Salesforce Tips & Tricks: Proven Ways to Get More Out of Salesforce

Salesforce is a powerful platform, but many users struggle to navigate it efficiently. Between endless clicks, outdated views, and hard-to-find records, even simple tasks can feel tedious.

The good news? A few small adjustments can dramatically improve your daily workflow. Customizing list views, default tabs, and search filters can save time and keep your pipeline organized.

In this article, we’ll cover practical Salesforce tips and tricks to help you streamline navigation, access data faster, and focus on selling—not searching.

This Article Contains

• Optimizing List Views and Default Tabs
• Using Reports and Dashboards to Measure Performance
• Quick Navigation With Favorites and Shortcuts
• Enhancing Search With Built-In Tools
• Automating Key Tasks and Reminders
• Frequently Asked Questions About Salesforce Tips
• Driving Impact With the Right Approach

Optimizing List Views and Default Tabs

By default, Salesforce loads the "Recently Viewed" list when you open an object, which rarely provides the most useful data upfront. Instead of constantly switching views, pin a create a custom list view in Salesforce tailored to your daily workflow.

Likewise, the default "Activity" tab often isn’t the most relevant. If you frequently reference key account details, switching this to "Details" ensures that the most important information appears first.

Lastly, leveraging filters—such as sorting by last activity date—helps prioritize follow-ups and prevents deals from slipping through the cracks.

Pinning a Preferred View

Pinning a list view eliminates extra clicks and surfaces the right data instantly. Here’s how:

• Open the relevant object (e.g., Opportunities, Leads, or Contacts).
• Click the dropdown next to "Recently Viewed" and select a preferred list, like "All Opportunities."
• Click the pin icon next to the list name to make it the default view.

Once pinned, Salesforce will load this view every time you access the object, reducing friction and keeping your focus on the right records.

Setting a Default Tab

By default, Salesforce displays the "Activity" tab first on record pages, but switching to "Details" can speed up access to key fields. To make this change:

• Click the Setup gear icon and select "Edit Page."
• Locate the tab component on the page layout, then click on the "Activity" tab.
• In the right-side panel, change the Default Tab setting to "Details."
• Save and activate the layout.

Now, when opening a record, the "Details" tab will load first—saving you time and ensuring the most relevant information is immediately visible.

Saving Time With Inline Editing

Manually opening and updating individual Salesforce records is tedious and time-consuming. Instead of clicking into each opportunity or lead to make changes, enable inline editing to update fields directly from list views or reports. This allows for quick, bulk updates without navigating away from your workflow.

Salesforce admins must enable inline editing for reports, but once activated, users can edit multiple records at once. This feature is especially useful for updating deal stages, next steps, or expected close dates without disrupting momentum.

Updating Multiple Records at Once

When working with a large pipeline, manage a Salesforce pipeline techniques and making bulk edits can save hours.

• Select multiple records: In a list view, check the boxes next to the opportunities, leads, or accounts that need updates.
• Edit a shared field: Click the pencil icon in any editable column (e.g., Stage, Next Steps, Close Date). Salesforce will prompt to apply the change to all selected records.
• Confirm and save: Once changes are applied, click "Save" to update all records instantly.

For faster bulk edits, tools like Scratchpad provide a spreadsheet-like interface for Salesforce, allowing reps to update multiple fields across records in one view. This eliminates the need to jump between tabs or wait for Salesforce pages to load.

Enforcing Data Consistency

Inline editing helps speed up updates, but accuracy matters.

• Validation rules: Salesforce enforces validation rules even in inline editing, ensuring that required fields are filled correctly before saving. If an invalid value is entered, Salesforce flags the error immediately.
• Mandatory fields: Some fields, like "Next Steps" or "Close Date," must be completed before an opportunity can advance stages. Ensure these fields are properly configured to prevent incomplete or inaccurate updates.

While leveraging inline editing in Salesforce is one way to increase productivity, sales teams often struggle to do so in Salesforce. That's why a workspace like Scratchpad can be so critical to increase the efficiency of administrative tasks so reps can focus on selling instead of wrestling with CRM updates.

Using Reports and Dashboards to Measure Performance

Salesforce’s reporting and dashboard tools provide real-time visibility into pipeline health, helping sales teams track progress and make data-driven decisions. Instead of relying on static spreadsheets or manual updates, building custom reports ensures sales leaders and reps have access to the most relevant metrics at a glance.

How to create Salesforce dashboards that automatically refresh with the latest data, eliminating the need for constant manual checks. By setting up daily or weekly reports, sales teams can monitor pipeline movement, deal progression, and forecast accuracy without digging through multiple records.

