Salesforce Org to Org Migration
by KloudSys

Requirement

1300 Australia appointed KloudSys to migrate CallN Salesforce organization into 1300 Australia Salesforce organization so that all the functionalities of CallN and 1300 Australia orgs are available on 1300 Australia org. To achieve that all the useful metadata and record had to be migrated from CallN org into 1300 org.
1300 Australia Pty Ltd.

1300 Australia is Telstra’s official Phone Word partner and CallN provides Cloud based Call Recording and Analytics

1300 Australia and CallN were using two different Salesforce organizations named 1300 Australia and CallN respectively, to manage CRM functionalities.

KloudSys was engaged to migrate CallN org into 1300 Australia org within a very short time period.

KloudSys proposed a well-defined plan and followed the plan persistently successful migrate by deadline.

Key scopes:

KEY CHALLENGES

Migration programs are always complex. Key challenges are:

Successful Approach & Steps

  • KloudSys documented complete scope into a BRD document for all relevant standard and custom object. 1300 Australia reviewed and confirmed the scope.
  • KloudSys and 1300 Australia formed program group with key people who are responsible for the delivery. Program had regular conference calls for day to day updates. Program team also used mobile based collaboration tools to make the communication real time.
  • KloudSys proposed a well-defined plan and followed the plan persistently to make the migration a success within the timeline. 1300 Australia supported along the way. KloudSys was dependent on client for business knowledge transformation and data cleansing.
  • KloudSys used three 1300 Australia environments (dev, test and prod). Following steps were performed in sequence
    • Migrated metadata from CallN into 1300 dev environment (including record types and page layouts)
    • Applied change set from 1300 dev into 1300 test environment
    • Extracted record data into files from CallN prod. We used followings
      • www.dataloader.io (paid subscription)
      • Salesforce DataLoader tool (free tool)
    • Performed cleansing on CallN record data. 1300 Australia team members helped immensely in this step.
    • Mapped & established relationships among objects by populating import files with newly created objects.
    • Imported data into 1300 test environment
    • Performed UAT. Once UAT passed we performed the next steps.
    • Applied change set from 1300 test into 1300 prod [prod metadata migration]
    • We enforced a system freeze for a weekend. At Friday night we exported all the production data of CallN org into files
    • Perform cleansing and ID mapping as required. Again 1300 Australia team helped immensely.
    • Imported data from files into Prod 1300 Australia
    • We went live as planned. Zero-day delay.

Salesforce Specific Technical Notes:

To import records from one organization into another, you’ll need to import the records in a particular order to establish their relationships to one another. Record relationships are stored in Salesforce or defined by their IDs so you’ll need to populate your import files with any newly created record’s Salesforce Ids from the target org. The easiest way to do this is using Excel’s VLOOKUP function to add the new record Ids to your files for import. Recommended sample order for importing core objects:

  • Accounts
  • Contacts
  • Opportunities
  • Price books
  • Products
  • Leads
  • Contracts

If a vlookup isn’t something you’re comfortable with, consider creating a custom External Id field and map or insert your previous record Ids or other unique identifiers from your source organization into the field.

This will allow you to Import related records using an External ID. For example, after importing Accounts in your new org, you’ll replace any occurrences of legacy Account Ids in your import files with NEW Account Ids from the target org. To populate your import files with the newly created Account Ids use vlookup as outlined in the Add Salesforce IDs of existing records to your import file article.

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Value Delivered by KloudSys

  • KloudSys managed the program under control by periodic reviews on deliverables according to original plan.
  • The consultants of KloudSys were knowledgeable, professional and showcased the positive attitude all through.
  • Some of KloudSys resources were working in Salesforce environment for more than 8+ years.
  • One of the KloudSys developers was working from an overseas office (different time zone).
  • Therefore, we could maximize the use of daily hours in a day. By the time we finish in Australia he would start working from where we left.
❝KloudSys proposed a well-defined plan and followed the plan persistently to make the migration a success within the define timeline. We were kept well informed and updated with every step of the project and the KloudSys team members proved to be very knowledgeable. The Team were extremely motivated and certainly went the extra mile to ensure our “go live” date was met. They worked extremely well with me and other 1300 Australia team members even when afterhours work was needed.❞
JOHN SADLER
System Administrator, 1300 Australia Pty Ltd.

Implication of This Program

Post completion of this project users of both CallN Salesforce organization and 1300 Salesforce organization could use 1300 Australia Salesforce organization only. This should reduce Salesforce licensing cost as well reduce cost in maintaining two different org for long run.
  • Paid Zoom service for teleconferencing
  • Secure messaging service for collaboration
  • Dataloader.io paid subscription
  • Salesforce Dataloader tool
  • Apex language
  • Force IDE and Ant Migration Tool

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