Free Salesforce Cleanup Checklist

A short list of cleanup jobs that make Salesforce faster, safer and easier to use. Work through it one section at a time. You do not have to do it all in one go.

How to use this: Go through each section and tick every statement that is true for your team today. Be honest. A box you cannot tick is not a failure, it is a spot to look at first. It takes about 15 minutes.

1. Clean up users

Tick each job as you finish it.

Turn off logins for people who have left. Remove admin access from anyone who does not need it. Check that each person is in the right team and has the right role. Take a look at who has not logged in for 90 days or more.

2. Clean up data

Do this before big reports, mailings or a system change.

Find and merge duplicate contacts and accounts. Fix records missing an owner, email or other key fields. Standardize things like state names, job titles and company names. Archive or delete records you no longer need, following your own rules for keeping records.

3. Clean up fields and screens

Fewer fields means faster work and fewer mistakes.

List fields that are empty or nobody uses, and decide which to remove. Take duplicate or confusing fields out of the screens people see. Give fields clear names and add a short help note where it is not obvious. Make sure required fields are ones people can really fill in.

4. Clean up reports and dashboards

Make it easy to find the reports that matter.

Delete reports nobody has opened in the past year. Move the rest into folders with clear names. Check that each dashboard has an owner and is still used. Update filters that still point to old dates or old teams.

5. Clean up automation

Old automation can fight with new automation.

List all automation and write one line on what each does. Turn off anything that no longer matches your process. Look at automation that sends emails or creates tasks to make sure it is not sending duplicates. Check for errors that have been quietly happening in the background.

6. Write it down

The fastest way to keep it clean is to remember what you did.

Write down what you changed and when. Name one person who is responsible for Salesforce. Put a reminder on the calendar to repeat this checklist in six months.

How to read your results

Most boxes ticked in a section: that area is in good shape. Keep doing what you are doing.
About half ticked: you have gaps that will cause trouble over time. Pick one or two to fix this month.
Few ticked: start here. This is where problems and surprises tend to come from.

Not sure where Salesforce stands overall? Take the free Salesforce health check first, then use this list to fix what you find.

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Salesforce Cleanup Checklist