If you have hundreds of custom fields on an object, 20+ installed packages and more page layouts than you know what to do with, it’s time to clean your org. #AwesomeAdmin Kelly Bentubo has done just that and will share what it takes to make your org the lean, mean, data-crushing machine you have always envisioned. In this session, we will walk you through identifying problem data types, migrating data, and how to handle the complete process of change management as you clean up your org.

1. Cut that Clutter!
Maintain a Clean Org and
Improve Productivity
​February 14 2018

2. Today’s Speakers
LeeAnne Rimel
Principal Admin Evangelist
Salesforce
@Leeanndroid
Kelly Bentubo
Salesforce Architect
Duo Security
@KellyBentubo

3. ​This presentation may contain forward-looking statements that involve risks, uncertainties, and assumptions. If any such uncertainties materialize or if any
of the assumptions proves incorrect, the results of salesforce.com, inc. could differ materially from the results expressed or implied by the forward-looking
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service availability, subscriber growth, earnings, revenues, or other financial items and any statements regarding strategies or plans of management for
future operations, statements of belief, any statements concerning new, planned, or upgraded services or technology developments and customer contracts
or use of our services.
​The risks and uncertainties referred to above include – but are not limited to – risks associated with developing and delivering new functionality for our
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interruptions or delays in our Web hosting, breach of our security measures, the outcome of any litigation, risks associated with completed and any possible
mergers and acquisitions, the immature market in which we operate, our relatively limited operating history, our ability to expand, retain, and motivate our
employees and manage our growth, new releases of our service and successful customer deployment, our limited history reselling non-salesforce.com
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Forward-Looking Statement
​Statement under the Private Securities Litigation Reform Act of 1995

4. Connect with Us!
Salesforce Admins
@SalesforceAdmns
#AwesomeAdmin
admin.salesforce.com
Salesforce Admins
Salesforce Admins

5. Watch the Recording
The video will be posted to
YouTube & the webinar recap
page: bit.ly/cleanorgforthewin
This webinar is being recorded!

6. Join the Admin Webinar Group for Q&A!
​Don’t wait until the end to ask your
question!
• We have team members on hand to answer
questions in the webinar group.
Stick around for live Q&A at the end!
• Speakers will tackle more questions at the end,
time-allowing
bit.ly/AdminWebinarGroup

7. Today’s Agenda
• Security
• Structure
• Strategy
• Resources
• Q&A

8. Cleanup Game Plan
ü Start with Security, ensure that you know who has access to what
in your org, from system settings to profiles
ü Structure means evaluating everything from Field Level Security
to Validation Rules and Workflows
ü Finish with establishing a Strategy for moving forward to make
sure your org processes can scale with the growth of your
business and you cut down on future cleanup
​Three manageable pillars

9. Security
​Protecting Your Data

10. Run the Security Health Check
Check:
• Password Expiration
• Login Hours
• Maximum Invalid Login Attempts
• Minimum Password Length
• Two Factor Authentication
• Custom Domain
• Portal Health Check for Community,
Objects, Profiles
​A Salesforce tool that recommends security best practices

11. Complete a Thorough Profile Review
• Profile vs. Permission Sets
• Overlapping Permission Sets
• List Views: check for external access
• Change log for all data changes
• Communicate all updates to impacted teams
​Object CRUD (Create, Read, Update, Delete): Stare and Compare

12. Answer These Key Questions
• How many System Administrators does your org have?
• Can you leverage Delegated Administrators or the Role Hierarchy vs giving Modify All
Data permissions?
• Are ALL of your integrations on their own license?
• Have you enabled ‘API Only’ on the license?
Your Goal:
Provision users with the LEAST
amount of access and permissions
necessary to do the job

13. Structure
​Evaluate Your Schema

14. Consider Data Types & Relationships
• Leverage the Hierarchy: Start with Accounts,
Contacts, Opportunities then move on to Leads,
Cases, Custom Objects
• Review and leverage Help Text
• Field Filters: helpful or hindrance?

15. Evaluate Integrations
• Are open text integration fields open to all users? Lock them down! 🗝
• Be mindful of integrations that populate picklist fields
• If no match found, it is added as an inactive value. Other tools may not have
visibility into those inactive field values.
• Identify the data source in Help Text or Field Description

16. Leverage Tools Like Optimizer & Lightning Readiness
• Run these reports throughout your
cleanup!!!
• Update process charts detailing changes
to SF architecture (Lucid Charts)
• Catalogue reasons for changes based on
Release Notes, Enhancement Requests

17. Review Field Usage
Use Field Footprint (Premier) / Field Trip (Free)
• Records populated by object record type
• Standard, required flags
• Validation Rules, Workflow Rules and Workflow Field Updates

18. Optimize Page Layouts for User Experience
• Evaluate page load time
• Look at Visualforce component organization
• Stagger Validation Rules
• Collapse sections
• Move long text to one column
Treat your end users like your clients
​Put an X through fields you don’t
use to help you do your job
​Circle fields you don’t understand

19. Strategy
​What is your strategy moving forward? Don’t dip back
into old habits and behaviors!

20. Schedule Data Backups
• Schedule weekly exports to a protected
folder
• Export all data before updates/deletion
• Set Field Level Security (30 Days) to Sys
Admin, easier to rollback
• Document your project work (Jira, Excel)
• Use a Data Warehouse
• Run Optimizer and Lightning Readiness
with each deployment

21. Maintain Feedback Loops
• Acknowledge and track feedback
• Plan for enhancements based on feedback
• Tracking data and outcome (Jira, Excel)
• Check in with teams (Chatter)
• Surprise & delight (Gift Cards, Recognition)

22. Resources
​The Learning Doesn’t Stop Here!

23. Resources
​Custom trailmix:
​sforce.co/2i8H1Cr
​Twitter:
@KellyBentubo

24. Q&A
bit.ly/AdminWebinarGroup
Slides
bit.ly/cleanorgforthewin
Wrapping Up
Survey
bit.ly/awsurvey-cleanorg