Salesforce Health Check by Peeklogic: Scan Your Org for Complimentary Health

Overview

At Peeklogic, we take a meticulous approach to Salesforce Health Check audits, ensuring a comprehensive evaluation of both financial and technical aspects. Regular health checks are vital, especially when your company aims to optimize Salesforce expenses or ensure the security of your Salesforce org. These audits help identify inefficiencies, potential vulnerabilities, and areas for cost savings, ultimately enhancing your overall Salesforce experience.
Below are the detailed steps we follow for each component.

Full-scale Financial Audit by Peeklogic

Steps:

• Review user activity logs and login histories.
• Identify users who log in infrequently, suggesting potential training needs.
• Identify power users and underutilized licenses.
• Discover that a few users are powerfully leveraging Salesforce, while others are not, prompting targeted training.
• Provide recommendations for enhancing user adoption.
• Develop targeted training programs for underutilized features or conduct user workshops.

2. Integration Cost Assessment

Objective: Analyze the costs associated with integrations.

Steps:

• Identify third-party integrations in use.
• Identify an integration with a customer support platform that might have alternative cost-effective solutions.
• Assess the financial impact of each integration.
• Evaluate the expenses of integrating with a third-party analytics tool compared to the insights gained.
• Recommend consolidation or optimization of integrations.
• Suggest consolidating similar integrations to reduce costs and potential redundancies.

3. Storage Utilization Review

Objective: Examine data storage consumption and costs.

Steps:

• Analyze data storage usage patterns.
• Discover that data storage increases significantly during certain periods, indicating potential seasonal trends.
• Identify areas where storage limits are approaching.
• Recognize that attachments and documents are approaching storage limits faster than other data types.
• Recommend data archiving or storage optimization strategies.
• Suggest implementing data archiving policies to move outdated records to external storage solutions.

4. License Compliance Check

Objective: Ensure compliance with Salesforce licensing agreements.

Steps:

• Review licensing agreements and terms.
• Verify that the company has the appropriate number of licenses and adheres to user limitations outlined in the agreement.
• Verify usage against the agreed-upon license terms.
• Confirm that the number of active users aligns with the purchased licenses and user roles.
• Provide guidance on maintaining compliance and avoiding penalties.
• Advice on adjusting user roles or acquiring additional licenses to maintain compliance.

5. Unused Feature Identification

Objective: Identify and assess the usage of various Salesforce features.

Steps:

• Evaluate features such as Communities, Einstein Analytics, or AppExchange apps.
• Determine the extent to which the Communities feature is used for collaboration within the organization.
• Determine the level of usage and impact on costs.
• Discover that low usage of Einstein Analytics suggests an opportunity to reevaluate its cost-effectiveness.
• Recommend adjustments based on feature utilization.
• Recommend training programs to increase user adoption of certain features or discontinuation of features with negligible impact.

6. Subscription Optimization

Objective: Optimize subscription plans for cost-effectiveness.

Steps:

• Review subscription plans for additional services.
• Assess the necessity of additional services like Marketing Cloud or Pardot based on current marketing strategies.
• Assess whether subscribed services align with business needs.
• Confirm that the Marketing Cloud subscription aligns with the company’s current marketing automation requirements.
• Recommend adjustments to eliminate unnecessary subscriptions.
• Suggest discontinuing a subscription to an analytics tool that duplicates functionality already available in Salesforce.

7. Budget Forecasting

Objective: Provide insights into future Salesforce-related costs.

Steps:

• Analyze historical cost trends.
• Recognize that costs increase during certain quarters due to specific projects or initiatives.
• Consider upcoming Salesforce releases and updates.
• Factor in potential licensing changes or feature additions that may affect costs.
• Offer a budget forecasting report for informed decision-making.
• Present a report predicting increased costs due to planned expansions or decreased costs due to optimization efforts.

8. Customization ROI  and Dashboard Assessment

Objective: Evaluate the return on investment for customizations.

