Clean up involves some or all of the following steps:
- Identify and remove unused customizations (either individual or multiple):
- Completely unused
- Useless or inefficient
- Identify and fix improperly set-up customizations (eg. no help text, inactive owner).
- Describe each object and its clean up task (under the improvements tab.)
- Assign change/approval policy.
Clean Up Tools
Strongpoint has a series of built in Clean Up Tools to enable Administrators to clean up their account in an organized and efficient manner. There are many types of clean up, but they generally follow the same steps:
- Select the approach
- Analyze and organize the results
- Create a Change Request (if required)
- Manage the clean up as appropriate
Note: Always check the Last Date Scanned on any object and re-scan that object if necessary to ensure the information about that object is up to date.
Step 1: Select the Approach
Strongpoint can help you clean up:
- Unused Customizations
- Unused Custom Fields
- Unused Scripts
- Unused Reports
Customizations that do not follow best practices:
- Customizations with No Related Process
- Customizations with No Description
- Customizations with No Help Text
- Customizations with No Active Owner
Depending on what you want to clean up, you can view clean up reports from the Strongpoint tab under Reports and then choosing Clean Up. You can also find the clean up reports at the bottom of the Strongpoint homepage under Strongpoint Features and Reports. More detailed information about clean up reports can be found under Open Clean Up Status View and Unused Custom Fields Report.
You can clean up individual or multiple customizations by going to the Customization tab and selecting Create New View. Use the filters to generate your list. For more details on cleaning up individual and multiple customizations please see the How to section of this guide.
|Tip: Before moving on to other clean up activities, it is often a good idea to delete unused customizations that are highly likely safe to delete, such as fields that have not been used in years or that are not used by any other customization.|
Step 2: Analyze and Organize the Results
Once you have selected the customizations that you want to clean up and have created a New View, you can analyze the results. The results can then be sorted and filtered and are required to group and manage the output for subsequent steps. You may chose to clean up based on Salesforce type and record type (among other options).
Every Customization record has a Clean-Up Status field that enables us to track the status of the clean-up process for that object.
The statuses are:
- To Be Cleaned Up: You are planning to clean this up, but aren’t doing so yet.
- Send Request Info Emails: This status triggers an email warning that the customization is about to be deleted.
- Under Investigation: A holdings status when you are deciding what to do.
- Disabled/Hidden: Tracks that the customization has been disabled.
- Archived: Tracks that the data / set-up was archived.
- Deleted: Tracks that the customization has been deleted. The doc will be inactivated.
- Ignore: Removes it from the searches.
- Fix ScriptID: Change the ID of the script.
- Reassign Owner: Change the owner.
- Closed: Clean up status is now closed.
Step 3: Create Change Requests (if required)
Some changes such as deletion, changes to scriptID and Help impact the customization itself. For these types of changes we recommend creating a Change Request. However, for clean up, you can create new change requests and assign them to the customizations. In the results view, “Create Change Request” creates a new change request. Once that is added to that customization it will appear under “Related Change Requests”. You can have multiple customizations assigned to multiple change requests as appropriate.
Step 4: Manage the Change or Clean Up as Appropriate
You can find more information about how to use the Change Request under Manage Change. Once the appropriate investigations are conducted and approvals are obtained the customization can be changed as appropriate based on company policies and procedures.
Some of the items being changed, such as the description or owner, can be direct list edited or bulk edited like any other Salesforce data directly in a Strongpoint view such as Unused Fields.
Step 5: Re-Scan
At the end of the process of updating the customization record(s), the account should be re-scanned to update the records that document the customizations that were changed. It can be re-scanned for just a particular record type that was changed.