Salesforce Limits Got You Down?

I hate limits. Speed limits. Cellular data limits. Insurance coverage maximums. Credit card limits. And don’t even get me started on those pesky Salesforce governor limits!

In the ten years I’ve been a Salesforce admin, I have run into almost every limit that exists in a Salesforce org. The frustration is the same every time. But over time, I’ve also discovered that many of those limits are negotiable – and all you have to do is ask!

Here are my favorite not-really-limits, which you can potentially increase by submitting a case to Salesforce support. Click on the links for more details, such as how to request the increase, and things to consider beforehand. Enjoy!

Workflow rules per object: Do you love workflow rules? Do you love them so much that you’ve reached the limit on your most popular objects? No worries – you can raise that limit from 50 rules per object to up to 300!

Roll-up summary fields: This limit increase once saved me during a particularly rollup-heavy project. Back in the old days – well really, it was just back before the Winter ‘16 release – the maximum for rollup summary fields was ten – can you even imagine?? In Winter ‘16, it was raised to 25 – but you can still get that limit to up to 40. (Note: you cannot raise this limit on just one object – any increase will apply to all objects.)

Dashboard filter options: Dashboard filters rock! Unless you need more than 10 of them. But wait – there is hope! You can have the limit on dashboard filters raised from 10 filters to up to 50.

Sharing rules per org: If you’re a security watchdog like me, you’ve probably built out a ton of sharing rules. What to do when you reach the limit of 300? Why, reach out to Salesforce support, of course! They can increase that limit from 300 to up to 500 sharing rules. (Note: this refers to the limit on total sharing rules. There are currently no increase options for the limit of 50 criteria-based sharing rules per object – but you can vote up that idea here.)

Archive Days for Activities: Salesforce archives certain events and tasks on a weekly basis – click here for the archive criteria – and the default setting for the age of these activities is 365 days. But you can have that limit raised to up to 2555 days! (Note:Salesforce recommends a maximum of 1825 days to avoid performance issues.)

Recycle Bin Retention: Ever try to locate what you thought was a recently deleted record, only to find that it has already been purged from your org’s Recycle Bin? Can you believe you only have 15 days to undelete a record? Well, not anymore! This limit can be doubled to a Recycle Bin retention period of 30 days. Huzzah! 30 days to dig through the trash looking for user-deleted records!

Things to consider:

  • Salesforce does not just assign limits arbitrarily – they are in place to keep things running smoothly (as are all of the limits I mentioned at the start of this post). Before you request any limit increase, make sure you have tried all other options. Example: if you have access to a developer, consider populating number/currency fields with Apex code, rather than maxing out your roll-up summary field limits.
  • Keep in mind that increasing too many limits can severely affect system performance, and it may take longer to view/save records, run reports, etc. Is performance degradation something you are willing to tolerate in exchange for a limit increase? It’s a tough trade-off. Be ready to hear complaints from your users, and explain the situation to them.
  • Salesforce support requires that you supply a business reason when you request a limit increase. Based on your business need, they will decide whether or not to allow the increase – it is not guaranteed!

Curious to find out what else Salesforce support can enable for you? Check out this far-more-complete document – put together by the amazing Meighan Brodkey – for a comprehensive list of every feature that can be enabled.

Bonus: check out the only Limits I actually like!!

Validation Checkbox: One little Field = One Big Win

We all want our users to be happy, right?

Sure, we may occasionally threaten to give them a read-only profile or lock them out altogether… but in all seriousness, ease of use is crucial if you want any kind of user adoption. And while you can’t just say yes to every single request that comes your way, it’s not hard to find a quick win here and there that will make things easier for your users. This post is about one of those wins.

I don’t know about you, but every org I have ever worked in has had multiple validation rules around setting opportunities to Closed Won. Here is a sample set of some common opportunity validation rules:

Now, put yourself in the shoes of a brand new sales user who is not yet familiar with the process and all of its rules. Imagine the frustration when this new sales rep tries to close an opportunity, but is immediately hit with a stack of errors like this:

To admins, those errors all make sense. We built them. We know how they work. But our users hate those big red errors more than anything! I’ve lost count of how many people have complained about my validation rules – and I honestly can’t blame them. Too many errors at once can be confusing, overwhelming, and at the very least, annoying.

From the point of view of a sales user… instead of closing your opportunity and just crossing your fingers and hoping that it will save without any errors, wouldn’t it be nice if you had an indicator that told you it was actually ready to close? Something like this?

Admins – this is where you can make magic happen.

If you have a large group of validation rules that are all based on a common criteria – in this example, setting an opportunity to Closed Won – you can save your users from all those errors with one simple checkbox!

First, start by creating a formula checkbox field. Then, combine all of your validation rules into a formula that will return a value of true if the record meets all validation criteria. Here is the field I created to replace the validation rules listed above:

Important: don’t forget to put specific details in the field’s help text! You don’t want to tell a user that their opportunity is no good, and then not explain why.

Once you’ve got a validation checkbox in place, you can deactivate that list of validation rules! Here’s what I did:

  1. Carefully evaluated my existing validation rules (you’ll see that I had one rule that was based on Probability, not on the Stage being set to Closed Won – so I left that rule active.)

      2. Deactivated the validation rules that were included in my validation checkbox.

      3. Created a new validation rule using only the checkbox.

This is a win for admins as well as users, because you’ll have fewer validation rules to look at when you are troubleshooting validation errors in code, from mass updates, etc.

Bonus: You know that terribly vague “Unable to Submit for Approval: This record does not meet the entry criteria or initial submitters of any active approval processes” error? Well, your users never have to see it again. A validation checkbox is also a great way to let them know if a record is ready to submit for approval! (Or we can keep voting up this ideafor the rest of our careers…)

What else would you use a validation checkbox for? Case closure? Quote validation? Lead ready-for-conversion?