sensitive Data:

Granting access to Salesforce data only to authorized users with a legitimate need ensures data security. Enforcing measures such as profiles, roles, permission sets, or sharing rules safeguards against unauthorized access and potential data breaches.

Use Data Encryption to Protect Sensitive Data:

Leverage Salesforce Shield to encrypt sensitive data at rest, in transit, or in use. This is particularly crucial for compliance with data privacy regulations such as GDPR, CCPA, or HIPAA.

Use a Data Archiving Strategy:

Developing a data archiving strategy involves defining how to handle unused or outdated data. Archiving this data in a separate system or cloud storage not only reduces storage costs but also contributes to improved performance.

Maintain Data Consistency Across Systems:

Integrating Salesforce with other systems or applications is vital to ensuring data consistency. This integration minimizes the risk of data silos, duplication, and supports overall data integration strategies aligned with business goals.

Salesforce Automation Best Practices:

Develop Automation Process Maps:

Creating process maps that visually represent automation flows is a foundational step. These maps aid in understanding and identifying potential bottlenecks, conflicts, and hindrances, facilitating the design of efficient workflows.

Avoid Overlapping Automation:

To prevent unintended consequences and resource exploitation, it is crucial to avoid overlapping automation processes on the same object. This practice ensures a streamlined and predictable automation environment.

Use Reusable Processes:

Salesforce provides various reusable automation tools that enable the creation of modular and reusable information processes. Identifying scenarios where reusable processes can be applied saves time and reduces maintenance across the automation architecture.

Always Test Automation in Sandbox:

Before deploying automation to the production environment, thorough testing in a sandbox environment is essential. This practice ensures that the automation functions as intended and does not introduce complications or conflicts with existing processes.

Choosing the Right Automation Tool:

Selecting the appropriate automation tool depends on the complexity of the processes. Workflows or process builders may be suitable for smaller-scale operations, while Apex triggers or classes are better suited for larger-scale operations involving complex processes.

Use Scheduled Actions for External Data:

When dealing with external data, scheduling actions or processes at specific intervals is crucial. Salesforce offers features like Scheduled Actions in Process Builder or Apex scheduled jobs to automate tasks based on external data, enhancing efficiency.

Salesforce Customization Best Practices:

Declarative Approach for Customization:

Salesforce offers a range of declarative tools, including point-and-click configuration options and visual builders. Utilizing these tools enables customization without requiring coding, empowering Salesforce administrators to make changes efficiently.

Follow a Naming Convention for Components:

Establishing a consistent naming convention for Salesforce components such as objects, fields, workflows, and Apex classes is essential. This practice simplifies research processes, ensuring clarity and structure within the platform.

Avoid Hardcoding Values:

To streamline operations and avoid potential issues during changes in data or requirements, businesses are advised to leverage dynamic references, custom settings, and configuration settings. Hardcoding values such as record IDs, URLs, or text can lead to complications.

Practice Metadata-Driven Development:

Salesforce stores customizations as metadata rather than in the database. Adopting a metadata-driven development approach facilitates easier version control and enables tracking changes systematically. Tools like Salesforce DX and metadata migration techniques aid in managing and implementing changes across different environments.

Employ Test-Driven Development:

Ensuring the quality and reliability of custom code, including Apex triggers or Lightning components, is achievable through test-driven development. This methodology involves conducting automated tests before actual code implementation, preventing redundancies or regressions and validating desired behavior.

Use Modular Development:

Dividing complex customizations into reusable components is a strategic approach to simplifying maintenance and improving scalability. Whether dividing customizations into logical units such as Apex classes or Process Builder flows, modular development reduces the risk of conflicts between developers and enhances overall project manageability.

Test Using Sandbox Environment:

Salesforce’s Sandbox environment, closely resembling the production environment, provides a safe space for administrators and developers to test customizations before implementation. Identifying and resolving issues in a controlled environment ensures smoother transitions to the production environment.

Use a Source Control System:

Implementing a source control system, such as Git, contributes to effective management of source code and metadata for Salesforce customizations. This approach promotes collaboration, version control, and allows multiple developers or administrators to work seamlessly on distinct features while tracking changes and managing conflicts.

Select the Right Data Model:

Leveraging Salesforce’s flexible data model is crucial for customizing objects and data structures to align with specific requirements. The process of selecting the appropriate data model involves understanding data relationships, access patterns, and reporting needs, ultimately ensuring optimal performance and adaptability.

Choose the correct deployment tools:

Salesforce provides various deployment tools and methodologies to implement changes between different environments. Whether utilizing Salesforce DX, Metadata API, or other tools like Gearset, choosing the correct deployment tool is essential for a seamless and efficient implementation process.


Navigating the multifaceted realm of Salesforce administration demands a strategic blend of proficiency in data architecture, security, automation, customization, and adherence to best practices. This guide has unveiled seven indispensable Salesforce Admin Best Practices, offering insights to enhance performance, streamline workflows, and maximize the value derived from your Salesforce investment.

Whether focusing on user management, data management, automation, or customization, adopting these practices is pivotal for sustained success. For businesses seeking expert Salesforce services aligned with these best practices, look no further than Congruent Software. Contact us today to harness the transformative power of our Salesforce expertise, ensuring your organization remains at the forefront of efficiency and excellence.

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