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Imagine one fine morning, you start the day only to find a staggering decline in the lead conversion rate. On the surface, everything looks shiny and perfect. However, after some digging, you find the issue: one of the key automation workflows has become defunct without any alerts or visible coding errors. The whole scenario is just a quiet failure that dented the business and months of hard work.
Situations like this are more common than they appear to be. In large and dynamic Salesforce environments, minor issues often go unnoticed. A misfired flow, a broken integration, or outdated data logic can sit in the background and slowly erode performance.
This is where proactive health checks prove essential. They do more than basic system audits. These checks uncover hidden risks, optimize configurations, and ensure every part of your CRM is working as intended. With Salesforce managed services leading these efforts, businesses can identify problems early and prevent costly disruptions. Let’s uncover more.
Table of Content
What Is a Salesforce Health Check?
A Salesforce health check is a deep, structured review of your CRM setup. It helps you find hidden problems before they cause chaos. You can think of it like a complete system check-up that looks for both current and future issues. The review covers security, speed, automation, data, and integration.
The goal is to keep Salesforce stable, fast, and easy to use. Also, it is not something you do just once. You need to do regular checks to ensure your system grows smoothly.
What Are the Advantages of Salesforce Health Checks?
A Salesforce health check keeps your CRM secure, quick, and dependable. As a result, your data stays clean, and integrations remain in sync. The payoff is lower maintenance overhead, stronger user adoption, and a system primed for growth.
1. Hidden Problems Are Found Early
A health check finds issues before they become disasters. You may have broken flows, failed integrations, or outdated settings. They sit quietly until something important stops working.
By checking regularly, you can identify the problem before it affects revenue. This gives you time to fix things proactively.
2. Automation Stays Reliable
Automation saves time, but only if it works right. A health check reviews flows, workflows, and triggers. It finds overlaps, logic loops, and unused processes. These issues can cause silent failures.
When automation is clean, tasks run smoothly, leads are routed correctly, reminders trigger on time, and approvals happen without delays.
3. Bulletproof Security
Cyber threats are evolving, and so should your CRM. A health check reviews password rules, IP restrictions, and user access. Here’s what a health check does:
- Looks for “ghost users” and removes them
- Checks if sensitive fields are locked down
- Finds and closes risky open access
4. Faster System Performance
Slow systems frustrate users. A health check identifies what’s slowing down Salesforce. It could be bloated dashboards, outdated automations, or huge reports. Performance tuning makes the CRM quick and smooth again, eventually improving user adoption.
5. Lower Costs
Wasted licenses and unused features create a dent in the company’s budget. A health check finds such unused features and licenses that no more serve the purpose. It checks if every user is active and if every feature is needed. Removing the extras cuts costs immediately. Sometimes you can downgrade licenses without losing functionality. This frees budget for more valuable tools or projects.
6. Better Data Quality
Good data means good decisions. On the other hand, bad data creates chaos in reports and forecasts. A health check finds duplicates, missing fields, and old records. It also checks if validation rules are blocking bad data. When data is clean, dashboards are precise and reliable.
7. Smooth Integrations
A health check ensures all Salesforce integrations are functioning correctly. It tests API connections and checks error logs. It also finds broken links before they disrupt data flow. If data stops syncing, reports can break, invoices can fail, and customers can get frustrated.
Case in point: A leading manufacturer faced slow order logging, stock errors, and ERP delays. Our Salesforce managed services experts integrated ERP and Salesforce, enabling real-time inventory sync and automated approvals. This delivered faster fulfillment, lower admin effort, and a scalable, future-ready system.
8. Improved Adoption
If the system works well, people use it. A health check reviews how users interact with Salesforce. It sees which features are ignored and why. The process may be too complex, or a feature may be broken. When you fix these pain points, adoption improves.
See How Proactive Health Checks Keep CRM Systems Running Smoothly
9. Fewer Surprises in Updates
Salesforce updates three times a year. A health check before updates tests if customizations will break. It checks code, objects, and integrations in a sandbox. This avoids surprises when the update hits production.
10. Scalable Growth
A healthy Salesforce grows with your business. A health check ensures the system is ready for more users, data, and processes. It reviews storage, performance, and architecture, and finds bottlenecks before they block growth.
How to Perform a Salesforce Health Check?
