Health Check Your Salesforce Processes and Metadata

Ensure success and innovation across your entire Salesforce instance, whether through process mining, preparing for new implementations, ongoing org optimization monitoring, or figuring out “what’s next” with personalized AI architect insights. 

Highlights 

• Visualize bottlenecks and optimize processes across all objects in a zero data-prep Salesforce-native process mining experience. 
• Discover everything about your Salesforce metadata in a new level of detail.
• Enjoy AI-driven insights, benchmarks, and recommendations tailored to your Salesforce implementation. 
• Save time, track adoption, and secure and modernize your org while getting AI suggestions for new apps. 
• Fast-track the success of your Agentforce implementation.

Understanding process performance and metadata in your Salesforce org is extremely useful, however, it is a daunting and time-consuming task to undertake. 

Whether you’re just starting to work with a company or looking to optimize existing processes, the options available (as standard) are scarce. What you will find mostly relies on ‘tribal knowledge’ and documentation. You could spend hours bringing all objects in Schema Builder to discover relationships or start perusing through the most important ones in Object Manager, then reviewing the existing Flows and Apex Classes, one by one.

The ultimate question is, can you easily find out the information you need to get the job done and make data-driven decisions toward success? 

If you’ve ever wanted to know everything about your Salesforce processes and metadata, Hubbl Technologies provides powerful monitoring capabilities that give Salesforce professionals complete visibility through interactive visualizations and AI-driven insights with little manual effort. Hubbl Process Analytics and Hubbl Diagnostics help Salesforce professionals by providing key information about their processes and bottlenecks, Salesforce metadata, improvement possibilities, and industry benchmarks for each area, ensuring teams can proactively optimize their Salesforce environment with ease. 

This in-depth review will showcase the main Hubbl Process Analytics and Diagnostics features, ideal use cases, and setup effort, as well as how fast you and your team will adopt these products.

Features

First, let’s dive into uncovering your processes and any potential bottlenecks you may face, followed by metadata analysis (which includes objects, fields, and automations), and how to turn these Hubbl-generated recommendations into action. 

Hubbl Process Analytics

Hubbl Process Analytics is the first process mining app built on Salesforce. Business analysts and architects leverage process mining to produce actionable visualizations of Salesforce processes, irrespective processes being executed by humans, automation, or agents. 

Natively built on the Salesforce platform, this tool can make use of the Field History Tracking you’ve likely already enabled. By mapping out and displaying processes in an intuitive process flow diagram, it’s not only easy to assess the overall process, but also further identify potential gaps, root causes for delays, and areas that may need to be optimized.

Build Your Own Visualizations

The first step is determining your process definitions. These can be based on historical data from any Standard or Custom Salesforce object picklist field that has Field History Tracking enabled, such as Case Status or Opportunity Stage. These two are a great place to get started with as they are automatically tracked out of the box – but as long as you have the historical data you can use any picklist field.

The Sales and Service processes are readily available for you to choose for the Opportunity and Case objects respectively, then filter the dataset if needed and select up to ten fields you may want to filter or drill down by later on.

In case the process you want to visualize is on another object(s), the process definition wizard can account for that as well. If you happen to choose a field that is not historically tracked yet, you will be prompted to enable field history tracking and return once you have sufficient data to analyze.

Regardless of the process you need to visualize, once you determine the parameters, the visualization will be processed.

Analyze Variants, Filters, and Drilldown

With the first visualization available, let’s dive into what exactly can be seen, and how you can slice and dice the data further. 

The happy path is the ideal scenario, but in reality, there could be many more combinations of steps that users take prior to reaching the final one. 

When looking at the visualization (like in the example above), the line thickness represents the number of records, while the color represents the relative speed records move through the different steps. The right-hand side panel will allow you to choose the specific process variant you want to explore, based on their frequency and number of records. 

In the example below, the frequency of a scenario where the Case is pending the customer’s input is more frequent than it being closed without any interaction.

At this point, you can filter the entire data set based on the fields you selected in the initial process definition creation, and also make use of the tailored insights presented to you as you explore through the variants. 

Between certain steps, you have the option to click on the arrows, further drill down into the data, and analyze the breakdown – for example, to see how frequent this path is based on the type of record or owner. However you would like to look at your data, or at portions of your process, you can.

