Due to high market competition, businesses are seeking ways to boost their productivity. In this endeavor, data becomes a valuable resource for making strategic decisions. However, not every company handles it correctly. For example, incorrect data can cause an organization to lose up to 12% of its financial performance. As a result, you can face inefficiencies in work processes and lost opportunities.
To tackle this challenge, you can leverage Salesforce's data modeling capabilities. At Noltic, we assist our clients in effectively managing data within the Salesforce ecosystem. In this article, we have compiled some best practices and current trends to help you maximize your business potential.
Why Salesforce data modeling is essential
Salesforce data modeling is more than just a technical process. It's a strategic move for businesses seeking to maximize the value of their CRM. Here’s why it’s crucial:
Reduced time spent searching for information
A well-structured data model organizes information logically and intuitively so sales teams, customer service reps, and managers spend less time hunting for specific details. Instead, they can quickly locate customer records, sales histories, and interaction notes, allowing them to focus more on building relationships and closing deals.
Improved data accuracy
Precise data forms the foundation of making informed decisions effectively. Salesforce data modeling reduces errors and inconsistencies by defining clear relationships between different data entities and ensuring proper validation rules. Data accuracy leads to more reliable reports and forecasts, helping businesses make informed choices and strategize effectively.
Enhanced user experience
A well-designed data model translates to a more intuitive user interface in Salesforce apps. Users can easily navigate the CRM, input data more efficiently, and retrieve information without hassle. Improved usability boosts productivity and increases user satisfaction and adoption rates.
Facilitated processes and workflows
Data modeling in Salesforce helps streamline various business processes. For instance, automated workflows can be created based on the data structure, reducing manual effort and the risk of human error. This automation ensures that tasks are completed on time and follow a consistent pattern, enhancing overall operational efficiency.
Better reporting and analytics
A robust Salesforce B2B data model enables comprehensive reporting and analytics. With clean, well-structured data, businesses can generate insightful reports that highlight trends, track performance metrics, and identify opportunities for improvement.
Scalability
As your business grows, your data model needs to accommodate an increasing volume of information. A scalable, well-thought-out Salesforce data model allows you to add new data fields and entities without disrupting existing processes. This scalability ensures your Salesforce CRM data model continues to support your business needs over time.
Compliance and security
Proper data modeling also aids in maintaining compliance with data protection regulations. Businesses can protect sensitive information and meet data privacy standards by clearly defining data access and security protocols. Security adherence reduces the risk of data breaches and the associated legal repercussions.
Salesforce data model core components
A data model for Salesforce comprises several key components that work together to organize and manage data efficiently. The core components include objects, fields, and relationships, each playing a vital role in structuring your CRM data.
Objects
Objects serve as the fundamental components of the Salesforce data structure. They represent the different types of data you can store in Salesforce, such as customer information, sales details, and support cases. There are two main types of objects:
Standard objects
They are provided by Salesforce and cover common business entities.
- Account: Stores information about companies you do business with.
- Contact: Holds details about individuals associated with an account.
- Opportunity: Tracks potential sales and their progress.
- Case: Manages customer support issues and resolutions.
Custom objects
They can be used to fulfill the specific requirements of your business. For example:
- Invoice: Captures billing details and payment status.
- Project: Manages project timelines, milestones, and tasks.
- Event: Logs events such as meetings, calls, and other interactions.
Fields
Fields are the specific pieces of information stored within an object. They define the data type and format for each piece of information. Like objects, fields can be standard or custom.
Standard fields
They are predefined by Salesforce and available in standard objects.
- Name: The primary identifier for a record.
- Created date: The date and time when the record was created.
- Owner: The user responsible for the record.
Custom fields
They are created to capture data unique to your business processes.
- Invoice amount: A currency field to record the total invoice value.
- Project deadline: A date field for the project completion date.
- Customer feedback: A text field for comments and feedback from customers.
Relationships
Relationships define how different objects relate to each other within the Salesforce data model. They help establish connections between data points, enabling comprehensive data management and reporting.
Lookup relationships
They create a loose link between two objects.
- Contact to account: Links a contact to an account but allows contacts to exist independently of accounts.
- Event to campaign: Associates an event with a marketing campaign.
Master-detail relationships
These create a strong link between a parent object and a child object.
- Opportunity to opportunity line item: Links an opportunity to its associated line items, with line items dependent on the opportunity.
- Project to task: Connects a project to its tasks, ensuring tasks are always related to a specific project.
