System Health Check —
First Steps
and Recommendations

How do you know if Salesforce is running well within your organization? You need to perform a Health Check procedure from time to time to see that everything is OK. In this article we provide a checklist to identify issues and help ensure your environment is running smoothly.

1. Salesforce Optimizer

Optimizer is a built-in Salesforce tool, which can help highlight problems inside your organization. Optimizer scans metadata to find unused objects, with limits close to being exceeded, unused new features, as well as non-recommended configuration. All discovered problems are provided suggestions on how to resolve them. However, Optimizer cannot find out everything that is wrong with your organization and has some limitations. However, the Optimizer is a great place to initially kick-off a Health Check.

To open Optimizer, find it and select directly in the Setup menu. You must allow access to Optimizer before you run it the first time. You can schedule an auto-run of the Optimizer on the initial page. We recommend using the Optimizer at least once every 3 months. After completing actions on this page you can open Optimizer’s page using App Launcher.

The results of the scanning will be listed on the Optimizer App page as a list view sorted by Status. You may check statuses of all features and clicking on one will reveal additional details.
2. Licenses Utilization

An important part of a health check procedure is to review existing Salesforce licenses and products within your organization. This will help you understand if you have redundant licenses, which you can suspend to save costs., It is important to know if some licenses are assigned to ‘inactive’ users; in this case, you may consider deactivating these users and reassign their licenses to others.

The easiest way to investigate your license's status is to check Your Account app. It is located in the App Launcher. Click on ‘View Your Contracts’ button and you will see the exact count of licenses related to your organization.
From here, you may review this information and confirm if all the products, licenses and add-ons still required.

Next, move to Setup and click the Company Information page. At the bottom of the page, you can see the User Licenses section. Take a closer look at the total and used number of licenses. This will help you to understand how many unused licenses you currently have. You will probably have to search on the internet about some unknown licenses to understand what they actually give to your users[1]. After reviewing, consider decreasing your number of total licenses if you have an abundance of unused licenses. If it is otherwise, try to collect some more licenses from users that don’t need it anymore.
3. Security

The main part of the total health check of your Salesforce organization is a security review. Salesforce is a strongly protected system itself, but some settings made by admins or developers might inadvertently create vulnerabilities. In addition, with new Salesforce Releases some of your custom settings might be recognized as vulnerable. This is why it is a best practice to regularly check your security status, even if you have not made.

Salesforce offers a a standard tool which helps with the above challenges:

Move to the Setup and find the ‘Health Check’ page. The information here represents your total security status measured by percentages. If some settings are inconsistent with Salesforce standard values, a lower security score will reflect this.

Scroll this page and review the risks separated by section. Links will redirect you to Setup pages where you can make adjustments. Make changes carefully, as some of them might affect your business processes. Discuss potential changes with users and the rest of the development team before applying them. Sometimes, you will need to inform your developers or architects about issues you discovered, because these settings might be done intentionally to as a temporary workaround. Remember, these warnings only confirm a deviation from Salesforce standards, which is not necessarily a critical bug.

Some warnings on this page here are not open to interpretation. For example, Salesforce recommends organizations decrease the maximum number of invalid login attempts and disabling the “login as users” feature for administrators.
4. Review Processes and Installed Packages (recommended)

A best practice is to clean your organization out of everything that is redundant. The two most important things that require review are: (1) Processes (Automations) and (2) Installed Packages.

Check the ‘Installed Packages’ section in the Setup menu. Try to investigate which packages are actively used and what can be removed from your organization. Review the Installed Date of each package. It is possible that some packages are long forgotten and have not been used for many years.

Review all the Process Automations that exist in your organization (especially Active ones). It is an exhausting job to manually check and understand every Process Builder, Flow, Trigger but it is most important for the organization’s health. Redundant automations slow performance of the system and can make it unnecessarily approach its limits.

Create a list of Process Automations that you consider unused. To begin, review the Created Dates and Last Modified Dates. From here, you may clarify existing business processes with the responsible stakeholders. Next, Use Developer Console to review system logs and confirm if individual automations are currently working. Lastly, attempt to trigger automation by testing data on a Sandbox environment. If you are sure that something is unnecessary, try to disable it on a Sandbox and perform regression testing to see how the environment reacts with it removed.

The bigger your system becomes, the more challenging it is to keep everything under control and running smoothly. Continue to repeat at least steps provided in this article from time to time to understand the situation inside your organization - use standard tools Optimizer and Health Check, control your licenses and existing automations. Finally, don’t forget to execute these steps with every Salesforce Release, after installing Packages, after implementing custom development and even after a lot of manual changes in the Setup.

[1] There is a huge variety of licenses, so it is better to search by name about each type of license. Basic info about most common licenses provided here.

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