Admin Daily Dashboard: The One Dashboard Every Admin Needs

Share this article...

This is a dashboard that will help you become a more effective Salesforce Admin, to tell you about what is happening your org, and which you can easily create yourself. The last thing you want is to be the Admin, that has to say: “surprise, we need 10 more licenses, and we’re over our API Limit!” – or even worse, finding out that 50% of your users are not even logging in to Salesforce! That makes you look really ineffective as an Admin. If you stay on top of this information, it can save your organisation a lot of money and pain in the future.

I was fortunate enough to be selected to speak at Dreamforce ‘19 about the ‘Admin Daily Dashboard’. In case you missed it (and by popular demand), please enjoy this post, which will take you through components for Licenses, Salesforce Usage, Task Tracking

“salary

Questions Every Admins Should Answer

Salesforce can be a pretty costly investment for some companies, so it’s not surprising they want to minimize costs and reduce waste as much as possible. I got the idea for this dashboard when I started getting a lot of questions from finance teams, like: “do we have enough licenses?”, “Is there anything in Salesforce that might cost us more money?”, “Are we getting the best ROI possible out of Salesforce?”

I wanted to have a solution where I could answer those questions from the finance team quickly and accurately, and also have a hand in saving our company money. This dashboard helps me to answer those questions. As I’ve gone in to consulting and worked in different orgs, I’ve found this dashboard is still useful to keep up with many different orgs with different limits and requirements – especially when I have clients that I don’t log in to their org every single day.

Admin Daily Dashboard Components – What’s Included

Here are a few components that I include in every org’s ‘Admin Daily Dashboard’:

  1. Licenses Used / Licenses Purchased
  2. Active Users / # of Employees
  3. API Calls
  4. Community Logins
  5. Community Login Trending

These components tell me if I’m running close to the limit on how many licenses a client needs, and if I need to buy more.

Looking Ahead: Important Information not in Salesforce

There’s one piece of information that’s not in Salesforce though: the companies hiring plan. So make friends with HR or Recruiting, and find out what the upcoming headcount is, so you can plan your Salesforce licenses accordingly. If your client pays for Community Licenses too you’ll want to add those components here, and make sure you don’t go over your limit, or purchase more as needed.

A Note About API Calls Reports

I get a lot of people asking me how to do this, and the truth is, it’s a pain, but super valuable.

You’ll need to be in Classic for this one, and go to your report folders, then find the “Administrative Reports” folder. You’ll see the API Usage Last 7 Days report – that’s the one you want.

Make your report and add it to a plain dashboard in Classic. Do whatever editing you want to do, because once you convert that dashboard to Lightning, you won’t be able to edit that component at all. If anyone has a better way of doing this, please let me know in the comments!

Salesforce Usage Components

After those ‘must add’ components, things get a little more optional depending on what org I’m in or what the client needs. I nearly always report on Salesforce Usage as well.

These include:

  1. Who has not logged in during the last 30 days?
  2. Who are the newest users in the last 30 days?
  3. How many users are in each profile? You may decide to include Roles in this section too.

I find this section to be really useful when I’m coming into an existing org, one that I did not set up from scratch. In these orgs, I often don’t know who is or isn’t supposed to be logging in, or if the users are in the right profile or not, so having these components helps me improve the security of an org, and also helps save money if there are licenses that can be reassigned to someone who needs them.

Task Tracking Components

The next section I include is often Task Tracking, either for myself or for a whole Admin team.

If you haven’t done so yet, check out my earlier post about tracking all Salesforce changes on a custom object. This dashboard is a great way to show your value as an Administrator to your client or your employer.

There’s a lot more you can add to this dashboard, but remember that you can’t add more than 20 components to a single dashboard. We’re already up to 13 components on this example and I haven’t even started talking about data quality (that’s for another post)!

The most important thing to remember is that this dashboard is for you, the Administrator. Add whatever you need! If you get a lot of questions from your team on specific topics, those are the types of things you want to add to your dashboard.

Admin Specific Lightning App

Once your dashboard is up and running, my favorite thing to do is to create a Lightning App for the Administrator, and add this dashboard as a component. That way it shows up right when I log in to an org.

I also always make the dashboard a favorite so I can refer back to it whenever I need to. Since this is an Admin Daily Dashboard, you need to schedule it to email you every day so it’s ready when you first check your email in the morning.

Summary

Now that I am a consultant and I work in many different orgs every day, this dashboard has become invaluable. It gives me the ability to keep an eye on all of my clients without logging in to each org every day, and also allows me to answer important financial questions quickly and accurately, without needing to reply, “Let me get back to you on that one…”

I hope that you try out this dashboard and find it useful as well, and I’d love to hear how it works out for you! If you have suggestions of other types of reports to add to the Admin Daily Dashboard please let me know, I’d love to hear them!

8 thoughts on “Admin Daily Dashboard: The One Dashboard Every Admin Needs

  1. Avatar

    Good stuff! I also keep a “Report of Reports” on my admin dashboard in matrix format where I can look at the dashboard name in the left column and see all of the associated reports, report types, location and last run date. To do that, you have to create a custom report type with reports as the primary object and dashboard components as the secondary. It helps to quickly point people in the right direction, and makes it easier to find templates for new requests.

Leave a Reply