Tracking Key Metrics

The right sales metrics provide clarity on performance and help identify areas for improvement. Some of the most valuable metrics to track include:

• Win Rates: Measuring how many opportunities convert into closed deals helps gauge overall sales effectiveness.
• Stage Duration: Understanding how long deals stay in each stage highlights bottlenecks in the sales process.
• Close Dates: Tracking expected close dates versus actual close dates helps refine forecasting accuracy.

To refine insights further, use Salesforce’s filtering options:

• Filter by Ownership: Break down performance by individual reps to see who is closing deals faster or where additional coaching is needed.
• Segment by Region: Identify geographic trends and adjust sales strategies based on location-based performance.

Visualizing Trends

Numbers alone don’t always tell the full story—visualizing data makes it easier to spot trends and act quickly.

• Funnel Charts: Show drop-off rates between sales stages, helping teams identify where deals are getting stuck.
• Bar Charts: Compare revenue contributions by rep, product, or region for clearer performance insights.
• Gauge Charts: Monitor quota attainment in real time, ensuring teams stay on track for targets.

For leadership, high-level dashboards provide instant visibility into pipeline changes, forecast adjustments, and revenue trends. Instead of waiting for end-of-quarter reports, sales leaders can make proactive decisions based on live data.

Quick Navigation With Favorites and Shortcuts

Navigating Salesforce efficiently means minimizing clicks and getting to the right records fast. Instead of repeatedly searching for the same pages, use Favorites to bookmark frequently accessed lists, reports, or records. Additionally, Global Actions let you create tasks, events, or contacts from anywhere, ensuring quick data entry without disrupting your workflow.

Adding Frequent Records to Favorites

Favorites in Salesforce function like browser bookmarks, allowing users to pin important records, reports, or list views for one-click access. This is especially useful for reps who frequently check "All Open Leads," "Key Accounts," or "Forecast" views.

To add a record to Favorites:
1. Open the record, report, or list view you want to save.
2. Click the star icon in the top-right corner of the page.
3. Access saved favorites anytime by clicking the Favorites dropdown in the navigation bar.

This eliminates the need to manually search for important records, reducing friction in daily workflows. If a report or dashboard is updated frequently, pinning it ensures instant access without having to rebuild filters each time.

Using Global Actions

Global Actions enable sales teams to create new records instantly—no matter where they are in Salesforce. Instead of navigating through multiple menus, users can log calls, add tasks, or create opportunities with just a few clicks.

How to use Global Actions:
1. Click the plus (+) icon in the top-right navigation bar.
2. Select the action you need—New Task, Log a Call, Create Contact, or New Event.
3. Fill in the required fields and save.

This speeds up data entry while ensuring that important updates—like next steps or follow-ups—aren't forgotten. When used consistently, Global Actions help maintain Salesforce data hygiene by reducing missing or outdated information.

Enhancing Search With Built-In Tools

Salesforce search can either be a time-saver or a frustrating bottleneck. If you’re manually scrolling through records looking for the right account, you’re wasting valuable selling time. Fortunately, Salesforce has built-in search optimizations that make finding data faster and more precise.

Einstein Search, available in Lightning Experience, is a major upgrade. It allows for natural language queries like "My Accounts in California" or "Opportunities closing this quarter." Instead of clicking through multiple filters, you can type exactly what you need and get relevant search results instantly.

For users without Einstein Search, advanced search filters help narrow results by owner, date range, or record type. These filters are especially useful when working with large datasets—whether you're reviewing pipeline movement or tracking customer interactions.

Accessing Record Actions From Search

Salesforce search isn’t just about finding records—it also lets you take action directly from the results page.

• Create a case or log a call: Search for an account, and without opening the record, you can initiate a case or log a call with a single click.
• Update key fields: Need to adjust a close date or next step? You can modify fields straight from the search results, eliminating unnecessary page loads.

This reduces friction in your workflow, keeping you focused on selling instead of navigating through multiple screens.

Using Filters for Quick Results

When dealing with complex data, filters help surface the right records instantly.

• Search by region: If you're a territory manager covering the West Coast, filtering for "Accounts in California" ensures you see only relevant prospects.
• Search by date: Need to follow up on recent deals? Filtering opportunities by "Last Activity Date" helps prioritize outreach.
• Search by record type: If you manage both new business and renewals, filtering by opportunity type helps separate net-new deals from expansions.

For frequently used searches, save them as custom list views. This way, instead of applying filters every time, you can access the exact dataset you need in one click.

By optimizing search with built-in tools, Salesforce users can cut down on wasted time and stay focused on closing deals.

Automating Key Tasks and Reminders

Salesforce automation helps sales teams stay on top of follow-ups, pipeline management, and data hygiene—without adding extra administrative burden. Built-in workflow rules and flows allow users to automatically assign tasks, send reminders, and trigger updates based on deal progression.

