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 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

 
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

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

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