Salesforce Data Migration

1
 Executive Summary : Salesforce Data Migration
Current Business Challenge
Legacy system data extraction, data integrity , data cleansing and ensuring accurate field mapping

Proposed Solutions

1. Identify the data to migrate and the source of truth of that data.
2. Ensure all records of each source system have a unique Identifier (ID).
3. Ensure field accurate field mappings are exists in the destination
system.
4. Extract the data from the source to the excel files (CSV files)
5. Transform and cleanse the data as per the destination system.
6. Load the transformed data into destination system using data loader
tools.
7. Log the success and error files while loading the data.

2
Key Benefits

Data Integrity: Maintaining data accuracy and reliability is Data Governance: Data governance is streamlined when
crucial for businesses. Data migration ensures data integrity data is migrated to a central location. This simplifies the
by validating and consolidating data in a single location, tracking and management of data, eliminating issues related
reducing the risk of errors and ensuring a complete and to multiple configurations and environments.
accurate dataset.

Improved Data Quality: Migration often involves data Robust Security Measures: Salesforce offers strong security
cleansing and standardization, leading to more accurate and features, including encryption, user authentication, and
reliable data. access controls, to protect sensitive data..

Compliance Support: Helps businesses comply with Advanced Analytics and Reporting: Salesforce offers
industry regulations and standards, such as GDPR and robust analytics tools to generate detailed reports and
HIPAA. insights, helping businesses make informed decisions.

3
Implementation Approach

• Identify the data • Prepare the Data as • Prepare the order of

which you would per the template Load Data data to be loaded
Backup Extract Data
like to migrate • Extract the data • Load the data using
• Take the source into Excel files(.csv data loading tools
data back up files) • Maintain the error and
success files

Start 1 2 3 4 5 6 Finish

• Identify Source and • Transform the extracted

• Thoroughly review the
Target fields to be data as per the
migrated data to
migrated business rules.
ensure its accuracy
• Need to assign unique • Eliminate redundant
• Verify the data by spot
identifiers (IDs) to all data.
Field Transform Validate checking.
fields.
Mapping Data Data • Creating custom
reports to validate
record counts
4
Implementation Best Practices
Verify the data for proper transfer
Identify the data you want to migrate Fill in every template
Identify the specific data elements you Review and validate the data before populating Thoroughly review the migrated data
need to migrate, such as contact it into the templates. If you have a large to ensure its accuracy. Verify the
information or account details. Decide number of records, load them one by one, migration using methods like spot-
whether to update existing data or verify the results, and then proceed with checking the data, reviewing exception
replace it with fresh data, and plan loading all the records. reports for any un-migrated data, and
your migration strategy accordingly. creating custom reports to validate
record counts and over

Create data templates Prepare the destination org

Create Excel templates for each object using Data Consider creating custom fields for data that doesn’t fit
Loader for data export. These templates serve as into standard fields in the old organization. If necessary,
a reusable framework for your migration process. designate the custom field as an “External ID” to enable
Determine the order of data migration based on indexing. Ensure that the target organization is ready to
object relationships and specify the necessary receive the data, preserving relationships, and enabling
fields for each object. personalized reports for data validation.

5
Expectations from the Client

• Understanding the scope of the • Expect the client to provide • Expect the client to provide timely feedback
migration. subject matter expertise on deliverables
regarding their business • Delays in feedback or decision-making can
• Specific data to be migrated.
processes, data, and impact the project timeline and success.
• Transformation or mapping requirements
requirements.

1 2 3 4 5 6

• Access to the Source and • Expect the client to involve end- • Data Quality Assurance
Destination system(s). users in the migration process and • Client ultimately owns the
• Access to relevant databases or provide training and support to data and should be actively
files ensure a smooth transition to the involved in ensuring its
new system accuracy and integrity.
6
 Accelerators
Problem Statement
Migrating Knowledge Articles from one organization to another presents challenges due to the data being stored in a binary format rather
than as regular records. This format complicates the extraction, transformation, and transfer processes, requiring a specialized approach to
ensure that the data is accurately converted and integrated into the destination organization.

Solution
• We have developed an innovative accelerator tool known as the "KAM Tool," designed to streamline the management and customization of
Active Knowledge Articles (KAs).
• The primary function of the KAM Tool is to extract Active KAs from the source system's KAV object in a comprehensive Zip format.
• This package includes not only the KAs themselves but also their associated attachments, files, and an Excel sheet that meticulously maps
these attachments to their respective Parent IDs.
• This ensures that all relevant content is efficiently gathered and organized for seamless migration.
• One of the standout features of this tool is its capability to enhance KAs through customization.
• It allows users to merge multiple rich text fields into a single or multiple target rich text fields.
• The tool supports the addition of styling to the content.
• The tool also includes functionality for advanced content editing, enabling users to apply consistent formatting and structure across all
articles.
• The KAM Tool facilitates efficient management by providing an intuitive user interface that simplifies the customization process.
• It offers robust error handling and validation mechanisms to ensure data integrity throughout the extraction and customization phases.
• After these phases, the tool prepares the data for migration into the destination system's KAV object, ensuring a smooth and efficient
transition.