A well-maintained Salesforce environment is essential for long-term system stability and operational excellence. Without regular maintenance, even the best-built CRM can become a maze of broken automations, bad data, and forgotten customizations. Here’s how to run a Salesforce health check.
Step 1: Review Org Limits and Usage
Your Salesforce org has limits on data, storage, and API usage.
If these limits get too close to full, your system can slow down or even stop specific processes.
Checking them regularly helps you avoid sudden disruptions.
- Go to Setup → System Overview
- Scan for any red zones or warning signs
- Pay special attention to data storage and API usage
Pro Tip:
If storage is over 85%, plan a cleanup or archival soon. Bloating here can trip you up during deployments.
Step 2: Audit User Access and Roles
Too many permissions can open the door to security risks. Over time, users may retain access to resources they no longer need. Reviewing roles and access ensures that only the right people see the data in question.
- Review Profiles, Roles, and Permission Sets
- Identify any users with Admin access who don’t really need it
- Check the Login History for dormant users
Pro Tip:
Remove access from users who haven’t logged in for 30+ days.
Step 3: Evaluate Automation Rules
Automation should make work easier, not cause hidden issues. Overlapping or outdated rules can hinder progress. A quick review keeps processes clean and reliable.
- Go to Setup → Flows, Workflows, and Apex Triggers
- Look for redundant or inactive automations
- Check for logic overlaps or looping triggers
Pro Tip:
Consolidate scattered flows into fewer, well-named ones.
Step 4: Scan Data Quality
Bad data sneaks in quietly but causes loud problems later. It delays decision-making and leads to missed opportunities. Hence, you must clean it often.
- Use Duplicate Rules, Validation Rules, and Data Export to inspect records
- Look for blank fields, duplicate entries, and outdated records
Pro Tip:
Run a sample report of key objects to see how many rows are incomplete or of poor quality. Fix them or set validation rules to stop the rot.
Step 5: Inspect Custom Code and Components
Custom code is powerful but high-maintenance. On the other hand, old code often hides future problems. Here’s a simple fix:
- Use Setup → Apex Classes, Triggers, and Visualforce Pages
- Check modification dates. Anything untouched for years? Review it
- Use Code Scanner tools to check for security holes or performance lags
Pro Tip:
Replace old-school Visualforce with modern Lightning components wherever possible. It keeps the system nimble.
Step 6: Check Reports and Dashboards
Reports and dashboards guide important decisions. If they’re outdated or inaccurate, they can mislead teams. Regular checks keep insights fresh and trustworthy.
- List all Reports and Dashboards
- Identify which ones are being used and which are fossilized
- Review filters, fields, and loading times
Pro Tip:
If a report takes more than five seconds to load, investigate. Most often, a sneaky cross-object formula is the culprit.
Step 7: Test Integration Health
Salesforce integrations keep data flowing between systems. When they fail, processes can break without warning. Testing them often ensures everything stays connected.
- Go to Setup → Named Credentials and External Services
- Test each integration endpoint
- Check recent error logs in Apex Jobs or Integration Logs
Pro Tip:
Create alerts for failed jobs. You don’t want to find out from a client that invoices have never synced.
Step 8: Monitor System Performance
A slow system frustrates users and reduces productivity. Performance issues often start small but grow over time. Regular monitoring keeps the Salesforce instance fast and efficient.
- Use Lightning Usage App and Debug Logs
- Review app/page load times
- Identify the slowest objects and automation steps
Pro Tip:
Disable “Start Automatically” for rarely used flows to save time.
Step 9: Check Security Settings
Strong security protects your data. Reviewing security settings often helps close gaps before they’re exploited.
To ensure bullet–proof security, follow these steps:
- Go to Setup → Security Settings
- Review Password Policies, Session Timeouts, and IP Restrictions
- Ensure Field-Level Security is enabled for sensitive data
Pro Tip:
Use Salesforce’s Health Check Tool (under Setup) for a quick security score. Aim for a score above 90%.
Step 10: Review Change Management Practices
Change is a constant in any Salesforce environment. A structured approach helps keep updates smooth and predictable. Hence, it is essential to review change management practices.
- Test everything before it hits production
- Evaluate Deployment Logs and Change Sets
- Review Sandbox refresh frequency
- Check version control if you’re using tools like Git or Copado
Pro Tip:
Always test significant changes in a sandbox that closely mirrors production. Otherwise, you’re shooting in the dark.
