When stepping into an admin role in an unfamiliar instance, the most important first step is to understand how that instance is set up. This post walks through the admin section of a Marketo instance and points out some best practices and red flags to look for as you start to audit your inherited instance.
Reviewing the Admin Section
Once you’ve logged into Marketo, click on the “Admin” tab at the top of the screen to find the Admin Settings. The easiest way to check on these settings is to work your way down the list.
What To Look For
Users & Roles
· Which roles are there and what are the permissions?
· Are there users in there that shouldn’t have access?
· Are there employees who should have access but don’t?
You can create custom roles with high levels of granular permissioning. If you do, be sure to add descriptions so it’s easy to understand the purpose of that role.
Workspaces & Partitions
Smart Campaign Settings
Setting this can help prevent accidental sends to the entire database (yes, it’s happened before)!
You can test your deliverability with third party tools like Litmus or Email On Acid and ensure you’re passing spam checks.
Having your tags and channels properly in place will help you effectively use out-of-the-box reports like Program Performance Report and add-ons like Opportunity Influence Analyzer
· Tip: Any changed info in a synced field is synced over regularly. If you have a lot of fields being changed constantly, it can slow down your sync, so it’s a good idea to audit all your Salesforce and Marketo fields and check to see what needs to be synced and what can be skipped over.
· Tip: In some cases, Marketo Support can export a list of the 50 most updated fields in your instance. This can help you determine whether the fields that are taking processing power to update are actually being used in your marketing programs.
· Tip: You can only change the field type on a custom field that is NOT in use. For example, if you’re trying to change a field from a string field to a boolean field, you’ll need to go to each program that’s using that field, remove the field from those programs, make the change to the field, and add it back into your programs.
If you have any social media pages connected to Marketo, make sure you’re using a general email address for the company and NOT a personal email address. Otherwise, you’ll lose access to that integration if the person who owns that email address leaves the company.
What interesting things have you seen in your admin settings?