7 Salesforce Validation Rules To Ensure Data Quality

7 Salesforce Validation Rules
To Ensure Data Quality

7 Salesforce Validation Rules To Ensure Data Quality

Here at Axxis Solutions, a Salesforce Partner, many of our customers will ask us how they can guarantee that the data they obtain within their Salesforce instance will lead to closing more deals with customers that best align with their offerings. A team of CRM experts in our Miami office compiled a go-to list of Salesforce Validation Rules every business should consider to create a seamless and consistent lead conversion process.

Our Miami team has sectioned the rule examples as followed:

  • A high-level description of the function of the validation rules
  • Real-life scenarios to better picture the benefits of implementing these rules.
  • The correct rule structure that meets the requirements of the real-life scenario.

Keeping Data Clean and Consistent Translates Into Quality Information

More often than not, inputting data into any application without creating rules to enforce consistently formatted information can be subject to human error and/or varying interpretations across an organization.

We all make mistakes!

Let these rules do the heavy-lifting when it comes to assuring quality information on a lead. The goal is to keep a clear and honest picture with the potential business you bring in.

Check Phone Area Code or Country Code:

Reps need to dial +17 before calling from the office. The company wants to ensure that any phone number being added to Salesforce begins with this code. This will ensure that, company-wide, users are aware that they need to dial +17 before any call gets made from a company phone.

AND(

NOT(ISBLANK(Phone)),

NOT(REGEX(Phone,”[+17]{3}[1-9]{1}[0-9]{9}”))

)

Social Security

In order for a company to propel through their sales process, a Social Security number must be provided to create the profile necessary to qualify a lead (i.e, for a financial institution’s underwriting process). To guarantee a valid social security, the formatting must be consistent throughout the approval process.

NOT(

OR(

LEN (Social_Security_Number__c) = 0,

REGEX( Social_Security_Number__c , [0-9]{3}-[0-9]{2}-[0-9]{4}“)

))

Note: Consult your management team on your company’s policy for capturing and storing sensitive information like Social Security and Date of Birth before you implement this rule.

Product ID

During the lead conversion, sales reps can generate a quote with products for a potential client to review and sign-off on. In order to keep quotes free of errors, sales reps must  keep the Product ID formatting consistent. This ensures that any quote approvals align what the rep is offering with the potential client’s needs Here is the format they use: 2 Letters and 5 Numbers (AX12345)

NOT(

OR(

LEN ( Other__c ) = 0,

or( REGEX( ProductID__c , “[A-Z]{2} [0-9]{5}“))

) )

Note: REGEX, or Regular Expression, is the basis of any predefined data formatting.

Ensure a Solid Process with Complete Information

We think you know the answer to this next question, but we’ll ask it anyway.

Is a converted lead with fragmented information a solid conversion for your business?

Probably not, right?

How can you assess the value of a lead, let alone consider a lead as a viable buyer, with incomplete data? The rules below ensure that the complete story is told upon reaching the conversion/approval stages. Having all the necessary information for sales to properly qualify and engage with the prospect will lead to more revenue for your company and higher quality relationship with your customers.

Basic Information

Before reps can convert a Lead, First and Last Name must be provided before moving forward.

This is pretty obvious, but hey, things happen. Let’s make this process tight-nit!

AND(

TEXT(Status) = “Qualified“,

OR(

ISBLANK(LastName),

ISBLANK(FirstName)

))

Let’s Dig Deeper

Before reps can convert a Lead, Ownership Share, Social Security, and Date of Birth must be provided before moving forward. This information will make it easier for reps to delegate with sales managers and close deals quicker.

AND(

TEXT(Status) = “Qualified“,

OR(

ISBLANK(Ownership__c),

ISBLANK(SSN__c),

ISBLANK( Date_of_Birth__c )

))

Require Important Information Prior to Lead Conversion

Before reps can convert a Lead, all personal information must been filled out. If this information is incomplete, the system will trigger an error so that the user can fill this information out before continuing the process. This rule says that if a First and Last Name has been entered, then either Home or Mobile Phone Number is required along with all other information.

AND(

TEXT(Status) = “Qualified“,

OR(

ISBLANK(LastName),

ISBLANK(FirstName),

AND(

ISBLANK(Home_Phone__c),

ISBLANK(Mobile_Phone__c)

),

ISBLANK(Ownership__c),

ISBLANK(SSN__c),

ISBLANK(Street_Address__c),

ISBLANK(TEXT(State__c)),

ISBLANK(City__c),

ISBLANK(Email__c),

ISBLANK(ZIP__c),

ISBLANK( Date_of_Birth__c )

)

)

The extra ‘AND’ function in this rule creates a either/or relationship with Home and Mobile Phone. As long as one phone number is provided, we can continue pushing this lead along your pipeline.

See how flexible a rule can become if done correctly?

Get the Most out of your Trade Show Connections

Let’s face it, trade shows can be an expensive set-up. Nonetheless, the importance of an event this big revolves around a company’s ability to accurately measure the return on investment.

So how can you accurately track ROI?

Well, first off, let’s ensure that these leads (and contacts) can be logged in quickly to your Salesforce and that they are correctly associated to the correct campaign.

What event did I meet this person in? What was their name and what are their roles within their business? What were they interested in?

Furthermore, not only will these rules supplement lead processing, but it will guarantee usable information when generating campaign reports. Knowing where and how you meet prospects at an event is key to creating the relationships necessary to spark revenue-building transactions in the near future.

Scenario: Reps are creating dialogues with prospects at the biggest event in the city. An aggressive goal is set in which reps are required to have at least 100 interactions per day. Reps will use the Salesforce1 App on their iPads to input data. Once they select the Lead Source as ‘Trade Show’, the system will require specific (but not all) fields to create the lead.

This ensures that reps have enough information from these short interactions to follow-up, and eventually, convert.

AND(

ISPICKVAL(LeadSource , “Trade Show“),

ISPICKVAL(TradeShowPicklist__c, “”)

ISBLANK(LastName),

ISBLANK(FirstName),

ISBLANK(Home_Phone__c),

ISBLANK(Email__c),

ISBLANK(Email__c)

)

NOTE! There are situations in which validation rules may not be the best solution for your business requirements. Once we dig deeper into configuring your information system, rules may need to involve numerous records or parent-child relationships. In those cases, Apex triggers will need to be created to automate the correct functionality.

Rule of Thumb

Want to keep data entry within the standards of your organization? Use a Validation Rule and be clear with your Error Message and Description.

Want to automate an action when a record is created, edited, or deleted? Use a Trigger!

We can go on and on on the subject of Apex Coding and the versatility that comes with applying powerful coded solutions.

But that subject is for another day! For now, test-drive these Validation Rules to your Sandbox instance.

If you found this article helpful go ahead and share it with your network. If you need any help, reach out to us using the form below!  

We are happy to help.

More Information

Axxis Solutions commitment and innovation to their customers is a premiere service. Their experience, agility and professionalism was part of the secret to our project's success.

Jama Drake | Director | OneKreate

Solid Salesforce practice with good people and the right approach!

Eric Kasserman | Partner Sales Manager | Salesforce.com

The Axxis team has been a great partner to our company! Axxis does an amazing job when it comes to both strategy and execution. They helped us build many essential systems from scratch for our new fintech startup and have continued to support us every step of the way as we grow!

Robb Finkelstein | Director of Sales Operations | Idea Financial