For even deeper automation, AI-powered tools can take over routine CRM updates, ensuring data stays accurate without manual intervention. This reduces the risk of stale pipeline data and frees up reps to focus on selling instead of logging updates.

Setting Up Reminders

Recurring tasks help reps maintain consistent follow-through on deals, ensuring no opportunity slips through the cracks.

To create a recurring task in Salesforce:

• Navigate to Tasks and click New Task.
• Assign it to yourself or another team member.
• Set a due date and choose Recurrence to schedule it at regular intervals (daily, weekly, or monthly).
• Add key details like next steps or specific follow-up actions.
• Click Save to apply the settings.

Reps can use these for pipeline check-ins, scheduled outreach, or renewal reminders—keeping deals moving with minimal effort. Managers can also automate task assignments for stalled deals or high-value accounts that require ongoing engagement.

Removing Manual Data Entry

CRM data entry is one of the biggest time sinks for sales reps. Advanced automation tools can handle repetitive data entry, ensuring Salesforce records stay up to date with minimal rep involvement.

• Workflow Rules & Flows: Salesforce’s automation tools allow admins to trigger field updates when specific conditions are met. For example, an opportunity’s Next Step field can auto-update when the deal stage changes.
• AI-Driven CRM Updates: Instead of relying on reps to log call notes or update next steps, AI-powered solutions can capture and sync this information automatically. Use AI Sales Agents to keep deal data current, eliminating the need for manual CRM maintenance.

With automation handling administrative tasks, sales teams can focus on what matters—building relationships and closing deals.

Frequently Asked Questions About Salesforce Tips

How do I keep Salesforce data clean?

Maintaining clean data in Salesforce requires a combination of automation and user discipline. Validation rules help enforce data accuracy by preventing incomplete or incorrect entries, while inline editing allows for quick updates without navigating through multiple screens.

Another key strategy is ensuring sales reps consistently fill out required fields, like Next Steps or Close Dates, before advancing an opportunity. Setting up mandatory fields reduces missing data and improves forecasting accuracy. Additionally, automated alerts can notify reps when records are missing critical details, prompting them to make updates in real time.

For teams dealing with frequent data decay, scheduling regular audits and leveraging AI-driven tools to flag inconsistencies can help maintain CRM hygiene. Keeping Salesforce data structured and up to date ensures better pipeline visibility and more reliable reporting.

Is Salesforce easy for new sales reps?

Salesforce can feel overwhelming at first, but with structured onboarding and the right resources, new reps can ramp up quickly. Trailhead, Salesforce’s free learning platform, offers interactive training modules that cover everything from navigation basics to advanced sales processes.

A great starting point for new reps is customizing their list views to surface only the most relevant records, like open opportunities or assigned leads. This reduces distractions and helps them focus on high-priority deals. Managers can also set up personalized dashboards to provide real-time insights into performance, guiding reps toward key actions.

Encouraging early adoption of global actions—such as logging calls or creating tasks from anywhere in Salesforce—helps reps streamline their workflow and stay organized. The faster they get comfortable with these tools, the easier it becomes to focus on selling instead of administrative tasks.

Can I use Salesforce on a mobile device efficiently?

Yes, but efficiency depends on how well it's set up. The Salesforce mobile app allows reps to access records, log activities, and update opportunities on the go, but navigation can be cumbersome without proper configuration.

One of the best ways to improve mobile usability is by pinning list views for quick access to key records, like "My Open Deals" or "High-Value Leads." This eliminates unnecessary scrolling and helps reps find the information they need instantly. Additionally, enabling push notifications for task reminders ensures important follow-ups aren’t missed when working remotely.

For teams that rely heavily on mobile updates, integrating tools that simplify Salesforce data entry—like AI-powered assistants that auto-populate fields—can reduce friction and improve adoption. Whether in the field or between meetings, having a streamlined mobile setup ensures reps stay productive without being tied to a laptop.

Driving Impact With the Right Approach

Small changes compound. Pin the right list views, edit inline, lean on favorites and global actions, and automate reminders, and reps spend less time navigating Salesforce and more time selling.

If your team still loses hours clicking between records, Scratchpad gives reps a faster interface to the same Salesforce data:

• Sheets. Work pipeline like a spreadsheet: every field and object, live from Salesforce. Sort, group, and filter across related objects, edit inline, and changes write back the moment you leave the cell.
• Bulk updates. Missing next steps, stale close dates, empty fields: clean them up in bulk from one view that reps, managers, and RevOps share.
• Kanban for pipeline reviews. Drag a deal to a new stage and the record updates. Every column shows its count and total.
• HUD. A Chrome extension that brings Salesforce to any website or web app with one keyboard shortcut. Create opportunities, tasks, contacts, and notes, or update records without switching tabs.

Scratchpad is always connected to Salesforce and inherits your permissions, rules, and guardrails. See how Scratchpad works or sign up free.