Build Comparisons 

After making changes to whichever process you choose to visualize, you can build point-in-time comparisons. The outcome will be backed by data, and by comparing different versions of the visualizations, you can present the impact and see the improvements – measured in minutes, hours, days, or even months for a longer-term view. A great example is to measure before/after an Agentforce (or any automation) deployment to help measure ROI.

Improve Design Outcomes

In a business context and when designing Salesforce solutions, making the most out of the stakeholders’ time and obtaining the right information can make or break a project or process improvement right from the very beginning. As long as you have the data available right within your org, using Hubbl Process Analytics can help maximize the time spent on discovery calls and allow you to be equipped with solutions that are data-driven and based on all of the information that already exists within the org (some of which may not known by your users!). 

Introducing Nudge

Even before going into the design phase and rethinking the process, you should consider leveraging the AI-powered Nudge functionality Hubbl Process Analytics offers. This feature provides recommendations to users directly in the process and highlights how their actions may affect the process. These nudges can improve outcomes across the business at scale.

Hubbl Diagnostics

With minimal effort, Hubbl Diagnostics visually documents your Salesforce with AI-driven interactive visualizations. Hubbl Diagnostics can help you and your team discover everything about your Salesforce metadata, and become your partner when addressing issues within your org and monitoring progress in the long term. 

Once you connect one or more Salesforce instances and do a scan (which can be scheduled monthly), Hubbl Diagnostics will go through your entire implementation and break down the org metadata into various sections for you to explore further and take action. 

Summary and Adoption

After running the first scan, you will receive a summary email that links to more details. Your Org and Complexity Scores should be considered your starting points – these will increase as you start solving the issues that Hubbl Diagnostics identifies, or drop if more issues arise over time. 

Note that these scores are benchmarked against all orgs scanned in the ecosystem so for the first time, you can get a quantitative and objective view of where your org stands relative to others. Is your org the healthiest? The most complex?

The Summary Tab is your Hubbl Diagnostics Homepage, and will present you with information such as details about your scores. They also share ecosystem benchmarks for several data points: standard and custom objects, declarative and programmatic automations, and even where your org is placed in the migration to Flow journey. You can also see at a glance your recommendations grouped either by the Metadata Type or the Well-Architected topics Salesforce themselves recommend as a lens. 

Note that this information is based on metadata only. This means that your transactional data is not accessed at all; only record counts are accessed by Hubbl to power insights regarding adoption and field utilization. Hubbl Diagnostics is HECVAT and SOC2 certified, and the information it does access, such as access tokens, is encrypted at rest. Once the analysis is complete, all metadata is purged and no human ever has access to it during the process.

The Adoption dashboard has classified the thousands of objects in the ecosystem to provide a lens into how Salesforce is being used. Here you will find details related to the different Salesforce ‘clouds’ you’re using, licenses, and org limits. 

The sub-tabs offer even more details for each category, and just like you would in a Salesforce Dashboard, you can apply various filters at the top of each page to focus your analysis and get the information you’re looking for in no time.

Object Automation and Custom Code

From a business perspective, resolving technical debt is rarely the first thing that gets stakeholder buy-in, as it has to be tied to a specific process, outcome, and impact to justify the time spent on potentially rebuilding entire implementations or automations. Depending on the age of your org, there will be Salesforce Flows, Apex, and potentially also Process Builder and Workflow Rules. 

The Object Automation tab will offer you a bird’s eye view across all your declarative automations and triggers, by object, type, and the events they fire on. You can drill down into them and determine when they are running, and have a clear overview of each object’s complexity as displayed by the bubble chart.

There is also a dedicated tab for Custom Code. This is an executive-level visualization of the results of the Salesforce code analyzer. Not only can it throw up complexities, but Hubbl Diagnostics highlights any issues it’s identified, which you can further drill down into. Each issue rule and its frequency is highlighted in the chart, or you can choose to review them in the table at the bottom of the page. Additionally, the API versions are separately highlighted in their own widgets, to draw your attention to updating these sooner rather than later.

