If your Salesforce org has drifted, here is a checklist to get it back in shape. Work through it in order; each step makes the next one easier. For the why behind all this, see the data quality playbook.
1. Find and merge duplicates
Duplicates distort reporting and split activity history across records.
- Turn on Salesforce’s duplicate rules so new duplicates get flagged or blocked.
- Find existing ones with duplicate record sets, reports, or a dedupe tool.
- Merge them (Salesforce merges up to three records at a time in the UI; bulk merging needs a tool).
Details in find and merge duplicate records.
2. Fix picklist inconsistencies
closed won, Closed Won, and Won are three values to a report and one to a human.
- Identify the offenders with a report grouped by the field.
- Standardise the values in bulk.
- Convert the field to a restricted picklist so it cannot drift again.
A spreadsheet tool helps here: export the field, correct the values with dropdowns, and sync back. See edit Salesforce records in Excel.
3. Fill in missing key fields
Decide the handful of fields that must be populated (email, industry, close date) and fill the blanks:
- Report on records where those fields are empty.
- Populate them in bulk, enriching from a reliable source where you can.
- Add a validation rule so the field cannot be left blank going forward.
4. Reassign orphaned records
Records owned by deactivated users fall through the cracks.
- Report on records whose owner is inactive.
- Reassign them to active owners in bulk. See how to bulk reassign owners.
5. Clear out stale deals
- Find open opportunities with a close date in the past, or no activity in 60+ days.
- Re-date, update the stage, or close them so the pipeline reflects reality.
6. Remove or standardise test data
Old imports and test records quietly inflate your counts. Identify them (a tell-tale naming pattern, a created-date range) and delete or correct them.
Do it safely
Every step here is a bulk change, and bulk changes are where accidents happen. Use a tool that shows you a preview of what will change before it writes. Upcells applies all of these fixes through a propose, review, apply flow with a field-by-field diff, so nothing is written until you approve it. See the Manage features or pricing.
Frequently asked questions
How often should I clean up Salesforce data? Do a thorough pass to clear the backlog, then a light monthly review of the same audit reports so it does not build up again.
What is the fastest way to clean up Salesforce data? Fix in bulk rather than record by record: export the problem set, correct it in a spreadsheet with picklist dropdowns, and sync back with a preview, or use a Manage tool built for bulk remediation.
Can I clean up Salesforce data without an admin? Much of it, yes. A spreadsheet tool like Upcells lets a rep or ops person export, fix, and sync back within their own permissions, no admin tooling required.