Steps:

• Review custom developments and enhancements.
• Evaluate the success of a custom dashboard created to streamline reporting processes.
• Assess the impact on business processes and productivity.
• Measure the time saved or efficiency gained through the implementation of custom automation processes.
• Recommend adjustments to align customizations with business goals.
• Suggest adding new fields or automation based on changes in business requirements.

9. Training Cost Consideration

Objective: Assess the need for additional training.

Steps:

• Evaluate user proficiency and potential training gaps.
• Discover that users struggle with advanced reporting features, indicating a training gap.
• Consider the cost of additional training programs.
• Calculate the cost of conducting advanced reporting workshops for users.
• Provide recommendations for targeted training to improve efficiency.
• Recommend a series of online modules or hands-on workshops focusing on advanced reporting features.

10. Licensing Negotiation Support

Objective: Assist in negotiating favorable licensing terms.

Steps:

• Analyze the client’s Salesforce usage and needs.
• Identify growth projections and potential changes in user roles.
• Provide insights for negotiating with Salesforce representatives.
• Provide usage metrics and user role data to justify a discount or more favorable licensing terms.
• Assist in securing more cost-effective licensing agreements.
• Negotiate for volume discounts or special terms based on the company’s long-term commitment.

11. Custom Report on Cost Breakdown

Objective: Provide a detailed report on the breakdown of costs.

Steps:

• Generate custom reports showcasing cost distribution.
• Generate a report highlighting the percentage of the budget allocated to different license types.
• Highlight areas of significant expenditure.
• Highlight the proportion of the budget spent on premium features or licenses.
• Offer insights for optimizing spending in each category.
• Suggest downgrading certain licenses or discontinuing underutilized features to reduce costs.

12. Billing Period Adjustment

Objective: Align billing cycles with actual usage patterns.

Steps:

• Evaluate the frequency of Salesforce billing cycles.
• Identify a mismatch between billing cycles and peak usage periods.
• Propose adjustments to better match business needs.
• Propose shifting billing cycles to coincide with the end of fiscal quarters.
• Ensure billing cycles align with peak usage periods.
• Adjust billing cycles to coincide with periods of increased user activity.

13. Environment Cleanup Recommendations

Objective: Recommend cleanup strategies for sandbox environments.

Steps:

• Analyze the usage and necessity of sandbox environments.
• Identify whether certain sandboxes are rarely used or no longer serve a specific testing purpose.
• Recommend archiving or deletion of unnecessary sandboxes.
• Recommend archiving old developer sandboxes to free up storage space.
• Provide guidelines for maintaining a streamlined environment.
• Provide guidelines for periodically reviewing and cleaning up sandbox instances.

14. Performance Optimization Impact on Costs

Objective: Assess the financial impact of performance optimization.

Steps:

• Identify areas for performance improvement.
• Identify specific pages or processes experiencing slow performance.
• Evaluate the potential cost savings resulting from optimization efforts.
• Consider the reduction in user hours spent on slow processes and the associated productivity gains.
• Recommend performance enhancements with cost considerations.
• Suggest optimizing specific code functions that contribute to performance bottlenecks.

Full-scale Technical Audit by Peeklogic

Full-scale Technical Audit by Peeklogic

A full-scale technical audit by Peeklogic is crucial for ensuring the security and integrity of your Salesforce environment. Our comprehensive audit process meticulously examines your system’s configuration, data integrity, and security protocols to identify potential vulnerabilities and areas for improvement.

1. Code Quality and Best Practices

Objective: Evaluate the quality of Apex code and adherence to best practices.

Steps:

• Perform a code review focusing on readability, efficiency, and security.
• Identify a complex piece of code that can be refactored for better readability and efficiency.
• Identify areas for improvement and adherence to coding standards.
• Highlight instances where variable names do not follow the company’s coding conventions.
• Provide recommendations for enhancing code quality.
• Recommend breaking down a lengthy method into smaller, more manageable functions.