Field Utilization 

Within Hubbl Diagnostics, admins can quickly drill into every object’s field utilization, across the entire number of records from the organization, helping them confirm that new fields are used accordingly or identify existing fields that are no longer used. With a few minutes of effort, you can track field utilization for thousands of objects with scheduled monitoring to track whole-org adoption.

By having this view at their fingertips, admins can propose improvements to the process – for example by enforcing field completion with required fields or validation rules.

Profiles and Permission Sets

It’s no secret that Permission Sets will be a big part of the future of user management. With Salesforce enabling more functionality related to Permission Sets while permissions on Profiles are planned for retirement sometime in the future. 

The Profiles and Permission Set tab in Hubbl Diagnostics allows you to take a deep dive into this area, to either plan moving key permissions from Profiles to Permission Sets or to simply know where risky permissions are in order to limit their use as much as possible. 

Package Management

Installing third-party packages in Salesforce is a given with so many ISV products available to streamline your org. Hubbl Diagnostics can review the state of the various packages, as well as their components, in a much more powerful and simplified interface than the “Installed Packages” Setup page. 

This dedicated tab will ensure you are always up to date when new package versions should be installed so you can better manage your namespaced metadata. The Package Insights widget will also recommend other packages that you might find useful based on what you already have installed, potentially saving you a lot of research time.

Recommendations and AI-Driven Solutions

Having access to all of this information is great, but what about knowing which items require your immediate attention to ensure the health of your org? Hubbl Diagnostics has taken this into account, and the Recommendations tab is one of the main reasons Salesforce professionals are bound to enjoy this platform.

Within this tab, all potential issues in the org are highlighted based on severity and difficulty to resolve, as well as broken down either by Metadata Type or Well-Architected topic. It even includes the results of the Salesforce Health Check. This can help you and your team properly prioritize, and achieve a few quick wins right from the first scan.

Clicking on any of the highlighted recommendations will provide you with not only the details of the issues and any related documentation but will also provide both an admin and developer-friendly solution to help you take action and build a comprehensive change roadmap.

Similar to the homepage dashboard, the Recommendations tab also has a Trending view for you to explore. This keeps track of the recommendation count variation and issue lifecycle in relation to your org’s health score over time, meaning that you can always communicate a clear impact, and why it’s critical to spend time on these.

Swantide Integration

Through a partnership with Swantide, Hubbl Diagnostics users can forget about having to spend countless hours fixing the issues identified within their org, and immediately collaborate with their very own browser-based AI Assistant. This will help users understand components, generate metadata descriptions, or even provide a solution to resolve code vulnerabilities.

Use Cases

Both Hubbl Process Analytics and Hubbl Diagnostics can significantly reduce the time it takes to understand user behavior, patterns within processes, and what exactly is going on behind the scenes in your org’s metadata before starting work on enhancements. There are, however, a few more specific use cases to cover that will further establish the immediate value they can bring to your business and Salesforce implementation.   

Org Audit by Email: Scan Requests

If you’re a Salesforce consulting partner or a Salesforce customer looking for a new consulting partner, then you’re definitely in for a treat! The Hubbl Technologies partner program powers new go-to-market strategies for consulting partners when assessing client organizations so that they know exactly what they are getting into. TRUST In the consulting and project-based space, Salesforce professionals generally find themselves in a constant onboarding process every few months, with new orgs, processes, and implementations to discover and understand in a limited amount of time. 

When using Hubbl Diagnostics Scan Requests, consultants do not need Salesforce credentials, and more importantly do not need access to any kind of data, as this analysis is simply a secure metadata audit. With only an email address, the consultant can request the full org audit and the customer (or prospect) will be the one connecting the org directly. Enterprise customers even request that prospective consulting partners use this feature to ensure more accurate project estimates.

In an effort to democratize the success of all Salesforce implementations, Hubbl offers the possibility to scan an unlimited number of orgs once per month for free – including the Account, Opportunity, and Case objects. Hubbl consulting partners who purchase the tool can also benefit from a co-branded landing page to enhance their customers’ experience, on top of the entire platform functionality.  

