A Salesforce org naturally accumulates technical debt over time—unused fields, outdated automations, inconsistent data, and access permissions that no longer reflect how the business operates. Regular cleanup helps maintain performance, improve reporting accuracy, and reduce security and compliance risks. This checklist provides a structured way to review the key areas that impact org health—from users and data quality to automation, reporting, and governance—so your team can keep Salesforce organized, secure, and aligned with how your business works today.

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1. Users & Access

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       ☐ Deactivate inactive users and reassign record ownership where needed.

       ☐ Review roles, profiles, permission sets, and permission set groups for least-privilege access.

       ☐ Confirm login policies, MFA enforcement, and session/security settings match current standards.

       ☐ Check integration users and API access for appropriateness and necessity.

       ☐ Check sharing settings and role hierarchy to ensure correct record access.

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2. Data Quality

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       ☐ Run duplicate checks on Accounts, Contacts, Leads, and key custom objects; merge or clean.

       ☐ Validate required fields, formats, and picklist values for consistency.

       ☐ Identify stale records (old Leads, Contacts, Opportunities) and archive/update as appropriate.

       ☐ Audit data imports and integrations to ensure they aren’t reintroducing bad data.

       ☐ Review field usage to spot “junk drawer” fields that are never populated.

       ☐ Implement data archiving strategies for large orgs to manage storage limits and maintain performance.

       ☐ Review sensitive data for encryption, deletion, and scrubbing to comply with security and privacy 

           requirements.

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3. Automation & Approval Processes

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       ☐ Review Flows, Apex triggers, and Process Builder automations; retire anything unused or redundant.

       ☐ Confirm automation aligns with how teams work today (not how they worked 2 years ago).

       ☐ Test critical Flows and automations for edge cases and recent dependency changes.

       ☐ Review Approval Processes:

            ☐ Remove or update outdated approval paths and criteria.

            ☐ Verify approver assignments still match org structure.

            ☐ Confirm email alerts and field updates in approvals are still relevant.

       ☐ Check for automation conflicts (multiple tools updating the same fields).

       ☐ Review deployment strategy to ensure it follows Salesforce best practices.

       ☐ Review version control strategy to confirm changes are tracked, auditable, and aligned with team

           workflows.

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4. Reports & Dashboards

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       ☐ Archive outdated or unused reports/dashboards.

       ☐ Validate key dashboards for leadership/quarterly planning.

       ☐ Confirm report filters, field references, and formulas still reflect business definitions.

       ☐ Review folder access/sharing so the right teams can see the right data.

       ☐ Identify reports that rely on deprecated fields or automation, which often causes hidden reporting

           inaccuracies.

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5. Campaigns & Marketing Data

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       ☐ Clean up inactive or duplicate Campaigns.

       ☐ Standardize campaign naming conventions and member statuses.

       ☐ Confirm report filters, field references, and formulas still reflect business definitions.

       ☐ Audit Lead Source and Campaign Influence settings for accuracy.

       ☐ Remove old/irrelevant marketing lists or ensure they’re properly segmented.

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6. Setup & Customizations

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       ☐ Review custom fields, objects, page layouts, and record types:

            ☐ Remove or hide unused fields/layout components.

            ☐ Consolidate redundant fields or objects.

       ☐ Audit installed packages and integrations:

            ☐ Remove unused tools.

            ☐ Confirm active integrations are still supported and properly authenticated.

       ☐ Review validation rules for relevance and user friction.

       ☐ Review all email templates—identify unused or outdated templates and deactivate/archive them to

           prevent accidental use and keep communication consistent.

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7. Documentation & Governance

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       ☐ Capture current-state org notes:

            ☐ Key automations, approval logic, and integrations in use.

            ☐ “Known issues” or technical debt list to address in 2026.

       ☐ Confirm ownership for ongoing org health:

            ☐ Who maintains data standards?

            ☐ Who approves new fields/automation?

       ☐ Set a lightweight 2026 org hygiene rhythm:

            ☐ Monthly data cleanup

            ☐ Quarterly automation/report audits

            ☐ Annual architecture review

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Need a Deeper Salesforce Health Check?

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This checklist is a great starting point for routine org maintenance. But many Salesforce issues—automation conflicts, architectural inefficiencies, hidden security risks, and technical debt—require a deeper analysis.

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Fiduciary Tech offers a Salesforce Org Audit that evaluates your org’s architecture, automation strategy, data governance, and security posture. The result is a clear report with prioritized recommendations to improve performance, reduce risk, and ensure Salesforce scales with your business.

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