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Fifteen Things to Consider Before Your Next Data Migration
Naveen Gabrani CEO, Astrea IT Services [email protected] @ngabrani
Getting ready for your Data Migration project
Jonathan Osgood Technical Architect, Tact Global [email protected]
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