Many-to-many relationships
These are achieved using junction objects to link two objects together.
- Campaign to lead: Allows a lead to be associated with multiple campaigns and vice versa, using a junction object like CampaignMember.
- Product to opportunity: Enables an opportunity to be associated with multiple products using a junction object like OpportunityLineItem.
Salesforce data model components summary
Relationships in the Salesforce data model
Let’s take a look at relationships in the Salesforce data model.
Master-detail relationship
This type of relationship establishes a parent-child link between two related objects. The child object, known as the detail, inherits security and sharing settings from the parent object, known as the master. The relationship is also referred to as a cascade delete because if the parent object is removed, all of its related detail records will also be deleted.
Lookup relationship
It allows fields of one object to reference another object. The two objects share a common field used to establish a connection between them. Unlike the Master-detail relationship, the security and sharing settings of the two objects are independent.
Many-to-many relationship
This relationship is achieved through the use of junction objects. A junction object enables the relationship by effectively acting as a bridge between two objects. The junction object has lookup fields that allow for the creation of multiple links between a record in one object and numerous records in another object.
Hierarchical relationship
This type allows users to model data hierarchically, such as an organizational chart. The relationship is established when objects represent different levels of a hierarchy, and each record in the child object has a lookup field that refers to its parent record in the parent object.
Since the Salesforce data model is built upon a series of relationships between objects, you need to learn how these relationships work. Otherwise, data can be entered incorrectly, leading to confusion and errors when locating specific records.
Knowing how the relationships work can help you create robust and accurate reports, which is crucial in the Salesforce environment. It can also aid in developing effective automation processes, such as workflows and triggers.
Additional considerations of Salesforce data model architecture
The Salesforce ecosystem is complex, so you can implement additional elements to achieve your specific goal.
Salesforce Schema
Salesforce Schema is the organization of data and relationships within the Salesforce platform. It comprises Tables, which in turn represent SObjects (both Salesforce Standard data models and Custom ones). A Table represents a collection of related fields that store data records in a structured manner. Each Table is defined by fields describing the specific data type being stored and their relationships with other tables in the Schema.
Schema helps better visualize and manage data and relationships, ensuring the consistent and accurate flow of information across an organization. Creating custom tables enables the implementation of complex data models that reflect the unique needs of business processes.
API interaction
API (Application Programming Interface) enables external systems to interact with Salesforce's data model in various ways. External systems can perform complex queries and retrieve specific data sets using API, enabling intelligent data analysis and reporting. It also allows data sharing between Salesforce and external systems, enabling real-time data leveraging.
Salesforce's API collection includes SOAP API, REST API, and Bulk API. The SOAP API supports XML-based web services, while the REST API supports XML and JSON formats. The Bulk API processes large data sets and supports XML and CSV formats. API users interact with Salesforce by querying, creating, updating, and deleting records.
Entity relationship diagrams (ERDs) for visualizing data models
ERDs are visual tools that clearly summarize the relationships and dependencies between various entities within a database. They are widely used in database design and modeling to create Salesforce data model diagrams and ensure data is organized efficiently, logically, and user-friendly. ERDs are especially beneficial in Salesforce, as they can comprehensively represent its complex data models.
ERDs map out the relationships between different objects and identify key fields and attributes. The result is a visual representation of how various pieces of data are connected. This visualization can benefit departments or teams with different needs and perspectives on organizing and managing data.
ERDs can help identify potential inefficiencies or redundancies in the data model. By visualizing the relationships between various entities and evaluating how data flows between them, users can identify areas where data duplication or missed opportunities for automation may be causing issues.
How to build your Salesforce data model step-by-step
Building a Salesforce data model involves several steps to ensure your data is well-organized and accessible. Here's a step-by-step guide:
1. Define objectives
Start by understanding the goals of your Salesforce implementation. Identify key business processes and objectives that the data model needs to support. A common problem at this stage is a lack of clarity on business goals or misalignment between stakeholders. To solve this, conduct detailed meetings with stakeholders and create a clear document outlining business goals and processes.
2. Identify key entities
Determine the main objects (entities) you need, such as Accounts, Contacts, Leads, Opportunities, and Cases. Custom objects might be necessary for specific business needs. Typical issues include overlooking critical entities or confusion between standard and custom objects. Review business processes thoroughly and consult with experienced Salesforce experts to avoid these problems.
