Migrating Data into a New or Existing Org Data Considerations

Type of Org

New Org Migration:

Sometimes customers migrate to a new org for a fresh start, or do to an acquisition. These are the data considerations that need to be considered.

When migrating to a new org - the data may involve a merger of campaign member data that is not in an org using Response Management as well as campaign members that are all ready tagged with Response Management Data. The latter is easy enough to do assuming Response Management is available in the new org at the time of migration.

Importing Acquisition Data into an Existing Org running Response Management:

There are special considerations for data migration into an org that has response management active. In particular, bypassing Response Management processing during the import.

Migration Timing

For New Orgs:

Response Management and any custom fields etc should be installed and staged in the new org BEFORE data is migrated. This is the case even if the first set of data migrated is going to be from an org that is not currently using Response Management.

For Existing Orgs running Response Management:

Consider doing the imports during off-hours where there is a lower burden on the system.

Data that Will Be Lost - Impact on Campaign Attribution/Influence Metrics

The OpportunityHistory object records are not available for data migration. This will impact multi-touch attribution metrics. Here is a description of the specific impact and you can determine whether or not you are currently using those fields.

This is the table that tracks stage and amount changes, the related list is called Stage History. You can see an example of this object and records below:

The calculations for multi touch attribution read this table and populate the following fields on the Campaign Influence Detail records (see image below). In the columns below - the Opportunity Timeframe field will still be available but it will be important to insert the opportunities with the original Created Date value.

The other four fields are based on the OpportunityHistory records.

• Opportunity Stage: what the stage was at the time the response was influential
• Opportunity Stage Date: The date the opportunity stage was set
• Next Opportunity Stage: the stage that was set after the response was influential
• Opportunity Stage Progression Date: The date the Next Opportunity Stage was set.

Data Migration for data not part of Response Management

The following References Non-response Management Data considerations.

Preserve Created Date

Import the following objects preserving the original Created Date fields:

Leads, Contacts, Opportunities, CampaignMembers

You can do this with a permission: https://help.salesforce.com/articleView?id=000334139&type=1&mode=1

Campaign Import and the CampaignMemberStatus Object

The CampaignMemberStatus is a distinct table of records that must be imported after the campaigns are imported. All of the campaigns imported will be created with 2 CampaignMemberStatus values - Sent and Responded, where Sent is set as the default value and Responded is set with HastResponded is true.

The records will have a sort order of 1 & 2

If the organization's campaigns deviate from these defaults, be sure to import the corresponding CampaignMemberStatus records to the campaigns with the corresponding sort order, default and HasResponded settings for each record after the campaign is imported. If the org defaults are Sent and Responded, but the Responded label is also configured as the Default value - you may need to update the newly created CampaignMemberStatus fields, so a careful evaluation of current use would be helpful.

Default CampaignMemberStatus configuration after inserting a Campaign

Object Reference:

https://developer.salesforce.com/docs/atlas.en-us.216.0.object_reference.meta/object_reference/sforce_api_objects_campaignmemberstatus.htm

Campaign Member First Responded Date

This field on the Campaign Member is actually the Most Recent responded date. You cannot set this field on import. By default it will be set to the date you insert the members if the CampaignMemberStatus label is configured as HasResponded= True. If you want to use this field in any way for the campaign members in the new org (including updating data into Full Circle Fields) be sure you copy this value from the original campaign member records to a temporary field so that it’s not lost during the upload. We would use this temporary First Responded Date field to set funnel data. This would consist of setting the correct Response Date and top of the funnel fields (typically Inquiry) and finding Active Responses as part of the data adjustment. If the CreatedDate of the campaign member is to be the reference for setting Response Management funnel fields, then this is not required. If the customer is using the Standalone Campaign Attribution product this field will be required.

If you are just inserting campaign members as non-active responses you can put the data you want to be the response date directly into the Campaign Member managed package date/time field 'Response Date' (API: FCRM__FCR_Response_Date__c)

Other Data Considerations that should be reviewed

Lead/Contact Status values (active/inactive/funnel)

Opportunity Stage values (active/inactive/funnel)

Process changes (inclusive of scoring, qualification etc etc)

Marketing automation integration changes

Opportunity Association to responses post-migration

Setting Additional Fields

Talk to your FCI Customer Success Reps to make sure you have a specific data plan, but here are some Response Management Fields you may want to set on the imported objects.

Leads

If the leads are not part of a Non-Response record type - set the following fields: (If Response Management is on - these fields will be set by the application)

Created By Lead Conversion - Checkbox Field - set to checked

Name Created Date - Date/Time field - set to the original lead created date.

Contacts

If the leads are not part of a Non-Response record type - set the following fields: (If Response Management is on - these fields will be set by the application)

Name Created Date - Date/Time field - set to the contact lead created date.

Campaigns

For any campaigns that will be active, configure any relevant Full Circle fields including the Campaign Sourced By (API: FCRM__FCR_Campaign_Sourced_By__c) field.

Campaign Members

You will want to disable the application when uploading these records. We recommend using smaller batches. See the next section about options for disabling the application.

Be sure to set the following fields:

Response Date (API: FCRM__FCR_Response_Date__c) - set this field only if the member status is a response, else leave blank

Response Status (API: FCRM__FCR_Response_Status__c)

• If the Campaign Member is not a response - set this value to 'Not a Response'
• If the response is not active set the Response Status to either 'Legacy' or you can use 'Resolved - No Action Required'
• If the response will be active, set the Response Status to the corresponding mapped lead or contact status.

Admin Response Control (API: FCRM__FCR_Admin_Response_Control__c) - Set this field to disable our application for the context of the upload. Only set this field if the application will be on during the upload.

• Set this field to 1 to disable the application, it will be reset to 0

Funnel Fields

Each organization has it's own set of funnel checkboxes and date fields - determine which fields you should set for Responses.

Importing The Data to a Live Org

There are a couple of approaches you can take when importing data into the org. The real concern is the Campaign Member imports - for all other imports it should be fine if the application is enabled.

1. Disable FCI during the import. If you are going to do this pleas do this during a down time and pause any marketing automation systems or integrations that add campaign members to the systems. Also keep in mind any scheduled imports. You don't want new data being created during the import.
2. Leave FCI On but do the following
   1. If the org is not in passive mode, make sure the user doing the import is running in passive context
   2. The default lead/contact status values will still be set even for a user running in passive mode (the exception to this is non-response record types) so you may want to turn off the application for those uploads, or know that you may need to do a second run resetting the lead/contact status fields on the new records)
   3. On the campaign member imports be sure to set the Admin Response Control field to 1

Full Circle Response Management Triggers:

https://support.fullcircleinsights.com/Full_Circle_Response_Management/Response_Management_Admin_Zone/Response_Management_IT_Topics/020%2F%2FHow_Full_Circle_Interacts_with_Salesforce/Response_Management_Triggers