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What CIOs Need to Know About Salesforce Org Management

Jennifer Mercer, CEO, Metazoa
Jennifer Mercer, CEO, Metazoa

Jennifer Mercer, CEO, Metazoa

I’ll admit, for executive-level technology professionals Salesforce org management isn’t always at the top of the day’s priority list. However, issues like compliance, governance and security usually are. And that’s exactly why Salesforce org management needs to be part of your agenda.

The entire enterprise runs on Salesforce

Let’s face it, Salesforce is not only a great CRM, it’s also a robust technology ecosystem that features third-party applications, custom software solutions and a limitless number of configurations. Given this, organizations are now running their entire enterprise with Salesforce. This includes equipping it with ERP, HR management, supply chain management, billing capabilities and much more via ecosystem add-ons and in-house applications.

Because of its customizable nature, Salesforce can become extremely complex over time. It can also become inefficient due to things like corporate mergers, poor system management practices, failed development projects, or disruptive administrative turnover. These problems eventually result in slow performance, reduced agility, sluggish adoption, misalignment and even compliance and security issues - all the things that keep IT executives up at night.

These problems tend to be the most severe in the oldest and largest Salesforce orgs, and can result in slow performance, reduced agility, sluggish adoption, misalignment and even compliance and security issues. Some of these issues can be easily fixed with simple administrative tasks, but most are the result of bad metadata - often referred to as technical debt. While a small amount of technical debt is normal, a Salesforce org that contains too much of it can become increasingly vulnerable and more expensive to maintain over time.

Technical debt is the enemy

Dealing with technical debt efficiently and effectively is extremely important for Salesforce customers, and is something most CIOs are unaware of. Fortunately, tools like Metazoa Snapshot can help. Metazoa Snapshot is the first org management solution designed specifically for Salesforce, and was one of the first apps offered on the Salesforce AppExchange. Over the years, Snapshot has grown into the industry’s most comprehensive toolset for org management, relational data migration, org documentation, technical debt removal, and profile and permission set management.

Metazoa Snapshot also features User Stories functionality, which gives Salesforce users a window into org sprints and enables them to manage metadata conflicts more easily. Metazoa has developed custom merge and compare algorithms that are specifically designed for Salesforce metadata. This new technology circumvents the need for merging complex XML documents by hand, reduces common errors in the release management process and improves collaboration between Salesforce developers and administrators.  

When choosing a tool to handle technical debt, CIOs should look for one that covers all metadata types, including fields, picklists, email templates, groups, queues, roles, reports, etc. Once the unwanted debt is removed, Salesforce will run much more efficiently, which leads to lower costs, better user adoption and faster delivery of mission-critical applications.

Security, Governance and Compliance are important

When it comes to governance and compliance, tools like Metazoa Snapshot document every aspect of the change and release management process. This information is useful for administrative governance during the release process, which Metazoa makes available as a permanent record for compliance. These documents can be stored as custom objects in your Salesforce account, saved as local files, or stored as Salesforce Content.

Documenting this information for every org can greatly improve Salesforce security, governance and compliance. Metazoa Snapshot provides dozens of automated reports that are hugely beneficial for release management. These reports are available in CSV, HTML, and PDF format. They can be branded with a corporate logo and additional information. They can be sent as email attachments or Chatter Content.

User connection cleanup is another easy way to improve security within Salesforce. Keeping old, inactive user profiles within the system not only impacts optimization, it leads to other complex problems down the road. For example, improper security measures and easy outside access to data is a major problem for most CIOs. Metazoa Snapshot automates this as well.

Standardized Salesforce org management is critical   

One of the keys to great IT management is standardization. As someone that leads IT initiatives for your organization, you probably already know this. However, did you know that standardization is also critical for good Salesforce org management?

In the most organized IT operations, Salesforce administrators all use the same tools and follow the same procedures. However, a lot of enterprises choose to separate Salesforce administrators by department or business unit, and allow them to make independent decisions about processes and tools. This decentralized method of Salesforce org management, unfortunately, creates vulnerabilities and inefficiencies. But this is easily fixed with tools like Metazoa Snapshot, which makes the standardization of Salesforce org management a breeze.

Salesforce org management requires your expertise

As a CIO, your expertise plays a critical role in translating business objectives into technological developments and systems processes. This makes you the go-to for setting the standards by which these things are governed. And that’s why making Salesforce org management an executive-level priority is so important.  

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