3. Create custom objects
If your business processes require custom data structures, create custom objects. Navigate to Setup > Object Manager > Create > Custom Object. Problems can arise from incorrect setup of custom objects or creating too many custom objects, leading to complexity. Follow best practices for naming conventions and object creation, and regularly review and rationalize custom objects.
4. Define relationships
Establish relationships between objects such as lookup, master-detail, or many-to-many. Carefully plan relationship types based on data usage and simplify where possible. Document relationships clearly.
5. Create fields
Add necessary fields to each object. Salesforce offers several field types, such as text, number, date, picklist, and formula fields. Use standard fields where possible, and create custom fields as needed. Use standard fields before creating custom ones and establish a naming convention for fields to avoid creating unnecessary fields.
6. Set field-level security
Define who can view or edit each field to protect sensitive information. Navigate to Setup > Object Manager > [Your Object] > Fields & Relationships > [Your Field] > Set Field-Level Security. Misconfigured security settings can lead to unauthorized access, while over-restrictive settings can hamper usability. Regularly review and update security settings, balancing security with usability needs.
7. Define validation rules
Create validation rules to ensure data integrity. Validation rules check data before it’s saved and ensure it meets specific criteria. Navigate to Setup > Object Manager > [Your Object] > Validation Rules. Test validation rules thoroughly before deployment and solicit user feedback to fine-tune them.
8. Establish page layouts
Customize page layouts to control which fields and related lists are displayed to help users view and enter data more efficiently. Navigate to Setup > Object Manager > [Your Object] > Page Layouts. Overcomplicated layouts can confuse users, and missing critical fields can impact usability. Keep layouts simple and intuitive, and regularly review and adjust them based on user feedback.
9. Configure record types
Utilize record types to provide distinct business processes, picklist values, and page layouts tailored to individual user profiles. Navigate to Setup > Object Manager > [Your Object] > Record Types. Clearly document the need for each record type and train users on their purpose and use.
10. Set up workflow rules and processes
Automate business processes using workflow rules, process builders, or flows. These Salesforce data model tools can send emails, update fields, create tasks, and more. Start with simple automation and gradually increase complexity to avoid errors or missing key automation steps.
11. Implement sharing rules
Ensure proper data access by configuring sharing settings for organization-wide defaults, role hierarchies, sharing rules, and manual sharing. Regularly review sharing settings and balance security and collaboration needs. Incorrect sharing settings can cause unauthorized data access, while over-restrictive settings can hamper collaboration.
12. Test the data model
Thoroughly test the data model to ensure it meets business requirements. Create sample data, run through typical user scenarios, and adjust as needed. Develop comprehensive test plans and involve end-users in the testing process.
13. Train users
Educate your users on the new data model in Salesforce and how to use it effectively. Provide easy access to documentation and regular training sessions to reduce potential user errors.
14. Monitor and maintain
Regularly review and maintain the data model. Collect feedback from users and adapt to accommodate changing business needs. Schedule regular maintenance reviews to optimize data models and create channels for continuous user feedback.
Best practices for data modeling in Salesforce
When designing the Salesforce data model, follow these basic rules:
Make it easy to use and intuitive for end-users
This involves understanding the specific needs and requirements of your users and mapping out the data and relationships that they commonly interact with. If you focus on the user and their needs, you can create a Salesforce data model that is more streamlined and efficient, ultimately leading to better adoption rates and increased productivity.
Ensure scalability and flexibility
As your organization grows and evolves, so too must your data model. By designing with scalability in mind, you can ensure your system can handle a growing volume of data without becoming overwhelming or cumbersome. Flexibility in your data model can help you adapt to changes in your business or industry, ultimately enabling you to remain competitive and agile.
Focus on data integrity
Avoid data duplication and prioritize the creation of relationships between related data points. This will streamline your system and help avoid errors and discrepancies that arise from multiple data entries for the same information.
Schedule regular audits and updates
By proactively reviewing and refining your data model, you can identify and address potential issues before they become problematic. Regular audits allow you to keep up with changes to your business or industry, ensuring your system remains relevant and effective over time.
Tools and resources for navigating the Salesforce data model
There are several tools and resources to help users understand the Salesforce data model with ease:
Salesforce Schema Builder
This is a graphical interface that enables users to view and modify the Salesforce Data Model without the need for coding. You can create custom objects and fields and generate relationships automatically between standard objects.
Salesforce Workbench
It’s a powerful tool with a comprehensive suite of data management options. It enables users to browse and query the data model, create and update records, and export data in various formats.
