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15 Tips on Salesforce Data Migration - Naveen Gabrani & Jonathan Osgood

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Data Migration is an extremely important aspect of setting up a Salesforce instance. It is critical that the sanctity of data is maintained. Join us to hear fifteen tips based on learnings from different types of data migration projects.

Published in: Technology
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15 Tips on Salesforce Data Migration - Naveen Gabrani & Jonathan Osgood

  1. 1. Fifteen Things to Consider Before Your Next Data Migration ​ Naveen Gabrani ​ CEO, Astrea IT Services ​ ngabrani@astreait.com ​ @ngabrani ​  Getting ready for your Data Migration project ​ Jonathan Osgood ​ Technical Architect, Tact Global ​ Jonathan@tact.global ​ 
  2. 2. Naveen Gabrani CEO, Astrea IT Services Pvt Ltd
  3. 3. ​  ​ Safe harbor statement under the Private Securities Litigation Reform Act of 1995: ​ This presentation may contain forward-looking statements that involve risks, uncertainties, and assumptions. If any such uncertainties materialize or if any of the assumptions proves incorrect, the results of salesforce.com, inc. could differ materially from the results expressed or implied by the forward-looking statements we make. All statements other than statements of historical fact could be deemed forward-looking, including any projections of product or service availability, subscriber growth, earnings, revenues, or other financial items and any statements regarding strategies or plans of management for future operations, statements of belief, any statements concerning new, planned, or upgraded services or technology developments and customer contracts or use of our services. ​ The risks and uncertainties referred to above include – but are not limited to – risks associated with developing and delivering new functionality for our service, new products and services, our new business model, our past operating losses, possible fluctuations in our operating results and rate of growth, interruptions or delays in our Web hosting, breach of our security measures, the outcome of any litigation, risks associated with completed and any possible mergers and acquisitions, the immature market in which we operate, our relatively limited operating history, our ability to expand, retain, and motivate our employees and manage our growth, new releases of our service and successful customer deployment, our limited history reselling non-salesforce.com products, and utilization and selling to larger enterprise customers. Further information on potential factors that could affect the financial results of salesforce.com, inc. is included in our annual report on Form 10-K for the most recent fiscal year and in our quarterly report on Form 10-Q for the most recent fiscal quarter. These documents and others containing important disclosures are available on the SEC Filings section of the Investor Information section of our Web site. ​ Any unreleased services or features referenced in this or other presentations, press releases or public statements are not currently available and may not be delivered on time or at all. Customers who purchase our services should make the purchase decisions based upon features that are currently available. Salesforce.com, inc. assumes no obligation and does not intend to update these forward-looking statements. Safe Harbor
  4. 4. Data Migration Session Agenda
  5. 5. ​  Data Migration Scenarios Types of Migrations Or, merging of two data sources into a Salesforce instance
  6. 6. Quality Accounting Data: Invoicing Lost in the Shuffle: Record ownership Right Person for the Job: Incorrect task assignment Security Matters: Incorrect access What’s at stake?
  7. 7. Planning Tips Things to look for before your data migration
  8. 8. 1. Users and Licenses
  9. 9. ​  Based upon tasks that Salesforce users will perform ✓  Identify/revisit profiles ✓  Identify/revisit Organization Wide Defaults 2. Profiles and OWDs
  10. 10. ​  3. Page Layouts, Record Types
  11. 11. 4. Keep the old instance accessible
  12. 12. 5. Clean up those apps, unused fields
  13. 13. 6. How much space do we really need? ​  ​ Revisit the space required in the new Org ✓  Keep an eye on the space as you upload the data during data loading ✓  One record typically takes 2KB of space