Multi-Org Monitoring

The multi-org view is tailored for consultancies, private equity firms, or Salesforce centers of excellence to keep an eye on their entire portfolio of orgs. In a multi-org environment, this page will allow you to monitor the health and issues without having to dive into each scan to retrieve the information. Regardless of whether you work in a consultancy or a big company that has multiple Salesforce instances, this can certainly become your one-stop shop before jumping into the details.

Fast Track Your Agentforce Implementation

Agentforce rollouts are sure to become more and more frequent in the ecosystem, as Salesforce customers embark on their agentic journey within the CRM to maximize productivity and assist human users with various tasks, around the clock. 

The first step of an Agentforce (or any automation) implementation is measuring a baseline of the process into which you plan to inject the agent so you can measure ROI after deployment. A great way to tackle this baselining is to use Hubbl Process Analytics to get a visual of the process current state.

As mentioned above, Hubbl Process Analytics through its process mining capabilities can significantly reduce the time it would normally take to uncover potential issues and bottlenecks within the process. This closes the gap for Salesforce on capabilities available on ServiceNow.

For example, by looking at a Case process, Salesforce professionals can dive into key information and different process variants at lightning speed, while being able to determine based on historical data which scenarios may be most suitable to consider for a Service Agent. Imagine walking into a business process workshop already knowing where the bottlenecks are based on the actual data in the org, not just the perceptions of the stakeholders you are interviewing!

Once the process (and perhaps even a desired optimization route) is decided, it’s also paramount to assess what is going on behind the scenes in the current implementation. That’s exactly where Hubbl Diagnostics will come in and help Salesforce Admins and Developers quickly uncover what should be resolved prior to introducing Agentforce into the mix. This may include any identified technical debt, metadata descriptions, and security issues. For example, workflow rule automations that cannot be used by Agent Actions.

With the Agentforce Service Agent up and running, all you will need to do is monitor performance and ROI over time – and Hubbl Process Analytics can help your organization do exactly that. You can compare the before and after visualizations to see the improvement, and by overlapping them you can point out exactly where time was saved and how much. More importantly, you can continue to improve the implementation in the long run.

If you’d like to learn more about how the platform can specifically empower you to achieve a successful Agentforce implementation, check out these five tips to get your org ready for Agentforce and these three tips to adopt Agentforce faster. 

Automate Installed Package Version Checks

Save time, track adoption, and secure and modernize your org. With Hubbl Diagnostics you can automatically monitor your org for out-of-date packages for the very first time since the AppExchange launched ~20 years ago. It even keeps track of versions from privately listed packages. How have we waited so long for this?

Free Security Audit

In a commitment to democratize success, the Hubbl Technologies team decided to provide security audits for free to all Salesforce users. This allows Salesforce product owners to monitor the quality of the code being developed in their orgs (or sandboxes) by their team, consultants, or subcontractors with executive-level views.

Compliance and Process Adherence

Identify where processes diverge from established best practices with Hubbl Process Analytics. Take action to ensure that every step is completed in the most efficient and compliant way possible. Leverage visualizations for training opportunities.  

Prioritize the Migration to Flow

Agentforce is the end of workflow. While the retirement of Process Builder and Workflow Rules may be old news, many organizations still have legacy automations that need to be migrated to Salesforce Flow or Apex. While Salesforce professionals would like to prioritize this exercise, the truth is that other business tasks often take precedence as far as stakeholders are concerned.

Hubbl Diagnostics equips Salesforce professionals with insights to help receive the green light for the migration to Salesforce Flow. By automatically calculating the time users are impacted by using legacy automations, the platform helps you directly tie migrations directly to business outcomes and ROI to get buy-in. The potential productivity gain becomes clear when considering the hours users spend seeing a loading screen due to the legacy automations. 

Even more powerful, a declarative automation benchmark is included to highlight where your org is positioned relative to all other businesses Hubbl Diagnostics has analyzed. This is a great example of the type of quantitative and objective views of a Salesforce org that Hubbl Diagnostics uniquely provides to facilitate data-driven decision-making.

Within the Summary tab, you might have already noticed that there is a dedicated widget to help you easily track and communicate the progress of the migration. For your convenience, changes are trended over time, and hovering over the date will also reveal the exact percentages.

