Instituting a Uniform, Repeatable Process for New Salesforce Record Creation

One of the challenges for optimizing the use of Salesforce^® is that many different users create the records stored in the platform. This creates the potential for wide variances in how the records are created and the information they contain. This lack of uniformity can make it difficult to find and unearth actionable insights across numerous business functions.

So it is important to create a systematic approach for record creation, with comprehensive guidelines and rules for Salesforce users that are communicated and reinforced. Here are steps to consider when developing your company’s approach.

Assess and prioritize the types of records that are most critical to your business operations. 

• Different functions have differing information needs. 
• Review the record inputs used in your current reporting, what might be missing or improved, and what kinds of additional reporting might be desired (and the records that would be needed).
• Develop an action plan that prioritizes the records that will be addressed to properly deploy resources over time to build out the new process for record creation.

For each record type, determine the specific information requirements, formats, and styles for the Objects and fields used.

• Consult with record stakeholders to gather their input and gain buy-in.
• Consider how records may be used cross-functionally or with third-party apps, to make sure the requirements are comprehensive and valuable company-wide.
• Find a balance between effective record creation and efficient record creation.

Codify exactly how each record type will be created by all users every time over time.

• Create the materials detailing and supporting the guidelines that must be followed.
• Incorporate this process into new-hire and refresher training for Salesforce users.
• Hold users accountable for following these guidelines.

Separately create a parallel process to address existing records.

• Follow newly established guidelines to clean up data quality issues.
• Set up a duplicate record resolution process covering existing records and new record creation, merging data and eliminating duplicate records.

Employ an app like Data Quality Helper to execute your new approach to records management.

• Enhanced soft and hard data validation rules from Salesforce Admins ensure all users create records according to established standards.
• Existing records that don’t comply with the validation rules have Admin-customized warning messages and instructions attached to them, and the records are cataloged and listed for easy clean up by users.
• Potential duplicate records are identified and listed by an Admin-customizable data matching sensitivity detection system, notifying users to evaluate the data and merge records into a new master record if needed.
• The app streamlines and automates the improvement of data quality in Salesforce records company-wide.

The free version of Data Quality Helper can be installed at the Salesforce AppExchange. Poor data quality erodes productivity and profitability for businesses using Salesforce. It also reduces the efficacy of your AI initiatives—bad data creates bad results. Elevate your org’s data quality. Get started today.