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Essential Habits for Salesforce Admins: Data Management

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Essential Habits for Salesforce Admins: Data Management

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As a Salesforce Admin, you have four core responsibilities that you need to master to succeed and grow your career. In this session, we'll dive into the core responsibility of Data Management and the habits you need to build to successfully master it: export data, review duplicates, create a data dictionary, refresh sandboxes, delete junk, and run Optimizer. You'll learn how to develop each habit, with expert advice and key actionable takeaways for you to implement right away.

For more about the four-part Essential Habits for Salesforce Admins series, check out the blog post here: https://admin.salesforce.com/blog/2020/essential-habits-for-salesforce-admins-just-got-bigger-and-better

As a Salesforce Admin, you have four core responsibilities that you need to master to succeed and grow your career. In this session, we'll dive into the core responsibility of Data Management and the habits you need to build to successfully master it: export data, review duplicates, create a data dictionary, refresh sandboxes, delete junk, and run Optimizer. You'll learn how to develop each habit, with expert advice and key actionable takeaways for you to implement right away.

For more about the four-part Essential Habits for Salesforce Admins series, check out the blog post here: https://admin.salesforce.com/blog/2020/essential-habits-for-salesforce-admins-just-got-bigger-and-better

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Essential Habits for Salesforce Admins: Data Management

  1. 1. Essential Habits for Salesforce Admins: Data Management Rachel Mincarelli, Admin Marketing Sr. Specialist Rmincarelli@salesforce.com @rachel_minc
  2. 2. 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.
  3. 3. Connect With Us! @SalesforceAdmns #AwesomeAdmin We’re also on and admin.salesforce.com
  4. 4. Join the Admin Trailhead Live Group for Q&A sforce.co/AdminLiveSessionGroup
  5. 5. The Importance of Habits “Habits are not a finish line to be crossed. They are a lifestyle to be lived.” ― James Clear
  6. 6. User Management Data Management Security Actionable Analytics Master Core Admin Responsibilities PERSONAL SUCCESS
  7. 7. User Management Security Actionable Analytics PERSONAL SUCCESS Data Management Master Core Admin Responsibilities
  8. 8. 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
  9. 9. Data Management Habits Delete with Donuts Run Salesforce Optimizer Refresh Sandboxes Export Data Review Duplicates Create a Data Dictionary
  10. 10. Review Duplicates Delete with Donuts Run Salesforce Optimizer Create a Data Dictionary Export Data Data Management Habits Refresh Sandboxes
  11. 11. 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
  12. 12. 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
  13. 13. Sunday Monday Tuesday Wednesday Thursday Friday Saturday 29 30 31 1 2 3 4 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 Make It a Habit! 2021 Export Data Download the ZIP backup. Weekly Monthly Quarterly Annually
  14. 14. Delete with Donuts Run Salesforce Optimizer Create a Data Dictionary Data Management Habits Refresh Sandboxes Review Duplicates Export Data
  15. 15. 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
  16. 16. 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
  17. 17. Sunday Monday Tuesday Wednesday Thursday Friday Saturday 29 30 31 1 2 3 4 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. Review Duplicates Check what people are creating. Weekly Monthly Quarterly Annually Make It a Habit
  18. 18. Run Salesforce Optimizer Create a Data Dictionary Data Management Habits Refresh Sandboxes Export Data Review Duplicates Delete with Donuts
  19. 19. 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
  20. 20. 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
  21. 21. Sunday Monday Tuesday Wednesday Thursday Friday Saturday 29 30 31 1 2 3 4 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! Review Duplicates Check what people are creating. Weekly Monthly Quarterly Annually Make It a Habit
  22. 22. Demo Data Export Matching Rules Duplicate Rules Unused Reports Report
  23. 23. ❤ Demo - 3-5 mins Demo features: Show and customize Adoption Dashboards Show the User Login History Review Roles, Profiles, Permission Sets & Groups
  24. 24. Run Salesforce Optimizer Create a Data Dictionary Data Management Habits Export Data Review Duplicates Delete with Donuts Refresh Sandboxes
  25. 25. 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
  26. 26. Sunday Monday Tuesday Wednesday Thursday Friday Saturday 29 30 31 1 2 3 4 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! Review Duplicates Check what people are creating. Update to the latest changes in production! Sandbox Refresh Weekly Monthly Quarterly Annually Make It a Habit
  27. 27. Create a Data Dictionary Data Management Habits Export Data Review Duplicates Delete with Donuts Refresh Sandboxes Run Salesforce Optimizer
  28. 28. 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
  29. 29. Sunday Monday Tuesday Wednesday Thursday Friday Saturday 29 30 31 1 2 3 4 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
  30. 30. Dynamic Foms and Actions- Shub
  31. 31. Data Management Habits Export Data Review Duplicates Delete with Donuts Refresh Sandboxes Run Salesforce Optimizer Create a Data Dictionary
  32. 32. Inventory Every Field and Object Create a list of objects and fields (recommend: Salesforce Anywhere) Determine data types Identify clear business ownership
  33. 33. 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
  34. 34. Sunday Monday Tuesday Wednesday Thursday Friday Saturday 29 30 31 1 2 3 4 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 Data Dictionary Create or update this. Weekly Monthly Quarterly Annually Make It a Habit
  35. 35. Data Management Habits Delete with Donuts Run Salesforce Optimizer Refresh Sandboxes Export Data Review Duplicates Create a Data Dictionary
  36. 36. Sunday Monday Tuesday Wednesday Thursday Friday Saturday 29 30 31 1 2 3 4 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 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
  37. 37. 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
  38. 38. Connect With Us and Keep Learning! @SalesforceAdmns #AwesomeAdmin Salesforce Admins bit.ly/essentialhabitstrailmix
  39. 39. Q&A sforce.co/ AdminLiveSessionGroup Resources bit.ly/essentialhabitstrailmix Survey bit.ly/EHDataManagement Wrapping Up
  40. 40. blog posts | podcasts | videos admin.salesforce.com

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