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Lowering Salesforce Costs

Bill Appleton

Technical Glossary: Lowering Salesforce Costs

Introduction

As Salesforce continues to be a critical platform for businesses of all sizes, managing costs associated with licenses, customizations, and maintenance has become increasingly important. This technical glossary explores key terminology, strategies, and best practices for Salesforce administrators looking to optimize their org and reduce overall expenses.

Org Management

Org management refers to the ongoing process of maintaining, optimizing, and governing a Salesforce organization (org). Effective org management is crucial for controlling costs and ensuring the platform delivers maximum value. Key aspects include:

  • User license management
  • Data storage optimization
  • Customization and configuration governance
  • Automated processes and workflows
  • Security and compliance

License Optimization

License optimization involves strategically allocating and managing Salesforce licenses to minimize costs while meeting user needs. Techniques include:

  • License inventory: Regularly audit active licenses and remove inactive or unnecessary ones.
  • License types: Utilize lower-cost license types (e.g., Platform licenses) where full functionality isn't required.
  • Login-based licenses: For infrequent users, consider login-based licenses instead of named user licenses.
  • Chatter-only licenses: Leverage free Chatter licenses for users who only need basic collaboration features.

Technical Debt Reduction

Technical debt refers to the accumulated cost of suboptimal customizations, configurations, and development practices within a Salesforce org. Reducing technical debt can lead to significant cost savings by improving performance, simplifying maintenance, and reducing the need for future rework. Strategies include:

  • Regularly reviewing and optimizing custom code
  • Consolidating redundant fields, objects, and processes
  • Leveraging declarative tools (e.g., Flow) instead of custom code where possible
  • Implementing proper documentation and change management practices

Storage Optimization

Salesforce charges for data and file storage beyond included allocations. Optimizing storage can lead to significant cost savings:

  • Implement data archiving strategies for historical records
  • Use external storage solutions for large files and attachments
  • Leverage field history tracking judiciously
  • Regularly clean up and remove unnecessary data

Automation and Efficiency

Leveraging Salesforce's automation capabilities can reduce manual work, improve data quality, and ultimately lower operational costs:

  • Implement Process Builder and Flow for complex business processes
  • Use Workflow Rules for simple automations
  • Leverage Lightning App Builder for custom user interfaces
  • Implement validation rules to ensure data quality

AppExchange Cost Management

While AppExchange apps can provide valuable functionality, they often come with additional costs. Best practices include:

  • Regularly review installed apps for usage and ROI
  • Consider building custom solutions for org-specific needs
  • Negotiate multi-year contracts for frequently used apps
  • Explore free or lower-cost alternatives when possible

Org Management Solutions

Third-party tools can assist in managing and optimizing Salesforce orgs. Metazoa Snapshot, for example, offers features for:

  • Org documentation and metadata analysis
  • Change and release management
  • Data migration and deployment
  • Security and compliance management

Best Practices for Salesforce Administrators

To effectively manage costs and optimize their Salesforce org, administrators should:

  1. Conduct regular org health checks and audits
  2. Implement a governance framework for customizations and development
  3. Stay updated on Salesforce releases and leverage new features
  4. Invest in ongoing training and certification for the admin team
  5. Engage with the Salesforce community for knowledge sharing and best practices
  6. Implement proper change management and documentation processes
  7. Regularly communicate with stakeholders to align org capabilities with business needs

Conclusion

Lowering Salesforce costs requires a multifaceted approach that combines strategic license management, technical optimization, and efficient org governance. By understanding and applying these key concepts, Salesforce administrators can significantly reduce expenses while maintaining a high-performing, valuable platform for their organization.

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