Transitioning to a New or Merged Salesforce Instance

An unchanging and permanent Salesforce configuration is almost unheard of in the start-up space. As companies grow and sales processes morph, we need to reconsider our Salesforce instance and adjust the set up in such a way that reflects our maturing business. Some changes are small (renaming Opportunity Stages, to name one example) while others require a more significant lift.

Consider this scenario: you’ve just acquired a new company (congrats!) and have been tasked with incorporating its Salesforce data into your current instance. As if standing up Salesforce the first time around wasn’t a hefty effort in itself, you have to do it again, now with the added obstacle of keeping your company’s and your acquired company’s historical data intact. 

You begin by copying your Opportunities, Accounts, Contacts, and Users to your go-forward Salesforce instance, but then what? What happens with all the historical data you’ve built up, such as the audit trail of changes to your Opportunities’ Amounts and Close Dates?

The same obstacle pops up in other scenarios too. Maybe you need to create a net new instance to unify two companies’ information. Maybe you’re moving away from a legacy configuration, or you could be creating a second instance to separate a specific business segment. Whatever Salesforce transition you’re currently navigating, InsightSquared has got you covered. Read on to learn the basics of merging and transitioning instances, and how to retain your ever-important “History” data.

The Importance of Tracking “History” Data Over Time

Yes, it can be a process to maintain “History” data, but there’s a reason we make such a fuss about tracking past performance. Having access to “History” data allows you to see reports such as Pipeline History (what was in our pipeline on December 1st?), Sales Funnel (what is our win percentage from Stage 3?), and Manual Forecast (what was in “Commit” last week?).

Pipeline History: How is our pipeline value changing?
Sales Funnel: What are conversion rates for closed opportunities?
Manual Forecast: What is our team forecasting?

History-based reports are essential when analyzing your business. Sure, you can run off of instinct, but your gut-feeling is never going to be as powerful as decisions backed by data. We learn from our past mistakes and our past successes, so why not utilize that knowledge when making next quarter’s plans? Seeing where you stood last week, last month, last quarter, or even last year, will help you spot opportunities for improvement and then give you the ability to track the success of tactical initiatives moving forward. 

The Basics

There are three major components that come into play when merging Salesforce instances or transitioning to a new one: copying the OpportunityHistory object, mapping Old Opportunity IDs to New Opportunity IDs, and reconciling any differences in Sales Stages.

  1. Copy

  • Copy the OpportunityHistory data to the go-forward Salesforce instance as a custom object.
  • If you are using a custom field for Opportunity value, you will need to copy the OpportunityFieldHistory object too.
  • Copy any other relevant object’s history data (e.g. Lead History, Contact History, Account History).
Example of OpportunityHistory Copy
Example of OpportunityFieldHistory Copy
  1. Map

  • Create a Mapping of old Opportunity ID to new Opportunity ID
  • Create a custom field on the Opportunity that refers to the Old Opportunity ID 

– OR –

  • Create an additional field on the copied History data with the relevant New Opportunity ID
  1. Reconcile

  • Create deactivated Stages in the go-forward Salesforce for all Stages found in the old instance  

– OR –

  • Create an additional field on the copied History data with the relevant New Stage
  • Note: If you’re working with InsightSquared, send your implementation consultant a mapping for each of the stages
Example of Stage Reconciliation

Something’s Missing

Despite completing these migration steps, you’ll notice that your old instance’s OpportunityHistory and your new instance’s auto-generated OpportunityHistory can’t be combined. 

No matter how skilled your sales operations team, you can’t merge OpportunityHistory data from your old instance to the OpportunityHistory data of your new instance. Access to this data allows you to see an Opportunity’s Snapshot Date, Value, Stage, Forecast Category, and Close Date. Remember the history-based reports mentioned earlier? Yup, you won’t be able to create such reports without those details. 

Merging Opportunity History Data

Don’t worry! All of your work thus far is not for naught. When InsightSquared pulls your data from Salesforce, we will merge the old, copied OpportunityHistory data with the auto-generated OpportunityHistory data, and seamlessly blend the 2 datasets together. Doing this gives you the same powerful history reporting you had before the instance transition or merge, and retains a historical view of pipeline change and opportunity conversions over time. 

InsightSquared helps revenue operations professionals make better decisions by equipping them with actionable, real-time intelligence that drives predictable growth. InsightSquared’s Support team can offer additional support when it comes to merging and transitioning to new Salesforce instances. Reach out to us here to learn more.