Salesforce SOPs
What is an SOP for Salesforce?
Managing a Salesforce instance effectively requires more than just a technical understanding of the platform; it demands a structured approach. Standard Operating Procedures (SOPs) ensure that critical tasks are managed consistently, efficiently, and aligned with business goals. But what exactly does that look like in practice?
In this blog series, we’ll dive into the essential SOPs for managing a Salesforce instance, organized into annual, quarterly, and monthly tasks to help you stay proactive. To kick off, let’s explore some key SOPs to focus on annually.
Annually: Laying the Foundation for Success
The annual review process is all about taking a step back to assess your Salesforce instance holistically. Here are some of the most critical SOPs to tackle each year:
1. User Onboarding & Offboarding Processes
Having a clear process for adding and removing users is essential to maintaining security and efficiency. Whether your organization relies on a simple case system or a more automated workflow, ensure that:
There is a documented and consistent way to onboard and offboard users.
Requests are verified by someone authorized to allocate licenses.
Why is this important? Salesforce licenses are a significant investment. Implementing a process ensures accountability and prevents unauthorized allocation of corporate dollars.
2. Profile & Permission Set Group Access
Conduct an annual audit to verify that profiles and permission sets are aligned with your organization’s needs:
Profiles: These define baseline access and should be reviewed to ensure they reflect current job roles and compliance requirements.
Permission Sets/Groups: Over time, users may accumulate unnecessary permissions (“permission creep”). An annual audit helps identify and remove redundant or over-allocated permissions.
Pro Tip: Document any changes and communicate updates to affected users to minimize confusion and ensure a smooth transition.
3. Queue Assignments
As teams and processes evolve, queues can become outdated or cluttered. An annual review should:
Verify that all users assigned to queues are active and relevant.
Ensure queues align with current business workflows.
Remove inactive users and unnecessary queues to streamline operations.
4. Review of Additional Licenses
Many organizations use Salesforce-connected applications like Marketing Cloud, Tableau, or CPQ. Annually, take the time to:
Check license allocations to ensure they are assigned to the appropriate users.
Identify underused or unused licenses to optimize costs.
Revoke access for users who no longer need it to maintain security.
5. Role Hierarchy and Sharing Rules Audit
Your organization’s structure and data-sharing requirements can change over time. To keep your Salesforce instance secure and efficient:
Review the role hierarchy and sharing rules to ensure they align with current organizational structures.
Test any changes in a sandbox environment to avoid unexpected impacts on reporting and functionality.
Making Annual Reviews Manageable
This list may feel daunting, but it doesn’t have to be tackled all at once. Instead, consider spreading these tasks throughout the year. For example:
January: Review onboarding and offboarding processes.
March: Audit profiles and permission sets.
May: Assess queue assignments.
July: Review additional licenses.
September: Conduct a role hierarchy and sharing rules audit.
By scheduling one task per month, you can wrangle annual user related tasks.
Next in the Series
Stay tuned as we explore more SOPs in the upcoming blogs. With a structured approach to Salesforce management, you can focus on driving value from your platform instead of constantly firefighting. Let’s make 2025 the year of a well-oiled Salesforce machine!
