CleanForce

Cleanup Story · Phase 1 Cleanup · B2B Events · Germany

Happy Users in the Salesforce they deserve, in two weeks, for €6,900.

A German B2B event company gave its Sales, Sales Operations and Event Service teams a Salesforce they like working in again. The 8-year-old Org was built by seven freelancers, one requirement at a time. Sales scrolled past Fields over Fields, and closing a won event sometimes threw an error.

80Internal Users in Sales, Sales Operations and Event Service
8 yearsOrg age, built by seven freelancers
Sales + ServiceOpportunity, Account, Order
2 + 4Weeks delivery + hypercare
Opportunity page
18754

Fields on the Opportunity page Sales opens. The ones Sales needs now come first.

List Views
22536

On Opportunity, Account and Order. One clear default per role.

Bugs fixed
27

The Bugs that annoyed Users most.

Before

Built by many hands, owned by none.

Normal for an Org that grew with the business. Every freelancer solved the problem in front of them, in their own style. Nobody was paid to take anything away.

  • Sales scrolled past Fields over Fields to reach the event date and venue.
  • Closing an event as Won sometimes threw an error.
  • Event Service could not see some of the Orders of the customers they look after.
  • Users kept an Excel event sheet next to Salesforce because they did not understand the Order page.
  • Clutter everywhere, with many old Emails, Tasks and integration logs.

Tech Debt Audit score

CleanForce · Org Technical Debt Audit

Usability

How it feels to work in every day?

3 / 10 Painful

Impact: Errors on won events, slow onboarding of the seasonal sales team, and Excel sheets next to Salesforce.

  • 2 / 10
    Page Layouts, Tabs and navigationOverloaded and confusing
    Phase 1
  • 3 / 10
    List Views and ReportsDuplicates, outdated and unstructured
    Phase 1
  • 3 / 10
    Errors and Bugs on the core processesDaily errors, Users work around them
    Phase 1

CleanForce · Org Technical Debt Audit

Build Quality

How safe is it to change?

4 / 10 Fragile

Impact: Every freelancer built in their own style. Every change is a risk, new features take longer and cost more.

  • 4 / 10
    Fields, Lookups, Roll-ups and Record TypesOverloaded
    Phase 2
  • 3 / 10
    Validation Rules, Flows and ApexFlow Lottery: no standards, no style
    Phase 2
  • 4 / 10
    OWD, Profiles, Permission Sets and SharingSharing tied to old Role names
    Phase 2
  • 6 / 10
    AppExchange, Assignment Rules, Approvals and otherBetter than expected
Cleanup deep dive

Three things Users feel every day.

Phase 1 only cleans what Users touch: the pages, the Bugs and the old data behind them. We sat with six Users, Field by Field. No new Fields, no new features.

Deep dive 1 · Page Layouts and List Views

One page per role, the important Fields on top.

What we found

The Event Opportunity page had grown with every freelancer: sections across nine tabs, Fields nobody could explain, and many layouts behind six Record Types. Account and Order looked the same. Every User had built private List Views because the shared ones were useless.

What we did

  • Sat with two Key Account Managers, a Sales Manager, two Sales Ops Specialists and an Event Service Manager
  • Moved the Fields each role uses daily into the first section, everything else into one place or off the page
  • Deleted the unused layouts behind the three Objects
  • Deleted, merged and renamed List Views, one clear default per role

Opportunity page

Fields on the layout

187
54
−71%Fields

Account page

Fields on the layout

142
68
−52%Fields

Order page

Fields on the layout

164
45
−73%Fields

List Views

Opportunity, Account and Order

225
36
−84%List Views

Unused Page Layouts

On the three Objects

16
0
16deleted

Deep dive 2 · Bugs and Errors

27 Bugs fixed, the ones Users hit every day.

What we found

Mostly simple automation errors: Flows without null checks, two automations writing the same Field, hard-coded Ids. A few smaller Apex problems and Sharing gaps. Users had learned to work around them.

What we did

  • Took the 27 Bugs that annoyed Users most
  • Fixed each Bug where it happened, without rebuilding the automation around it
  • Tested every fix with the Users who reported it
12 Flow errors 7 Sharing 4 Apex and limits 3 Validation Rules 1 Page Layout
Opportunity

Error on save when setting an event to Closed Won.

Why
A Flow set the Venue Status. The Flow failed on online events without a venue.
Fix
Added the missing check for events without a venue.
Who felt it
All Sales Users, several times a week.
Order

Event Service could not see some of the Orders of their own customers.

Why
The Sharing Rule still pointed to a Role that is not used anymore.
Fix
Sharing Rule rebuilt on a Public Group.
Who felt it
The whole Event Service team, on some events.
Order

"Too many SOQL queries: 101" when saving a large conference Order.

Why
The Order Product trigger ran one query per line item. Big events have over a hundred lines.
Fix
Bulkified the trigger, one query per save, tested with 200 lines.
Who felt it
Sales Ops, on every large event.

Deep dive 3 · Old data

Years of old data cleared, with a full backup first.

What we found

Data Storage almost full. Most of it was Emails and Tasks from events long finished, and an integration log nobody reads. More clutter for Users and AI, and a storage upgrade on the horizon.

What we did

  • Agreed a retention rule with the Head of Sales Operations: Emails and Tasks older than 4 years, sync logs older than 6 months
  • Took a full backup and archived it in the customer's own storage before every delete
  • Deleted in batches, Object by Object
ObjectRecords deleted
Email Message98,640
Task49,820
ERP Sync Log81,200
Total229,660

Data Storage used

Before and after the cleanup

94%
81%
−13percentage points
What the Users said

Closed Won used to mean: call the Sales Lead. Now it just saves.

Sales Operations Specialist, end of hypercare

“I don't have to search for a Field anymore. The ones I need are right at the top.”Key Account Manager, at go-live
“The best part is what I no longer have to explain when the seasonal sales team starts.”Salesforce Admin, end of hypercare
How it went

Done in two weeks, for €6,900.

Fixed price, fixed scope. Four weeks of hypercare included.

Free · 60 minutes · No prep

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