Tired of Data Chaos? Tame Your Salesforce with These Game-Changing Tips

SUMMARY:

To master Salesforce data management, this article explores practical strategies for keeping Salesforce data organized, accurate, and secure. From preventing duplicate records with Matching and Duplicate Rules to using new features like Custom Address Fields and Bulk Delete Inactive Picklist Values, the guide covers both technical improvements and human-centered change management tips. It also emphasizes the importance of multi-factor authentication (MFA) for security and outlines how involving leadership, clear communication, and user training can ensure a successful Salesforce implementation.

Introduction

Ever had that moment when you’re working on a project and realize you have three different files for the same thing? Or you’re looking for an old address and can’t find it because it’s buried in a confusing, unorganized mess? This happens frequently in the business world, particularly when multiple individuals are entering information into a system.

In Salesforce, this problem can be a significant headache. Insufficient data, such as duplicate accounts or contacts, can hinder productivity and lead to errors. Good news, though! Salesforce has some fantastic tools to help you keep things clean and organized. Here are a few tips and tricks to help you organize your data and make your life easier.

Stop Duplicates in Their Tracks

Imagine a customer calls and gives you their address. You enter it into Salesforce, only to find out later that a coworker already created an account for the same person, but they used a slightly different spelling. Now you have two records for one customer. This is a mess!

This is where Duplicate and Matching Rules come in. They’re like a security guard for your data, making sure no one accidentally creates a duplicate record.

• Matching Rules are the logic that tells Salesforce how to spot a duplicate. For example, you can tell Salesforce to look for records with the same phone number or a similar address.
• Duplicate Rules are the action plan. They decide what happens when a duplicate is found. Should a user be blocked from saving the new record, or should they get a warning? You can set up these rules to fit your company’s needs.

Setting them up is a breeze:

1. Go to Setup and search for “Matching Rules.”
2. Click New Rule and choose the object you want to protect (like accounts or contacts).
3. Give your rule a name, a quick description, and then set the matching criteria.
4. Once that’s done, go back to Setup and search for “Duplicate Rules.”
5. Create a new rule, and use the matching rule you just made to tell Salesforce what to do when it finds a duplicate.

It’s a simple way to keep your data clean and your team happy.

The Address Field, Reinvented

For a long time, if you wanted to add an address to a custom object in Salesforce, you had to create a bunch of separate fields for the street, city, state, and zip code. It was clunky and annoying.

Thankfully, with a recent update, Salesforce introduced Custom Address Fields (currently in beta). This new feature allows you to create a single, unified address field that appears and functions just like the standard address fields on accounts and contacts. Additionally, you can enable State and Country Picklists, allowing users to select from a predefined list instead of typing everything out. This not only speeds things up but also prevents typos.

To activate this feature, go to Setup, search for “User Interface,” and select the “Use custom address fields (Beta)” checkbox. Remember, once you turn this on, you can’t turn it off, but it’s a huge time-saver.

Clean Up Picklist Clutter

Ever noticed that some of your picklist fields have a bunch of old, unused values? Deleting them one by one can be a real pain.

Good news! Another recent update allows you to Bulk Delete Inactive Picklist Values. This is an excellent tool for a spring cleaning of your data. To turn it on, go to Setup, search for “Picklist Settings,” and toggle on the feature. Then, you can go into your custom objects and easily delete all the unused values at once. It’s a small change that makes a big difference in keeping your system tidy.

Make Security a Priority

Logging into Salesforce should be secure. One of the best ways to protect your account is with multi-factor authentication (MFA), which requires more than just a password. Google Authenticator is a popular app that generates a unique code you need to enter when logging in.

Setting it up is a simple process:

1. Download the Google Authenticator app on your phone.
2. In Salesforce, you’ll be prompted to scan a QR code.
3. Open the app, tap the “+” button, and scan the code.
4. The app will give you a new code every 30 seconds. When you log into Salesforce, you’ll enter the current code from the app.

This extra step might seem like a hassle, but it’s a powerful way to keep your data safe.

The Human Side of Salesforce: Change Management

Bringing new technology into a company isn’t just about the software—it’s about the people. Even the best new system won’t work if no one uses it. Change management is the process of getting people to embrace and use new tools like Salesforce.

Here’s a quick look at how you can make a new system successful:

• Get leaders on board. If the people at the top believe in the new system, they’ll communicate its importance to everyone else.
• Talk to everyone. Find out who will be affected by the change and listen to their concerns. Involve them in the process so they feel heard and valued.
• Communicate clearly. Keep everyone updated on what’s happening, why the change is essential, and when things will be happening (like training or a go-live date).
• Set goals. What does success look like? Is it a certain number of users logging in, or is it better data quality? Define what you’re trying to achieve so you can measure your progress.
• Train your users. Don’t just show people a video and expect them to be experts. Provide hands-on training and create easy-to-access guides for future reference.
• Offer ongoing support. After the new system is live, have a plan for how users can ask questions and get help.

By focusing on these human elements, you can ensure your Salesforce implementation is a hit, not a flop.

Our certified Salesforce CRM experts are available to assist you. Consider XTIVIA your trusted guide during your Salesforce CRM implementation. Be sure to inquire about our Salesforce CRM Admin On-Demand service. Give us a call today!. It also emphasizes the importance of multi-factor authentication (MFA) for security and outlines how involving leadership, clear communication, and user training can ensure a successful Salesforce implementation.

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