Step 11: Document Everything
Good documentation saves time and reduces errors. It keeps everyone aligned and makes onboarding easier. With Salesforce managed services, thorough documentation ensures smooth handovers.
- Create a central document for roles, automations, customizations, and integrations
- Update all documentation quarterly
Step 12: Schedule Health Checks
Regular reviews keep systems stable and predictable. They help spot minor issues before they escalate into major problems. A consistent schedule builds confidence in system performance.
- Run a mini health check monthly
- Do a complete check every six months
- After any major release or integration, do a follow-up mini-check
To keep things running smoothly, here’s a quick guide for how often each type of health check should be done.
| Type of Health Check | Suggested Frequency |
|---|---|
|
Security Review |
Monthly |
|
Data Quality Audit |
Quarterly |
|
Integration Check |
Bi-Monthly |
|
Full Org Health Check |
Every Six Months |
How Do Salesforce Managed Services Amplify Proactive Health Checks?
Salesforce managed services work as an ever-present guard, keeping your CRM safe and efficient through proactive health checks. They go beyond basic support and take action before issues cause trouble. These benefits go beyond savings.
Salesforce managed services keep your CRM tuned, resilient, and ready for the future. These services make budgeting easier and give you flexibility to grow.
Salesforce managed services also help cut costs. IDC estimates that system downtime can cost between $300,000 and over $1 million per hour. Proactive maintenance helps avoid such heavy losses.
Let’s explore how a financial services organization transformed its sales process through expert Salesforce managed services.
Why Should Businesses Hire Salesforce Managed Services to Conduct Health Checks?
KPMG Research reports that managed services now make up over half of service delivery in most business functions. Its usage is expected to grow by 10% within two years. 88% of buyers say enterprise-wide adoption of managed services builds a lasting cost advantage. While 70% say the model improves time-to-market for new products.
Here is how managed services for Salesforce strengthen proactive health checks:
- Continuous Monitoring: Salesforce managed support services continuously monitor performance, integrations, automation, and system health. Problems are fixed before they grow.
- On-Demand Expertise: With managed services, you have access to certified admins, developers, analysts, and integration specialists without needing a large in-house team.
- Process Improvement: Salesforce managed services clean up automation, remove unnecessary processes, and align configurations with changing business needs.
- Faster Problem Resolution: Outsourcing health checks enables your internal team to focus less on troubleshooting and more on strategy.
- Scalable Support: As your business grows or changes, managed services adjust quickly without the need to hire and train new staff.
Conclusion
Proactive health checks make Salesforce stronger and more reliable. They give teams a clearer view of how the system is performing at all times. Minor glitches get caught before they snowball into bigger disruptions. This builds confidence for both users and customers.
They identify problems early, preventing them from causing significant issues. With Salesforce managed services, every process gets extra protection. This protection extends across integrations, automation, and user workflows. It also ensures that system updates do not break existing functions.
These proactive health checks also keep data safe, speed up work, and prevent downtime. It also supports continuous improvement, so the platform evolves with business needs. In a competitive market, this protection is a must. Over time, it becomes less of a safety net and more of a growth accelerator.
FAQs
1. Why should I hire Salesforce managed services instead?
When you hire Salesforce managed services, you tap into a team of certified experts without expanding payroll. You gain immediate skills, rapid problem-solving, and scalable support. This approach lowers costs, speeds up delivery, and ensures your Salesforce runs at peak efficiency year-round.
2. Are managed services cost-effective for small businesses?
Absolutely. They allow small businesses to access enterprise-grade expertise without maintaining a large internal team. Costs remain predictable, risks diminish, and performance improves. This makes managed services an astute choice for lean organizations seeking robust CRM health without overextending their financial or human resources.
3. Do Salesforce managed services help with integration issues?
Yes, they do. They quickly fix connection problems, improve how data moves between systems, and remove slowdowns. This keeps everything working smoothly. They also watch for minor issues, so systems keep “talking” to each other without errors or delays.
4. Can managed services improve Salesforce security?
Yes. They check permissions, track activity logs, and control who can see data. This helps prevent hacking or mistakes that could expose information. They also look ahead to identify weak spots early, allowing you to stop problems before they cause real damage.