Streamline Salesforce Experience Through Data Archival and Cleanup

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Game Plan

üShare your successesüAsk questions

üSucceed together!

Agenda

Why Archive/Cleanup?

Framework

Interactive Discussion

Takeaways

Why Data Archival is Important

• Large Data Volumes can result in slower query performance, impacting user experience

• Data consolidation can bring considerable improvements to your users' proficiency

• Archiving gives your organization greater control of your information processes

• Archiving production data and retiring legacy reduces storage costs

• Archiving keeps your data safe!

Now, on to the roundtable discussion

Estimated time: 30 minutes

§ 30 mins of dialogue among participants

§ Closing & takeaways after roundtable

What Brought You to This Circle Today?

• Do I need all of these fields?

• What do I do with old data I no longer need?

• I’m running out of data storage – what do I do?

• How do I measure record completeness?

• What tools can I use to backup, archive and purge data?

• Do empty fields mean incomplete records?

Common archival and cleanup questions - what are yours?

Plan for Streamlining Data

• Identify Data

• Establish a Process

• Prepare Data Restoration Plan

• Identify Tools

• Impact of Actions

• Consolidate

• Measure Results

• Continue to Monitor and Repeat When Necessary

Define Data Streamlining Steps

Execute Streamlining Plans Monitor & Repeat

• Understand your storage limits

• Understand your data usage trends

• Establish data retention policies

A 4-Step Approach to Streamlining Salesforce Data

Plan for Streamlining Data

§ How much storage does your org have?

§ How much storage are you currently using?

§ Storage Limits by Edition

§ Data usage metrics in Salesforce

§ Ensure you have the tools to evaluate where data is currently located

§ Identify which objects are responsible for the most data growth

§ Legal implications

§ Source of Truth

§ Data integrity implications§ Parent-Child Relationships

§ Field Removal

Storage & Limits Usage Trends Implications

Top 3 Things to Analyze to Plan for Archival & Cleanup

Insights About Usage Available at Your Fingertips

Field Name Label TypePopulated

OnPopulated On

(%)accountid Account ID Reference 131 100lastname Last Name String 131 100firstname First Name String 131 100ownerid Owner ID Reference 131 100createddate Created Date DateTime 131 100lastmodifieddate

Last Modified Date DateTime 131 100

email Email Email 130 99.2phone Business Phone Phone 128 97.7mobilephone Mobile Phone Phone 116 88.5title Title String 116 88.5birthdate Birthdate Date 111 84.7mailingstreet Mailing Street TextArea 108 82.4mailingcity Mailing City String 108 82.4

… … … … …

§ Field Trip§ Data Quality Analysis Dashboard

Built into Salesforce Using Free AppExchange Tools

§ Total Storage Usage§ Data Storage Usage§ File Storage Usage§ Top Users by Storage Usage

Examples of Records to Mass Delete

§ Dead opportunities with no activity in the past 12 months

§ Unconverted leads with no activity in the past 12 months

§ Accounts with no activity in the past 3 years

§ Archived tasks and events older than 5 years

§ Closed cases older than 5 years

§ Expired solutions

*ALWAYS CONSULT WITH YOUR LEGAL TEAM BEFORE DELETING DATA!*

Implications of Deleting Related Records

§ Master-Child Relationships:§ Deleting Master also deletes Child

§ Deleting Child does not delete Master

§ Lookup Relationships§ No impact when deleting related

records

§ Activities & Tasks§ Deleting “Related to” record

deletes the Activity/Task record

Archival/Deletion Impacts Related Records

Sample of an archival impact planning document

Are you sure you want to archive that record?

Account Contact Activities & Tasks Object A Object B

Object Type § Standard § Standard § Standard § Custom § Custom

Child Objects

§ Contacts§ Custom

Object B

§ Custom Object A

§ None § Custom Object B

§ None

Look-up Relationship

§ Custom Object A

§ None § None § Contact § Contacts§ Account

Retention Policy

§ Inactive for 5 years

§ Inactive for 3 years

§ Due date > 1 year ago

§ Inactive for 2 years

§ None

What defines

inactive or outdated?

§ No new opportunity

§ No new activity/task

§ Completed & Due Date > 1 year ago

§ Status = “In Progress” and not edited in 2 years

§ N/A

Define Data Streamlining Steps

Data Archival May be Required Depending on Your StorageGiven your current data storage situation – where would you focus your efforts?

<50% Storage Used 50-80% Storage Used >80% Storage Used

§ Create your data archival planStrategize on what you will do to archive data and when you will do it!