2. Flows and Automation Efficiency

Objective: Assess the efficiency of Flows and automation processes.

Steps:

• Review existing Flows, Validation Rules, Workflow Rules, and Process Builders.
• Discover overlapping Workflow Rules that can be consolidated into a more efficient Process Builder.
• Identify bottlenecks and areas for optimization.
• Identify a Flow that experiences delays due to excessive criteria evaluations.
• Propose adjustments for streamlined automation.
• Suggest replacing multiple Workflow Rules with a consolidated Process Builder for streamlined execution.

3. Unused Fields and Objects Analysis

Objective: Identify and address unused fields and objects.

Steps:

• Generate a list of fields and objects with low or no utilization.
• Identify custom fields created for a one-time project that are no longer in use.
• Recommend archiving, deletion, or consolidation of unused elements.
• Recommend archiving unused fields to declutter the system without losing historical data.
• Provide insights into reducing data clutter.
• Suggest consolidating similar fields to simplify the data model.

4. Governance and Compliance Check

Objective: Ensure adherence to governance policies and compliance standards.

Steps:

• Review security settings, sharing rules, and data access policies.
• Confirm that profiles and permission sets adhere to the principle of least privilege.
• Confirm compliance with industry and internal data security standards.
• Ensure that data encryption policies align with industry-specific compliance requirements.
• Offer recommendations for enhancing governance.
• Recommend periodic access reviews to ensure ongoing compliance.

5. Data Model Optimization

Objective: Optimize the Salesforce data model for efficiency.

Steps:

• Evaluate the current data model for relationships and dependencies.
• Identify unnecessary relationships between objects that can be eliminated.
• Identify areas for normalization or denormalization.
• Consider denormalizing certain fields for quicker data retrieval in specific reporting scenarios.
• Recommend adjustments to enhance data structure.
• Recommend restructuring the data model to reduce the number of lookup relationships.

6. Performance Monitoring and Tuning

Objective: Monitor and optimize system performance.
Steps:

• Analyze system performance metrics and logs.
• Identify spikes in response times during peak usage hours.
• Identify potential bottlenecks or areas of slow performance.
• Recognize that a particular report generation process is causing delays.
• Recommend tuning parameters for optimal system responsiveness.
• Suggest increasing batch sizes for data retrieval to reduce the overall number of API calls.

7. API Usage and Integration Efficiency

Objective: Evaluate the efficiency of API usage and integrations.

Steps:

• Review API integration points and data transfer methods.
• Assess whether bulk API is appropriately utilized for large data transfers.
• Identify opportunities to optimize API calls.
• Identify situations where batch processing can be implemented to reduce the frequency of API calls.
• Provide recommendations for enhancing integration efficiency.
• Suggest implementing queuing mechanisms to handle peak loads more efficiently.

8. Code Security Settings and Vulnerability Assessment

Objective: Ensure the security of custom code.

Steps:

• Perform a security scan for vulnerabilities.
• Use tools like Salesforce Health Check, PMD, or Checkmarx to scan the codebase for known security issues.
• Identify potential risks in custom code.
• Identify a piece of code that inadvertently exposes sensitive information through a SOQL injection vulnerability.
• Recommend security measures to mitigate risks.
• Recommend parameterized queries to prevent SQL injection vulnerabilities.

9. Documentation Review

Objective: Assess the comprehensiveness of system documentation.

Steps:

• Review existing documentation for custom code, configurations, and processes.
• Assess the documentation for a custom trigger to ensure it includes information on trigger events, logic, and dependencies.
• Identify gaps or outdated information.
• Identify a documentation gap where recent changes to a process are not reflected in the documentation.
• Provide recommendations for maintaining up-to-date documentation.
• Recommend integrating documentation updates into the development lifecycle to ensure alignment with code changes.

10. User Permission Analysis

Objective: Review and optimize user permissions.