Setup

Getting started with both Hubbl Process Analytics and Hubbl Diagnostics takes only a few minutes, considering that your data and metadata are already ready for you to analyze.

Hubbl Process Analytics is a fairly lightweight managed package that you can install from the AppExchange. The Hubbl Process Analytics Admin and Hubbl Process Analytics User permission sets are readily available for you to assign so that both you and your power users can immediately start creating visualizations and spotting improvement areas for the key processes in your org.

With Hubbl being part of the Agentforce Partner Network, they have also recently introduced a new setup experience for Hubbl Process Analytics powered by Agentforce, which will streamline the onboarding even more. If you have already “purchased” the $0 Salesforce Foundations SKU, making use of this functionality after installing Hubbl Process Analytics will not consume any of your credits, so nothing is stopping you from trying it out!

Hubbl Diagnostics on the other hand runs outside your org so you will simply have to create an account and run your first scan by connecting your Salesforce org – be it production or sandbox. It only takes two minutes to create an account and initiate your scan. You can even do it from your mobile. Depending on your org’s complexity, the duration of the scan will vary, but you will be notified via email as soon as it’s ready (typically 30 minutes). Hubbl Diagnostics can handle the largest orgs in the ecosystem, for example, running whole-org field utilization with 1 billion records present doesn’t represent a problem.

Stay Up to Date with Email Notifications

With many tools in the tech stack to keep an eye on, chances are that you will not always have the time to go and check Hubbl Diagnostics every day, or manually run scans. It’s a great idea to schedule the scans from the get-go, and then when they happen you can simply be notified via email with a high-level summary of changes from the last scan – including health, complexity, and any issues which may require your attention. 

Even if the scan fails (for any reason), you will also be immediately notified to take action. This way, you can go about other tasks, while being sure that you will stay on top of any updates!

Support

Hubbl Technologies is committed to the success of all customers and Salesforce professionals using their solutions, so it should come as no surprise that they have a dedicated customer success team, an extensive resource library that includes all the information you might need across various formats: written articles, videos, webinars, and success stories. 

There is a dedicated Learning Hub for Hubbl Diagnostics specifically, which provides users with extensive documentation and FAQs. Hubbl Process Analytics also has an in-depth product support hub including FAQs, videos, and help articles. 

Check out their YouTube channel for all the latest live demos, product videos, and more.

Additionally, Hubbl Process Analytics has in-app guidance accessible anytime you need it while working directly in Salesforce. The guided step-by-step experience covers everything from creating process definitions to understanding the components of a visualization, and how to get the most out of every option available while exploring your historical data.

Of course, if you have a more specific question as it relates to your organization’s use cases, you can also reach out to the Hubbl team for additional support. 

Pricing

First thing first, Hubbl is a pioneer in setting the entire Salesforce community up for success, especially as Salesforce rolls out the new Agentforce products which are to be used on top of core Salesforce processes and objects. Both Hubbl Process Analytics and Hubbl Diagnostics have a free tier that covers the most frequently used Salesforce standard objects: Case and Opportunity for Hubbl Process Analytics, with Hubbl Diagnostics also including Accounts. 

At this time, the pricing for full access to each of the tools starts at $5,000 / Year / Org, with bulk discounts available for consulting partners. You can contact Hubbl for more details about pricing here. 

Non-Profit success is also something the Hubbl team is keen to ensure through the use of their products, so the free Hubbl Diagnostics tier includes all NPSP objects. Both Hubbl Process Analytics and Hubbl Diagnostics offer a 50% discount for these organizations.

Summary

Irrespective of your implementation’s complexity, optimizing existing processes is a must for the user experience and efficiency, and so is knowing your org’s metadata. By using both Hubbl Process Analytics and Hubbl Diagnostics, Salesforce customers can embark on an end-to-end journey of uncovering process inefficiencies and user behaviors, making data-driven design decisions, and ultimately addressing any issues faster. 

With the available free tier for both products, there’s no time like the present to take them for a spin within your own processes and metadata. See for yourself just how fast you can start optimizing and addressing issues before they become a bigger problem! 

Optimize your org at no cost:

• Document your org with interactive visualizations using Hubbl Diagnostics.
• Start process mining in Salesforce with Hubbl Process Analytics.