Tasks of a Salesforce Administrator: What needs to be done and when?

Tasks of a Salesforce Administrator: What needs to be done and when?

Fabian Lindner

3 min read

Discover the essential tasks of a Salesforce administrator and learn when to perform them. From managing users to data backup
Discover the essential tasks of a Salesforce administrator and learn when to perform them. From managing users to data backup

This overview should serve as an extra source of inspiration or checklist. Have fun reading!

- Correcting records that have been set up with record types or ownerships that make them inaccessible to other users.

- Adjustments and enhancements to sharing rules so that records can be viewed and edited properly.

- Customization of the respective record types and layouts. Creation of new fields, objects and relationships.

- Management of permission sets. (Session and non-session based).

- Troubleshooting email campaigns, workflows, approval processes, or auto-responders that generate undeliverable mail or other errors.

- Assist users in developing or fine-tuning reports and dashboards to provide meaningful metrics.

- Unlock user accounts or reset passwords.

- Manage IP addresses (whitelist).

- Handle SSO, two-factor authentication, and certificate issues.

- Run all APEX tests in the system to detect new errors that may have crept in due to changes in validation rules, triggers or data cleansing. (Setup -> Apex Classes -> Run All Tests).

- Changes to software modules that no longer work.

- Changes to release settings that make some features inaccessible to code.

- Changes to picklist values or record types (including renaming).

- Changes to workflow rules, especially if they change field values or generate outbound messages.

- New validation rules that are triggered.

- Review login history table to detect any user lockouts, excessive login errors, and unexpected IP addresses.

- Deactivation of users who leave the company or start a new job. Reassignment of roles and profiles to reflect changes in the company and new tasks of users.

- Transfer of records due to changes in responsibilities, or territorial responsibilities.

- Updating price lists, especially if the company runs many promotions and limited-time offers.

- Adjusting delegation and escalation processes in workflows and approval processes to account for absences.

- Review time-based workflows and scheduled APEX queues to ensure there are no unexpected tasks.

- Weekly data export (standard SF functionality) of system data and attachments, including all history tables.

- Review of debug logs for possible discrepancies. Review for possible failure points of the external application that sync data with Salesforce.

- Setup activation log: Review of changes, enhancements and deletions that have been made. If necessary, documentation of these.

- Duplicate error logs: Check if there have been significant changes in the duplicate detection. Major changes are an indication that the duplicate matching rules need to be adjusted.

- Error history for delegated authentication: check for possible errors. Changes in the history indicate a misconfiguration in external access.

- Optional: run dashboards on data quality and Salesforce usage.

- Optional: run Eclipse (IDE ) to create a full system snapshot of live system metadata. Saving as a project to be able to make comparisons later.

- New Salesforce releases: Updates provide an indication of upcoming Salesforce.com releases. If there are changes that affect existing functions or API's the sandbox can be used to test the pre-release version. (Run all tests)

- Third-Party Tools: Reading through release notes and updates from third party tools associated with Salesforce. Sometimes multiple configuration changes are required as a result of external changes.

- Download setup activation log for the last 6 months to keep track of what changes were made later.

- Add or remove members from communities or the partner portals. The login history (user) can also be downloaded in the course of this.

- Archiving of documents (emails, tasks) to reduce storage costs of the Salesforce instance and to comply with document/email retention policies.

- Sandbox refresh.

- Download and storage of field history tables. (Via the field activation log).

- Optional: verification of the object model of the instance. (E.g. with Field Trip or EasyDescribe). These tools can be used to get an overview of the state of the object structure.

- Optional: Field Trip. Field Trip can be used to find out how often fields are used in order to remove them from the respective layouts, or even delete them if there is no usage at all.