  14. 14. 7. Sequence of object insertion
  15. 15. ➢  Inform users well in advance about upcoming downtime ➢  If practical, perform the migration over the weekend ➢  Have a few pilot users test out, before rolling out to all the users 8. Communication
  16. 16. ➢  Backup all the data, before inserting data to new Instance ✓  Helps in resolving issues and doing investigations 9. Backing up the data
  17. 17. ➢  A set of fields are read only ✓  CreatedBy, CreatedDate, LastModifiedByID, LastModifiedDate  ➢  Often it is desirable to insert records with legacy dates and ids. ➢  Raise a case with Salesforce Support, request enabling "Create Audit Fields." ✓  They will make these fields editable for a limited time. 10. Audit fields
  18. 18. Jonathan Osgood Technical Architect, Tact Global
  19. 19. Implementation Tips Tips during and after Data Migration
  20. 20. ➢  Hard coded record type Ids, Object Ids or in this example, Owner Ids ✓  Not a best practice, but could be in Apex classes, or Test Classes ➢  Hardcoded URL references could be in custom buttons or formulas ✓  Important that they are removed or replaced 11. Look Out for Hardcoded IDs or URLs
  21. 21. ➢  Plan sufficient time for testing ✓  Just because Data Loader has successfully executed, does not mean the data is in the right place. ✓  Perform queries on Developer Console to verify the data. ➢  Ex: number of accounts of a certain record type ✓  Verify the data using reports and dashboards 12. Testing Externally
  22. 22. ➢  Open individual record detail pages ➢  Verify the correct page layouts for different profiles, record types ➢  Manually verify the data in all fields for a few records of all objects ➢  Most importantly, verify user permissions: Login as a user and try to access records that they are not authorized to access 13. Testing Internally
  23. 23. ➢  Workflows/triggers will fire when data is inserted ➢  Unwanted/incorrect emails can get sent to thousands of Customers, as you upload the contacts ➢  There may be triggers/workflows that create new records or update the fields of other objects ➢  Important to review the active workflows and triggers ➢  Evaluate if they should be disabled when the data is being uploaded (you may actually want them to fire) ➢  Any batches will need to be rescheduled to run in the new instance 14. Disable workflows/triggers
  24. 24. ➢  Date fields: Salesforce data loader uses the time zone of the user inserting records ➢  User id being used to insert records should have “proper” time-zone settings ➢  Or specify this in data loader settings 15. Time Zones
  25. 25. 1) Salesforce Import Wizards 2) Apex Data Loader 3) Jitterbit Data Loader 4) Dataloader.io 5) Force.com Excel Connector Key tools for Data Migration
  26. 26. Pros: ✓  Free, native Salesforce developed tool ✓  Simple interface for new or non technical users ✓  Provides support for de-duplication and deactivate workflow Salesforce Import Wizards Cons: ✓  Cannot save data mapping ✓  Unable to export data ✓  limited to 50,000 records
  27. 27. Pros: ✓  More Robust, Free, Salesforce developed tool ✓  Ability to save mapping ✓  Export capability Apex Data Loader Cons: ✓  External, client application ✓  No support for duplicates ✓  Interface is old and outdated
  28. 28. Pros: ✓  Free, #1 user rated 3rd party app ✓  Better User Interface ✓  Feature-rich: schedule, accepts multiple file sources ✓  Support for business process integration Jitterbit Data Loader Cons: ✓  Freemium - some features require a paid upgrade ✓  Too robust, complex for simple migrations
  29. 29. ✓  Workbench ✓  DemandTools ✓  Informatica Cloud Data Loader for Salesforce ✓  Progress Data Direct ✓  Starfish ETL ✓  Talend Open Studio ✓  Midas ✓  Pentaho Community Edition ✓  MassEffect Additional tools for Data Migration
  30. 30. ➢ Plan ahead and Prepare! Create a user mapping from old users to new users ➢ Keep the old instance accessible for some time after the data migration date ➢ Predict your space needs in advance ➢ Submit a case to enable edit on audit fields ➢ Testing: Login with users from different profiles ➢ Testing: Work with pilot users ➢ Pros and Cons to each Migration Tool, just depends on the project Summary: Key takeaways
  31. 31. Thank you

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