Salesforce is a software in which roles and permissions play a huge role. As mentioned earlier, the main element granting access is profiles, but what if a given department, consisting of two groups, needs a default set of access, but also two separate access permissions data dedicated to them? Then the System Administrator creates a Permission Set, which is a set of access permissions to data elements, objects, or features in the system.
Assigning roles, on the other hand, plays an important role in the structure of the company, thanks to which the administrator will build a hierarchy of employees in Salesforce.
How often have you found data in your system such as Jane/Joe Doe or QWERTY? Often, users want to enter something quickly using so-called “dummy details.” That is, they enter incorrect data to quickly create a record in the system. And it is the System Administrator who stands guard over the integrity of the data (imagine them standing on a high building with a flowing cape and a large “A” on their chest). The Sys Admin must ensure that the data entered into the system is correct, unique, and above all, true. Salesforce has the appropriate tools that help achieve data cleanliness, such as the following:
- Validation rules that check the correctness of data entered by users
- Duplication rules that regulate the possibilities of creating (or not creating) records with the same data
- Approval processes, which are requests for data acceptance on the record (e.g., the amount of discount on the opportunity)
To achieve high cleanliness and integrity of data, the Administrator will use the full range of tools offered by Salesforce.
But what if it turns out that users are exceptionally creative and find a way to create duplicated data and introduce Mr. QWERTY 321321321? Then, a red code lights up above the Admin’s head and a data audit needs to be carried out. Such audits may include checking for the following, among other things:
- Duplicates (e.g., 2 x Mrs. Jane Doe with the same email)
- Data inconsistencies (e.g., Acme Corp and Acme Corporation as two different accounts)
- Data errors (in the text field – e.g., email: edward.scissorhands@acme without .com)
The Admin should be able to detect these types of errors, correct them, and set up the appropriate safeguards that will act preventively. Regular data cleaning will keep the database clean and accurate. As we all know, a good admin is the best friend of any department where mass import/export is used. This is also one of the essential skills that an admin must master. For such actions, they can use Data Loader, Data Import Wizard, or Salesforce Inspector. Are any of these particularly recommended? Each Administrator or person dealing with mass data management has their own style and favorite tool for these tasks.
Tip
If you want to efficiently input data into the system, prepare upload templates for your users and teach them to fill in data in the correct structure. Remember, you are the Salesforce specialist, not your users. A correct data structure in the upload template will save you a lot of time.