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Forgotten Metadata

Salesforce Orgs can contain forgotten and unused assets. In some cases, the asset is not enabled by any Profile or Permission Set. In other cases, the assets may be marked as Inactive or Hidden. The Metazoa Snapshot Org Management product has a Forgotten Assets Report that allows a Salesforce developer or administrator to identify over 50 types of unused metadata in any Org.

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Identify Unused Metadata
In Your Salesforce Org

Salesforce Orgs can become more and more complex over time. Complexity can result in slow performance, reduced agility, and security problems. A major source of complexity is forgotten assets that are no longer in use. Old projects must be cleaned up to make room for new initiatives, or any Salesforce org can become unhealthy over time.

Our Metazoa Snapshot product has a report that can discover unused assets in any Salesforce Org. The Forgotten Assets report will show each Metadata Type along with an explanation of where the asset is used or why the asset has been forgotten. This report is used by Salesforce administrators to find assets that can be safely deleted from the Org during the next release cycle. Here is a list of common problems that the Forgotten Assets Report can discover:

  • Groups not referenced by Custom Objects or Assignment Rules
  • Roles, Profiles, and Permission Sets with no assigned users
  • Custom Objects and Fields not referenced by other Metadata assets
  • Record Types, Custom Tabs, and Custom Applications that are not visible
  • Web Links not referenced by Page Layouts or Home Page Components
  • Inactive Rules: Workflow, Approval, Assignment, Moderation, Escalation

Here is a full list of the Metadata Types available in the Forgotten Assets Report: Approval Processes, Assignment Rules, Auto Response Rules, Custom Application Components, Custom Applications, Custom Objects, Custom Page Web Links, Custom Sites, Custom Tabs, Data Category Groups, Duplicate Rules, Email Templates, Entitlement Processes, Escalation Rules, Flow Definitions, Flows, Global Value Sets, Groups, Home Page Components, Keyword Lists, Letterheads, Live Chat Buttons, Live Chat Sensitive Data Rules, Matching Rules, Moderation Rules, Page Layouts, Path Assistants, Permission Sets, Portals, Profiles, Queues, Quick Actions, Remote Site Settings, Report Types, Roles, Skills, Transaction Security Policies, and Workflows.

Identifying Unused Metadata with Snapshot

Snapshot is a product designed to help Salesforce administrators identify and manage unused metadata assets in a Salesforce organization (org). This document provides a step-by-step guide on how to use Snapshot for identifying and removing unused metadata in Salesforce orgs.

Prerequisites

  • Access to the Snapshot product.
  • Salesforce orgs to manage.

Procedure

Step 1: Set Up Salesforce Orgs in Snapshot

  1. Open the Snapshot product.
  2. Set up all your Salesforce orgs within Snapshot by organizing them in a visual pipeline. This helps to keep an organized view of your Salesforce instances.

Step 2: Take Snapshots

  1. In the visual pipeline, take snapshots of your Salesforce orgs. This process captures the current state of the metadata in each org.

Step 3: Access the Forgotten Assets Report

  1. Right-click on any Salesforce org in the visual pipeline.
  2. Select the “Forgotten assets report” from the context menu. This report contains various metadata types and shows which assets are being used and which are not.

Step 4: Analyze the Report

  1. On the left side of the report, you will see a list of different metadata types.
  2. Click on any metadata type to view the details in the main report section.
  3. For example, clicking on “Email Templates” will show you the email templates that are not being referenced by any other metadata, as well as those that are referenced by workflows, Apex classes, etc.
  4. Clicking on “Custom Tabs” might show tabs that are not visible in any profile or permission sets.
  5. Click on other metadata types like “Groups” to see if they are referenced by custom objects, sharing rules, or reports.

Step 5: Select Metadata Types for Report

  1. Click on the metadata types you are interested in. The selected types will be included in the report.
  2. This allows you to create a comprehensive report containing all metadata types that are not being used.

Step 6: Export the Report

  1. Once you have selected the metadata types you are interested in, you have the option to export the report.
  2. Choose the format you wish to export in, such as CSV, PDF, or HTML.
  3. Share the exported report with team members for review.

Step 7: Remove Unused Metadata Assets

  1. Once you have identified unused metadata assets that you want to remove, navigate to the deployment interface in Snapshot.
  2. Select the metadata assets you wish to delete.
  3. Execute the deletion process to remove these unused metadata assets from your Salesforce org.

Conclusion

Snapshot is an efficient tool for identifying unused metadata assets within Salesforce orgs, allowing administrators to keep their environments clean and organized. Through a series of steps including taking snapshots, analyzing reports, and managing metadata, Snapshot streamlines the process of maintaining Salesforce orgs.

Learn More!

Here are some helpful links with more information about unused metadata:

Snapshot provides powerful tools for Salesforce Administrators that help manage the change and release process, visualize org complexity, improve security and compliance, and lower the total cost of Org ownership. Visit the AppExchange to start a 14 day free trial or click the button below to schedule a demo.

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You’ve successfully completed the Metazoa Metadata Studio Certification Class. With the skills you’ve acquired, you’re now adept at harnessing the power of Metazoa’s Metadata Studio, seamlessly integrating artificial intelligence into Salesforce org management. You have earned you a certificate! Well done, and we wish you continued success in your future endeavors!
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