Now that we have come a long way in data management starting from data management tools the proactive
measures and quality data entry the reactive measures for quality data maintenance.
It is time for us to understand about some of the best practices that we can implement in data management
and definitely it is essential for a senior admin to know all these
powerful dot com platform is remarkable in its ability to scale as your business grows.
But all systems have constraints right.
So even if we don't think that will ever run into those limits the designing and managing the data is
key.
And if it is not done properly then we may run into those limits.
So how do we design and manage our data in an efficient manner.
So first we need to define our operational dataset the questions that we need to ask ourselves are are
all of the records that we currently have in the system.
Do they add value to your business.
We need to ask ourselves this question.
And if you'll see that there are records that do not add any value to the business then plan on deleting
the ones because we don't need them anymore.
And the best way to do this is that you may need to archive them first for historical reporting reasons
and then plan on deleting them after a certain period of time.
And in many cases you can also simplify your archiving strategy by summarizing the data but you will
always check with the data owners first and be sure before deletion because if you are doing anything
that can't be reversed and as it is data it might have a larger impact.
So be pay more attention before you delete any records assets in the system or you perform any actions
that can be reversed perfect.
So that is about the first one.
The second question that we need to ask ourselves is do we still need all the fields that we currently
have in the system.
This is actually a pretty common scenario that we experience in most of the args where we create some
additional data lines.
Maybe for supporting some urgent initiative and data which was used only during that time.
Or it might not have been used at all but it still occupying space.
All right.
So keep reviewing those fields do that in a periodic fashion so that you do not accumulate any of these
unnecessary fields in your arm.
And the third important one is about the custom objects.
Yeah even this game like we can see that in many ARGs that we create custom objects like for tracking
something via automation or for some automatic transfer of records are for storing some information
but that you know you may not even be used efficiently.
The records may get created all the time in those custom objects but no one is really making use of
them.
So objects containing these records definitely I think they should be deleted as a whole.
The object and the records.
Yeah definitely.
There might be some objects there might be some records out there in your art.
So even for these monitor the are monitor the objects that reveal your objects fields on a regular basis
so that you do not add up any of these unwanted components.
Perfect.
So this is about defining our operational dataset.
Then we monitor the ARG on a regular basis.
We do periodic reviews to ensure that we do not store any of the unwanted data or the fields on custom
objects.
The next to a component that we're going to talk about in this video is about optimizing their data.
This ability structure.
So here first let's talk about this ability.
How an user gets access to attack card inserts force basically and this was we have an entire set of
tables to track like who should have this ability to ward.
Right.
And if the order beauty that is the organization why default if it does not public read right then every
time a user hits a particular page or tries to access and record what say is what does Salesforce evaluate
everything all the security settings behind that.
To finally decide what does use it has to see and what does user should not see.
So basically all those happens in the background.
Right.
And if the order beauty is not public read right order of the order beauty is set to private or anything
lesser than public right.
Basically users can get access to records through different options like you know they can get access
where public groups they can get access where cuz they can get access why and manage it access are all
hierarchy so there are different ways in which a user can have access to a record.
So when all this is happening in the background we have to actually look into those security settings
and optimize the data.
This ability structure itself selfless the very first one is a review you order beauty always check
the order beauty and whether it is inline with your business process never assume that daughter Beauty
should always be private nor should it may not be the case.
And even if there are restrictions that certain users should not have access to certain fields you can
very much control using feeling and security and that's why I feel that security is in place.
All right so make all the beauty as permissive as possible so review your order.
Beauty on a periodic basis.
Next is a role hierarchy so rule hierarchy we know it is very powerful in providing the built in access.
All right.
Murder Mark times like it can also be very costly to maintain all the needed data like not everyone
needs to be in the role hierarchy.
Say for example a customer support customer support users they should be able to see all the accounts
that regardless of who wants them and the marketing.
If you consider marketing they might need access to all opportunities regardless of who owns them.
So so if you can make these objects specifically public comes in and putting all these kind of users
at the highest level in the real hierarchy because role hierarchy it is just not a middle of the art
chart.
Already it also plays a major role in security and access to records.
So use it wisely and efficiently and next comes a sharing rules.
So sharing rules there may be some sharing rules which are no longer needed in the system.
So remove them especially this happens when you change your order beauty to more visibility.
Say for example from public to public read only from public read only to public read right.
So when you change the order beauty to more visibility there may be some sharing rules which are no
longer needed.
So even sharing rules review them on a regular basis and delete those which are not required.
And finally public groups so always check if you have duplicate public groups or if you have groups
within groups so monitor all those and delete done necessary ones.
So these are some of the best practices that we can implement for optimizing the data visibility structure
and all these will definitely help you to optimize your data.
Salesforce.