Steps:

• Analyze user profiles and permission sets.
• Identify a user profile with unnecessary administrative privileges.
• Identify unnecessary or overly permissive access.
• Identify a user with access to sensitive customer data who does not need such privileges for their role.
• Recommend adjustments to align with the principle of least privilege.
• Suggest removing unnecessary access rights for certain users, aligning their permissions with their job requirements.

11. Change Management and Version Control

Objective: Evaluate the change management process and version control.

Steps:

• Review the current change management workflow.
• Assess the workflow for introducing a new custom object.
• Assess version control practices for custom code.
• Confirm that each code modification is associated with a version number in the version control system.
• Recommend improvements for streamlined change tracking.
• Recommend incorporating commit hooks to enforce version control practices during development.

12. Mobile Compatibility Check

Objective: Confirm compatibility with mobile platforms.

Steps:

• Test the Salesforce application on various mobile devices.
• Test the application on both iOS and Android devices with varying screen sizes.
• Identify any usability or functionality issues on mobile platforms.
• Note if certain buttons or features are not responsive on smaller screens.
• Provide recommendations for optimizing the mobile user experience.
• Recommend implementing a mobile-friendly layout for key pages.

13. Custom App Performance Analysis

Objective: Assess the performance of custom applications.
Steps:

• Review the architecture and design of custom applications.
• Assess the architecture of a custom app that relies heavily on synchronous processes.
• Identify performance bottlenecks or areas of improvement.
• Identify a custom page that takes an unusually long time to load due to inefficient queries.
• Recommend optimizations for enhanced application performance.
• Suggest implementing asynchronous processing for resource-intensive tasks.

14. Governance of Sandboxes

Objective: Review and optimize sandbox governance.

Steps:

• Assess the usage of sandbox environments.
• Identify instances where multiple sandboxes are used for similar purposes, leading to redundancy.
• Identify opportunities for cleanup or consolidation.
• Recommend merging similar sandboxes to reduce maintenance overhead.
• Recommend best practices for sandbox management.
• Recommend adopting a naming convention that clearly indicates the purpose of each sandbox.

15. Data Migration Strategy Review

Objective: Evaluate the strategy for data migration.
Steps:

• Review past data migration activities.
• Analyze the data migration log from a recent project to understand any errors encountered.
• Identify any issues or challenges encountered during migrations.
• Note instances where data transformation scripts led to unexpected data format issues.
• Provide recommendations for improving data migration processes.
• Suggest implementing pre-migration validation checks to identify potential issues early.

A comprehensive technical audit goes beyond basic assessments, delving into the intricacies of Salesforce configurations and customizations to optimize technical aspects and ensure a robust and efficient Salesforce instance for our clients.

Additional Insights

Manual vs. Automated Assessment

• Manual review is crucial for complex code and intricate business logic.
• Automation is applied for repetitive tasks and standard evaluations.

Developer Perspective

A certified Salesforce developer will lead the audit, ensuring a deep understanding of the intricacies involved.
A full-scale technical audit by Peeklogic is essential for ensuring the security and integrity of your Salesforce environment. Our comprehensive audit process meticulously examines your system’s configuration, data integrity, and security protocols to identify potential vulnerabilities and areas for improvement. By proactively addressing these issues, we help safeguard sensitive information against breaches and unauthorized access, ensuring compliance with industry standards and best practices.

Our Salesforce Health Check process provides actionable insights, optimizing your Salesforce instance’s capacity and performance while reducing the likelihood of downtime and data loss. This proactive approach enhances system reliability, uncovers opportunities for efficiency improvements, and supports cost savings. Ultimately, a technical Salesforce audit empowers businesses to maintain a secure, compliant, and efficient environment, crucial for protecting data and driving sustained growth and success.

Key takeaways

Salesforce Health Check helps businesses review their CRM setup, find weak points and understand what needs improvement. A detailed check usually covers security settings, data quality, automation, integrations, user access and system performance. With clear findings and practical recommendations, teams can reduce risks, improve daily workflows and make Salesforce more reliable for long-term use.