The complexity of Salesforce is the very reason why Salesforce Administrators exist. Salesforce Admins are experts at setting up the software and optimizing the system to generate valuable customer service data points specific to each company. While everyone takes a unique approach to the job, there are some fundamental technical strategies that define a successful admin. Here are five ‘rules’ for a successful Salesforce Administrator:
Rule #1 – Don’t Personalize the Standard Objects Field
One of the most important structural components to the Salesforce lead generation tool is the objects field. The objects field determines what kind of information from potential customers you want to gather. A successful salesforce administrator will know not to create custom fields on top of the native account object fields (email, phone number, etc). If you stick with the standard object fields, you guarantee that all the data collected can sync up with the rest of the Salesforce infrastructure. If you go the customization route, you risk losing tons of valuable data in the shuffle.
Rule #2 – Connect Data Relationships to Custom Objects
As a company begins to collect data, they will inevitably want to customize the information they collect to be specific to the company. A Salesforce administrator will be familiar with all the different relationships among objects that can be created, including master-detail, one-to-many, many-to-many, and lookup relationships. Furthermore, the custom objects that are created must be linked to data tables that are easily accessible to the user, and are suitable for use in reporting.
Rule #3 – Set Up a Clear Role Hierarchy
As the Salesforce ‘Getting Started Workbook’ describes, the administrator’s role is one of informed observer. It is their job to set-up the software for the user to employ. In order to do so, an accurate role hierarchy needs to be built to ensure managers and employees have access to the same data.
Rule #4 – Enable Field History Tracking
For securities sake, field history tracking is a must on all objects. Why? Because inevitably an email or phone number of a client will be put in on the wrong record, and you want to be able to see what it was before. Another reason to enable field tracking is to keep an accurate log of all user and integration behaviour. That way, when a client comes asking about a missing record, the admin can at least tell them the last time it got changed, and by whom.
Rule #5 – Backup the Entire Org
Any admin worth their stripes will not take any risks with the organizational data. You should back up data all time. Plain and simple. The Enterprise Edition (and all newer editions) comes with a Weekly Export Service. It is a disaster recovery option that can be scheduled in advance so you don’t even have to think about it once it has been set-up.
These five rules outline technical requirements that all Salesforce admins should follow. A fine balance must always be struck between the needs of the business and the capabilities of Salesforce platform to solve said needs. At the end of the day, a slow integration process is advisable and should be combined with plenty of dialogue between the Salesforce admin and business owner.
If you are interested in getting started with Salesforce, contact us today and we can begin discussing your project.