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

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  

Naveen Gabrani CEO, Astrea IT Services Pvt Ltd

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Data Migration

Session Agenda

Data Migration Scenarios

Types of Migrations

Or, merging of two data sources into a Salesforce instance

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?

Planning Tips Things to look for before your data migration

1. Users and Licenses

Based upon tasks that Salesforce users will perform ✓  Identify/revisit profiles

✓  Identify/revisit Organization Wide Defaults

2. Profiles and OWDs

3. Page Layouts, Record Types

4. Keep the old instance accessible

5. Clean up those apps, unused fields

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

7. Sequence of object insertion

➢  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

➢  Backup all the data, before inserting data to new Instance ✓  Helps in resolving issues and doing investigations

9. Backing up the data

➢  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

Jonathan Osgood Technical Architect, Tact Global

Implementation Tips Tips during and after Data Migration

➢  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

➢  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

➢  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

➢  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

➢  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

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

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

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

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

✓ 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

➢ 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

Thank you