If there’s one thing that’s true about Salesforce DevOps, it’s that you’re juggling orgs nonstop. Whether you’re in a new project or revisiting an older one, you need a clean, repeatable way to keep your orgs in sync. In this guide, you’ll find a straightforward process—plus a handy template—to make that happen without the usual headaches. Let’s dive in!

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📄 Get the Template

We’ve made it easy for you—our recommended template is available as a GitHub Gist where you can copy, edit, and share it with your team. Check it out below:
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➡️ Copy the Salesforce Org Refresh Template
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Tip: Ask AI to reformat it into the documentation tool you use.

Also, we’ve created an example of what this finished template may look like here.
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How to Use This Article

1. Understand the Process – We’ll walk through mapping out your orgs, defining roles, and outlining a high-level refresh process.
2. Use the Template – Head over to the gist (linked above) and fill it in with your team’s details.
3. Refine Over Time – After each refresh or release cycle, update your doc so it always stays accurate.
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1. Document Orgs and Owners

Why It Matters

Ever find yourself asking, “Wait, who owns that Partial Sandbox again?” Or “When was the last time we refreshed QA?” Without clear ownership and a schedule, it’s easy for orgs to drift. Documenting each org’s purpose, owner, and refresh cadence keeps everyone on the same page.

What to Include

• Org Name & Purpose (Production, Full Sandbox, Partial Sandbox, Dev, etc.)
• Owner / Role (Release Manager, QA Lead, Developer, etc.)
• Refresh Cadence (weekly, monthly, quarterly—whatever suits your team)

Salto Tip: If you’re already using Salto Pipelines, this is a good place to start when making a list of your Orgs.

2. Define Key Responsibilities

Why It Matters

We all know how it goes: one person thinks QA handles test data, QA thinks Dev handles it, and Dev thinks the Release Manager is on it. Next thing you know, nobody does it. That’s why it’s crucial to outline exactly who’s responsible for each task—no more confusion, just smooth sailing.

Typical Responsibilities

• Scheduling & Coordination: Making sure everyone knows when refreshes happen.
• Merging & Final Approvals: Overseeing Git merges and sign-offs before going live.
• Testing & QA: Setting up and verifying test data, running automated or manual tests.
• Org Maintenance: Tweaking sandbox settings, verifying Production is stable.

Chances are you’ll have roles like Release Manager, QA Lead, Developers, and Product Owners. Just map each responsibility to the correct role.
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3. Outline Your Refresh Process

A well-documented refresh process is like a GPS for your Salesforce orgs: it shows you exactly where to go and how to get there with minimal detours. No more wild goose chases or frantic Slack messages asking if the sandbox is good to go.

Refresh Steps (High-Level)

• Pre-Refresh – Notify the team, make sure all changes are committed.
• Refresh – Verify Production is stable, then initiate your sandbox refresh.
• Post-Refresh – Deploy from version control, load test data, adjust triggers or validation rules if needed.
• Validate & Document – Run tests, do a quick smoke test, and log any issues or follow-ups.

Salto Tip: Post-Refresh you can use Salto’s Change Log to find differences in the refreshed org and redeploy work that was previously in progress, so feel free to add this as one of your “Refresh Steps”.

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Automation & Ownership

Use a simple table or chart listing each step (like “Initiate Sandbox Refresh” or “Deploy from Git”), who owns it, whether it’s automated, and how long it takes. This makes it crystal clear who’s on the hook for what.

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4. Define Your Scheduling and Frequency

Your team needs to know exactly when these refreshes happen and how often. If the QA Lead thinks you’re refreshing tomorrow and Devs think it’s happening next week, you’ll have a recipe for confusion (and maybe a few frantic emails). Keep it simple and consistent.

• Frequency: Weekly, monthly, quarterly—whatever fits your release pace.
• Time of Day: Off-hours or weekends to minimize disruptions.
• Notifications: Slack reminders, calendar events, or whatever keeps your team in the loop.

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5. Final Notes

• Automation Roadmap – Over time, replace your manual tasks with scripts or CI flows. Rome wasn’t built in a day, and your fully automated pipeline won’t be either—but every step helps.
• Document Maintenance – Keep this file (or your chosen tool) updated after each cycle. Nothing’s worse than outdated docs that send you down the wrong path.
• Ownership Changes – If someone new takes over the role of QA Lead or Release Manager, update your responsibilities section accordingly. That way, nobody’s in the dark.