7
Accelerators
Problem Statement
Migrating Forum Feeds from one organization to another presents challenges due to the complexity of the data. The migration process is
not straightforward, as it involves dealing with various associated elements and ensuring accurate data transfer between different systems.
This complexity requires a solution that effectively handles the intricacies of Forum Feed data to ensure a seamless and coherent
migration.

Accelerator
• We have developed an accelerator, the "Forum Feed Migration Tool," designed to streamline the process of handling Forum Feeds,
including their associated Forum Feed Comments and Attachments.
• The tool collects all Forum Feeds, their comments, and attachments, consolidating them into a convenient zip file format for easy
transfer.
• It facilitates thorough data cleanup by allowing the removal of redundant or outdated information and supports content modification
to meet specific organizational needs, including formatting adjustments.
• The tool ensures accurate mapping of data into the destination organizational structure, preserving the context and integrity of the
information during the migration process.
• It includes mechanisms for error detection and resolution, helping to maintain data accuracy and prevent issues during migration.
• By automating data consolidation and preparation processes, the tool streamlines workflows, reducing manual effort and minimizing
errors.
• It supports the integration of imported Forum Feeds into experience sites, ensuring that imported content is effectively showcased and
utilized within digital platforms.
• The tool is capable of handling various data volumes, from small datasets to large archives, and offers flexible configuration options to
adapt to different organizational requirements and systems.
• It facilitates the incorporation of migrated content into existing site architecture, enhancing the overall user experience by ensuring a
smooth transition and effective content integration.

8
 Accelerators
Problem Statement
Migrating objects without direct parent-child relationships poses a significant challenge, particularly in systems like Salesforce. For instance,
records such as Case Comments are identified by a Case Number rather than a direct ParentId, complicating the accurate linking of related
data. This issue requires a solution that can retrieve and establish these indirect relationships to ensure data coherence and integrity during
migration.

Accelerator
• We have developed an Accelerator Tool designed to streamline the process of migrating of objects without direct parent-child
relationship.
• This Accelerator tool addresses the challenge of retrieving records from a source object that do not possess direct parent-child
relationships.
• It solves the issue of handling objects like Case and Case Comments, where Case Comments are identified solely by a Case Number
without a direct ParentId reference.
• The tool seamlessly retrieves the corresponding ParentId for Case Comments based on their Case Number, enabling accurate linking of
related records.
• This capability enhances data coherence and accessibility within the system, ensuring comprehensive linkage despite the absence of
conventional parent-child associations.
• It improves data integrity by establishing connections between records that would otherwise be disconnected.
• The tool also supports data cleansing by identifying and rectifying inconsistencies or errors within the dataset.
• It enables efficient filtering of data to isolate relevant records for migration or analysis.
• Additionally, the tool assists in mapping the data to the destination organization, ensuring that records are correctly aligned with the new
system’s structure.
• By facilitating these processes, the tool enhances the overall quality and usability of the data during and after migration.

9
Indicative Implementation Timeline

Track Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Week 11 Week 12
Discovery
Data Backup
Field Mapping
Extract Data
Transform Data
Load Data
Testing
Training & Go-live
Warrany Support

10
CASE STUDY
Our Client is an IT service and asset management software company that developed an automated IT
platform for businesses and end-users with headquarters in South Jordan, Utah, and the United States.

Problem Statement Solution

Our Client encountered challenges related to quote • Dextara successfully migrated standard and custom object data
management for their Advanced Partner Portal. To address from Pulse and NetSuite to the Client's system, ensuring
this issue, they approached the Dextara Team for the seamless data migration and centralization.
implementation of a custom CPQ (Configure Price Quote) • The migration involved transferring data from a Non-CPQ
solution. Salesforce Org to a CPQ Org.
• The objects included in the migration were Account, Contact,
Case, CaseComment, CaseEmailMessages, Product,
SBQQ__Quote, QuoteLines, Opportunity, OpportunityLines,
Outcome Delivered Subscription, Asset, and Purchase History Items.

Centralized Data Management: The implemented solution

centralized all relevant data, making it easily accessible to the
Client's team, further streamlining operations and decision-
making

11
 Thank You

www.datamatics.com

© Copyright 2024 Datamatics Global Services Limited and its subsidiaries (hereinafter jointly referred as Datamatics). All rights reserved.

Contents in this document are confidential and proprietary to Datamatics. No part of this document should be reproduced, published, transmitted or distributed in any form or by any means, electronic, mechanical, photocopying,
recording or otherwise, nor should be disclosed to third parties without prior written approval from the marketing team at Datamatics.
12