§ Monitor data usage by objectUnderstand your organization’s data needs based on the data usage by object

§ Monitor individual users’ storageUnderstand your users’ data needs based on their usage

§ Execute your archival planArchive data, remove fields, and streamline

§ Monitor storage every 30 daysMonitor storage usage every 30 days to determine your plan of action

§ Archive dataArchiving is the process of moving data that is no longer actively used whether you export it out to backup data or move to a data warehouse

§ Purge dataPermanently erases data

§ Purchase more dataContact Salesforce Account Executive or purchase using self-checkout

•Tools to consider:

Field Trip: identify which fields aren’t being used

Data Quality Analysis Dashboards: identify deficiencies in record data

Identify What to Archive

•Measure “archivable” data for one object

•Create reusable dashboards to determine what data to archive

•Create a data archiving or deleting process

•Determine the best tools to execute this process

§ Standard fields§ Exists in both Standard and

Custom Objects

§ Cannot delete these fields

§ Most (with some exceptions) can be removed from page layouts

§ Custom fields§ Can exist in both Standard and

Custom objects

§ Can delete these fields

§ Can remove them from page layouts

Considerations for Streamlining FieldsTake control on both standard and custom fields

Field 1 Field 2 Field 3 Field 4 Field 5

Field Type Standard Standard Standard Custom Custom

Record 1 X X X

Record 2 X X X

Record 3 X X X X

Record 4 X X X

Record 5 X X

Record 6 X X X X

Record 7 X X X X

Record 8 X X X

Record 9 X X

Remove from page layout

Delete field

Execute Streamlining Plans

Execute Data Streamline Plans

Take a Backup Remove Noise Execute

§ Take a backup of the data to be deleted

§ Always test mass deletions on a small sample of test records first, in Sandbox

§ Request a weekly export of your data for backup purposes

§ Remove the unnecessary fields you have identified using Field Trip

§ Remove related lists not used by your organization off the page layout

§ Execute your plan of action!

§ Begin the deletion process using a tool from the AppExchange

AppExchange Tools – What You Must Know

Mass Edit and Delete

Cloudingo

Auto-Merge, mass merge, or manually merge duplicates without losing any important data

DemandTools

Suite of data quality modules to control, standardize, verify, deduplicate, import and manipulate data

RingLead

Easily identify and merge duplicates

Backupify

Daily, automated backup of all Salesforce objects, files, chatter, and metadata

CloudAlly Backups for Salesforce

A secure, automated daily backup of Salesforce to unlimited Amazon S3 Storage

OwnBackup

Automated daily backup of all your Salesforce data, metadata & attachments

Data Loader

A simple, free, no download app to quickly import, export, and delete data in Salesforce

Mass Update and Edit from List View

Mass update and edit selected records from any filter view or related list.

Mass Delete

A set of custom list buttons to add to your standard list views or related lists. Select any number of records and delete all of them with a single click

Archive for Salesforce

Allows users to quickly, easily and safely archive their SF data with just a few clicks

Bluewolf Replicator

Protect your data by automatically copying your data to your back office allowing you to safely archive or distribute data

Archive BackupDe-Duplication

Duplicate Records

Step 1: Prevento Prevent new duplicate records from being createdo Use standard Salesforce feature Duplicate Managemento One size does not fit all!

Step 2: Fixo Merge to consolidate existing duplicate recordso Use Standard feature when merging a small quantity of contacts and/or accountso Identify an AppExchange product to meet your needs

If the flexibility of Duplicate Management’s matching rules does not meet your complex needs, consider using an AppExchangeproduct.

Prevent Duplicates

Duplicate Management•Matching rules: • You define how duplicates are identified• Consider multiple rules based on different processes, field values, objects,

records types, etc.

•Duplicate rules:• Block or Alert (consider starting with Alert feature)• Reporting based on rules

•Key Features:• Use standard or customize your rules• Support fuzzy matching and API calls• Cross-object matching• Same UI experience with desktop and Salesforce1• Supports custom objects, fields and picklist fields• Option to Bypass Org-Wide Defaults (OWD), if desired

Always test in your Sandbox first!

Duplicate Management

Merge Duplicates

Tools to Consider for identifying and merging existing duplicates:

•Cloudingo

•DemandTools

•RingLead

Many products in this category have a fee, consider what functionality you need and for how long, and check the terms with the provider to help manage your investment.

Monitor and Repeat

Monitor and Repeat

•Establish a timeline to review your data management and archiving processes

•Continue using Field Trip and Data Quality Analysis Dashboards to monitor record completeness

•Measure the impact using dashboards• Salesforce Adoption Dashboards: Provides visibility

into the adoption of key features such as accounts and contacts

• Adoption Trendz: Collect usage stats over time using Analytic Snapshots

I’ve cleaned and consolidated my data – now what?

Now, back to the Main Speaker

Estimated time: 5 minutes

§ Key takeaways

§ Resources for your success

§ Survey

Key TakeawaysUnderstand your storage limits and data growth trends

Consider the implications when purging data

Backup your data before mass deleting data

Archive and delete data you no longer need

Get the BasicsLearn about data imports and choosing the right tool

Data Export and RecoveryDiscover data back up and disaster recovery options

DiscussGet advice and answers from Salesforce experts and customers.

For more best practices resources, visit the Manage Data Effectivelyjourney.

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• Segmenting your Data Using Query

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maintain your solution

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Management Quickstart

• Customer Master Data Harmonization

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