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Salesforce Data Quality Cheatsheet

Salesforce Data Quality Cheatsheet

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MANAGING DATA QUALITY

Use the following best practices to keep your Salesforce data clean consistent and complete

Validation Rules
Improve the quality of your data using validation rules Validation rules verify that the data a user enters

in a record meets the standards you specify before the user can save the record A validation rule can

contain a formula or expression that evaluates the data in one or more fields and returns a value of True
or False Validation rules also include an error message to display to the user when the rule returns a
value of True due to an invalid value
After you have defined validation rules
The user chooses to create a record or edit an existing record
The user clicks Save
All validation rules are verified
If all data is valid the record is saved
If any data is invalid the associated error message displays without saving the record
The user makes the necessary changes and clicks Save again

Mass Update Addresses
Keep the standard address fields in your records consistent by using the mass update addresses tool
From Setup enter Mass Update Addresses in the Quick Find box then select Mass
Update Addresses to update the country and stateprovince fields in all of your organizations records
Update country fields first to ensure country naming consistency on records with stateprovince fields
Then update stateprovince fields

Use standard abbreviations such as ISO codes to keep country and stateprovince data consistent

across all records See International Organization for Standardization for a list of internationally
recognized twodigit codes
Save time on step two of the mass update address wizard by searching for multiple terms in the
Available Values box before replacing a value
Tip The mass update addresses function does not search for blank addresses To replace blank
address fields
Run a report that includes addresses and record IDs
Export the report to Excel
Enter data for blank addresses

Import the Excel file and select a matching type of ID so existing records will be updated

Last updated February

Managing Data Quality

Search Before You Create

Search Before You Create
Tip
Salesforce partners offer a
variety of tools to help keep
your data clean Contact
Salesforce for details

Avoid creating duplicate records by using search before you create a new record
Depending on your organizations sharing model some users may not be able to use search to find
duplicate accounts To help users find duplicates allow them to run an account owner report which
displays all of your organizations accounts This standard report is located in the Accounts and Contacts
folder on the Reports tab
If you customize the report to limit which columns it displays save it as a custom report
Use folders to limit which users can view the report
Create a custom link to the report on the Home tab so users can quickly access it
If you customize the report to limit which columns it displays save it as a custom report
Use folders to limit which users can view the report
Create a custom link to the report on the Home tab so users can quickly access it

Merge Leads Accounts and Contacts
Importing Accounts
Contacts

Select a matching type of ID

or Name to set the criteria
for merging duplicate
records via import

Merge duplicate lead account and contact records to reduce redundant data
Select a lead record and click Find Duplicates Find duplicate leads before converting them to an
account opportunity or contact This will save you time from converting leads which may become
duplicates
From the Accounts tab click Merge Accounts in the Tools section
Merge accounts on a regular basis to prevent duplicates
When restricting user merge permissions create a custom field on accounts in which users can
note if an account should be merged
From the Contacts related list of an account click Merge Contacts
Merge accounts before contacts because accounts may have the same contacts This will prevent
you from merging records twice
Note that you can merge contacts only within the same account
Tip To access a contact organization chart enter the name of each contacts manager in the
Reports To field of contacts Then click the View Org Chart link on any contact in an account to
see an organization chart that shows the complete contact hierarchy

OpportunityNaming Conventions
Avoid creating duplicate opportunities by including the account name in the opportunity name For
example if account Vanpool is linked to opportunity Templeton name the opportunity VanpoolTempleton
so that it is easier to see the account to which it is linked

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