Trailhead
Salesforce's online learning platform provides interactive learning modules to help users learn about various aspects of Salesforce, including the data model.
Salesforce Data Model Explorer
This web-based tool allows you to explore the different standard and custom objects, fields, and relationships in an interactive and visually engaging manner.
Salesforce help and documentation
The platform’s extensive documentation and resources help you understand and navigate the data model. They include articles, videos, and other resources covering a wide range of topics, including data modeling best practices and troubleshooting common issues.
Future evolution and predicted trends in Salesforce data modeling
Advancements in AI and ML
AI and ML technologies are revolutionizing Salesforce data modeling by enabling real-time processing of Big Data. They provide intelligent insights into customer journeys, enhance predictive capabilities, optimize data storage, and automate tasks like data entry and analysis.
Cloud computing innovation
Increasing adoption of cloud computing facilitates faster data storage and accessibility. Salesforce continues to innovate scalable data modeling solutions to accommodate the expanding volume of data.
Improved data visualization and analytics
Continued investment in data visualization and analytics tools provides better insights from the Salesforce data. These tools facilitate more informed, data-driven decision-making and drive organizational growth.
Noltic’s experience in Salesforce data modeling
At Noltic, our expertise in Salesforce data modeling was crucial in enhancing AFV Partners' sales operations and quote accuracy. AFV Partners, a global technology holding company, faced significant challenges in data management and sales process efficiency due to rapid growth. Here’s how we addressed their needs:
Key issues
- A database cluttered with duplicate leads was weakening data accuracy and sales efficiency.
- Data inconsistencies in web-to-lead form capture.
- Bottlenecks in targeted sales strategies and competitor analysis.
- Potential miscalculated quotes due to bugs.
- Automation gaps with difficulty in ensuring correct contacts in targeted campaigns.
- Inaccurate quotes due to non-reflective product configurations and pricing.
Our solutions
- Improved data quality by analyzing and documenting the data model.
- Resolved bugs and optimized CPQ for accurate quoting.
- Linked MailChimp contacts to Salesforce campaigns.
- Developed maps to visualize client and competitor data.
- Set up advanced flows and approvals for accurate pricing.
Results
- Empowered sales team with accurate, up-to-date information.
- Minimized miscalculations and delays with reliable quotations.
- Provided insights for improved sales operations.
- Facilitated lead capture and campaign targeting.
By utilizing our expertise in Salesforce data modeling, we resolved AFV Partners' data management issues and enhanced their overall sales operations. Read more in our case study.
Conclusion
Accurate data is key to making good decisions and seizing opportunities, while poor data management can cause operational inefficiencies and lost opportunities. Salesforce data modeling addresses these issues and helps by organizing your data correctly to increase efficiency, create detailed reports, and improve teamwork across departments. A well-structured data model ensures data accuracy and uninterrupted workflows, helping to increase productivity and build a solid base for informed decisions.
Noltic’s expertise in Salesforce data modeling helps organizations maximize their CRM’s potential, ensuring efficient and scalable data structures tailored to their unique needs. We provide solutions that improve data quality, facilitate processes, and drive better business outcomes.
FAQs
How do I decide between using a standard or custom object?
Deciding between a standard or custom object depends on your specific data needs. Standard objects like Accounts and Contacts are pre-built with Salesforce functionalities, which is ideal for common data types. Custom objects are suitable when you require unique fields, relationships, or business logic tailored to your organization.
What is the concept of multitenancy in Salesforce?
Multitenancy in Salesforce means multiple organizations (tenants) share a single instance of the application while maintaining separate data, configuration, and security settings. This architecture ensures efficiency, scalability, and security across different organizations.
What is metadata-driven design, and how does it benefit Salesforce data models?
Metadata-driven design uses metadata to configure application behavior instead of hard-coding it. This approach enhances flexibility, allowing easier customization and adaptation to changing business needs. It also promotes consistency and scalability in Salesforce data models.
How can I ensure data quality in my Salesforce data model?
Ensuring data quality involves implementing validation rules, using Salesforce's data validation tools, conducting regular audits, and providing user training on data entry best practices. These measures help maintain clean, accurate data, which is essential for reliable business insights.
How can I optimize my data model for reporting and analytics?
Optimizing your data model for reporting and analytics includes indexing frequently used fields, minimizing complex formula fields, archiving historical data, utilizing summary fields for aggregation, and designing relationships to support hierarchical reporting needs. These practices improve query performance and enhance data accessibility for analytics purposes.
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