Monitoring your organization

The first place that we can use to monitor our organization is the System Overview page.

To reach this feature, navigate to Setup | Environments | System Overview to reach a place where we can monitor (in a dashboard mode) our main organization limits, such as the following:

  • Schema limits
  • API usage limits
  • Business logic limits
  • User interface limits
  • License limits
  • Portal roles 

When a limit is reached (95% of its value), the item is highlighted with a big warning:

Keep an eye on this page a t least daily: you never know when limits may be broken. Keeping on top of this will help you to resolve any issues before they can get worse.

This page shows the following limits:

  • Schema limits: This monitors custom objects, custom settings limits, and data storage limits. By clicking on each number, we are redirected to the corresponding setup page where these limits can be configured (for example, Object Manager for the custom object limit or the Storage Usage page for data limits).
  • API usage limits: This limit is the number of API calls occurring within a time frame of 24 hours. This is an organization-wide usage and is not related to a given user. When you reach this limit, API usage is temporarily blocked until the 24-hour window counts a number of calls that is less than the organization limit.
What does count against API usage limits? We can count, for example, the data loader data extractions or inserts/updates/deletes, external tools for Salesforce integrations, such as development IDEs (such as Visual Studio Code or the Force.com IDE), workbench operations, external systems related to an organization (such as billing services), and middlewares. APIs are used by external systems; the more the organization is connected to external systems, the more the API's count increases.

If an organization has external system integrations, then breaking this limit can give you some headaches because no system can communicate with your Salesforce instance until the API calls counter drops under the limit.

Both you and your developers should take care of this limit to make an accurate estimation of API call usage when implementing business processes that make intensive use of external calls to your organization.
  • Business logic limits: Monitors the number of active workflow rules, Apex classes, and triggers in place, and the amount of code used (counted against the number of characters in Apex classes and triggers). When this limit is reached, no Apex code can be created until Salesforce support increases it (up to 10 MB; if you need more, Salesforce support requires access to your organization to verify whether you are unable to refactor your Apex code to stay within the limit—more code means more work for the Apex engine.).
  • User interface limits: Monitors the number of Salesforce custom apps (Setup | App Manager), active Salesforce sites, active flows, custom tabs, and Visualforce pages.
  • User license limits: Monitors the active licenses used in your organization and shows only the three most frequently used licenses, showing an error if you reach a 95% usage. To have a look at all the licenses, click on the Show All link, which will bring you to the Setup | Company Settings | Company Information page:
  • Portal roles limits: Monitors the total number of roles across all your partner portals, customer portals, and communities (have a look at the last pages of the previous chapter to remind yourself what community roles are). We have a prebuilt limit of 5,000 roles that can be used (remember, roles are related to the accounts that partner or customer users are linked with).
You can ask the Salesforce support to increase the limit to up to 100,000 roles and more, but it is highly recommended that you keep the number of roles to a minimum by first removing unnecessary roles. This will increase the platform's overall  performance.

This is a high-level section. In the next sections, we'll be covering more monitoring metrics that we should use to check on our daily Salesforce work.

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