The Role of Proactive Maintenance in Salesforce Managed Services: CriticalRiver’s Approach

Salesforce upgrades its features thrice yearly to improve user experiences. However, the updates may cause existing functionalities to fail or behave differently. CriticalRiver constantly monitors and reviews these releases to assess impact. We also test advanced features in a sandbox without disrupting production environments.

At times, new features require changes to the existing security model. Our approach takes care of this aspect. After testing features and updating security systems, we communicate changes and benefits to end users while enabling organizations to track changed feature usage and gather feedback for any adjustments.

Businesses undergo internal changes as they grow, and all transformations almost always lead to system modifications and updates. CriticalRiver keeps Salesforce admins ready to meet the demands of business landscape changes quickly. For example, if an organization enters a new market, the sales configuration is updated in Salesforce with all associated attributes. The names and responsibilities of team members responsible for sales in the territory must be documented in the admin’s records. CriticalRiver helps organizations smooth their transition for such shifts.

Salesforce has limits within its ecosystem, which could result in functionality failures if neglected. Breakdown issues surface when an organization cannot keep track of the number of licenses used, API calls, file storage limits, and overall data storage limits. A Salesforce admin must also monitor other limits at the object level in the Salesforce System Overview section to ensure the platform works seamlessly. Our system assessment services help check the different data limits in detail and address their complexities before a functionality fails.

While users can easily download data from Salesforce, uploading mass data onto the platform is tricky. This is another area where our maintenance support works. There can be several reasons for the periodic loading and editing of bulk data in Salesforce, such as:

• Market research data uploads
• Changes in sales strategy
• Data cleansing and quality management
• Updates in data governance procedures
• Regulatory compliance

CriticalRiver uses Data Loader to manage complex data migrations, integrations, and bulk updates.

Salesforce provides data-centric insights that help a business. However, organizations cannot plan all reporting priorities upfront and may need to change specific dashboard structures to understand data stored in the Salesforce systems.

Regular maintenance is essential to get actionable insights because:

• Weekly reports on departmental KPIs, project progress, and business opportunities can break automatically
• Sometimes, leaders may request changes in the data they wish to see.
• Reports involving user data may not be valuable if the data also includes employees who’ve left the organization.
• Management may send an impromptu report request due to sudden market shifts.

With CriticalRiver’s managed services, users can combine multiple objects or report from custom objects with complex data structures.

Salesforce needs prompt database updates as people join and leave the organization. Adding a new user to the system is not difficult for organizations that leverage its comprehensive security model. An admin only needs clarity on the user’s role when setting permissions.

When an employee is about to quit, an urgent step is to turn off their usage of Salesforce. Waiting can jeopardize the organization’s intellectual property, and Salesforce does not enable organizations to completely delete a user. CriticalRiver helps clients harness SSO integration and auto-de-provisioning of users when accounts are deactivated in the Active Directory.

As users leave, some records must be reassigned to employees replacing them. If a user exiting the company is an admin, various system processes may be associated with their account. These have to be synced to another account. To fully mitigate risks of misuse while getting clarity on new user accounts to get admin/editing rights, the first step should be to freeze the user account, preventing them from logging in even before the account is deactivated.

Salesforce’s value lies in its ability to automate business processes. The Enterprise edition facilitates the management of 2000 active processes. Many companies have multiple background processes that handle basic and advanced automation workflows. Such processes are built with Salesforce Lightning Flow tools, but sometimes, they can experience exceptions that result in process failures. With CriticalRiver’s managed services, such issues trigger automatic emails that get forwarded to experienced admins for quick review and remedial action.

Salesforce Optimizer helps to evaluate and enhance a Salesforce instance. It recommends the right tweaks for features, declutters customizations, simplifies processes, and boosts user adoption.

As a Salesforce partner, CriticalRiver makes this tool more valuable for an enterprise by leveraging capabilities such as:

• Locating fields not actively used
• Identifying the roles or profiles not required anymore
• Finding reports that have not been accessed for a long time
• Checking for restrictions imposed by the system so users stay within safe limits
• Locating hardcoded URLs that need to be adjusted to improve overall efficacy

We leverage Salesforce Optimizer to streamline all processes, eliminate clutter, and ensure the environment is permanently configured for seamless performance and scalability.