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GOLDMINE TO SALESFORCE CRM GUIDE

Please read this document before a mapping call with the customer. Also, please do refer to the Goldmine mapping to Salesforce CRM workbook for a detailed understanding of the mapping considerations.

Goldmine DATA EXTRACTION

1) Please ensure that there is a final copy of Goldmine database that you are working with. Goldmine can exist as separate personal instances for each user/division and each user/division can customize it very differently. Thus, it is recommended to decide on a Target Salesforce CRM Configuration first (prior to considering different Goldmine Instances).

Just like Salesforce CRM Offline Edition, Goldmine can also come in versions where each user has their own copy of the database, that is then synched in with the central database. In this case, please ask the customer to perform the latest synchs onto the central database.

2) Obtain a Goldmine System Administrator Username and Password from the Client.

3) Goldmine can come in 2 versions:

a) DBF File: Ask the customer to send the DBF file directly to you. Also ask the customer for a System Administrator Username and Password. This file can then be accessed using Microsoft Access.

b) SQL Server Version: Ask the customer to create a SQL Server Backup File (.BAK). Please refer to the “How to create a SQL Server Backup Knowledge Document?”. This .BAK file can then be restored and accessed onto a local SQL Server.

4) Please note that there is also another way of extracting data out of the DBF and SQL Server Goldmine Database:

Scribe:

Scribe can be used to migrate Goldmine data to Salesforce CRM, in a very templatized manner. These template rules are still being validated. The templates can be customized by a comfortable Scribe user. However, there is not much room for customization to the migration rules (on the fly) if using Scribe. The other approach is to load the data in a templatized manner using Scribe and fix it in Salesforce CRM. This is not usually recommended unless it is small fixes.

Scribe also provides a service where they migrate the data from Goldmine to Salesforce CRM in a very fixed manner. This service may be a good fit for some clients.

5) Ensure that there is no International Data in the Goldmine database. If this is the case, then either Language Packs will need to be installed for SQL Server/Access to work OR Oracle will have to be used.

DATA MODEL CONSIDERATIONS

It is important to note that a Goldmine instance can be customized in many different ways. The following section lists some of the differences and considerations that are important to understand regarding the Data Model differences between Salesforce CRM and a Standard Goldmine Customization.

1) The following indicates the mapping from a Standard Goldmine Entities to Salesforce CRM Objects:

|Goldmine Data Definition |Goldmine Table |Salesforce CRM Data Definition |

|Primary Contacts |Contact1 |Account, Contact |

|Contact Custom Data (sometime |Contact2 |Contact |

|Campaigns, Company Data) | | |

|Completed Appointments, Calls, To-Dos,|ContHist |Tasks(Completed) |

|Actions | | |

|Pending Appointments, Calls, To-Dos, |Cal |Tasks(Open) |

|Actions | | |

|E-mails(Sent, Received) |Mailbox (EmailMsg) |Tasks |

|Secondary Contacts |ContSupp |Contact |

|Opportunities |OpMgr |Opportunities/Opportunity Product |

|Additonal Info, Email Addresses, |ContSupp |Account, Contact |

|Website | | |

|Installed Product/Asset |ContSupp |Opportunity Product/Asset |

|Contract Info |ContSupp |Contract |

|Campaign |ContSupp |Campaign/Campaign Member |

2)

Everything in Goldmine rolls up to a Primary Contact where as in Salesforce, the related entities (Tasks, Opportunities, Contacts) roll up to an Account. Further, some Goldmine instances are created so that there ARE NO Secondary Contacts. In this case, every Contact is a Primary Contact, and so Record De-Duplication and Account Extraction needs clear business rules. Some Goldmine Instances are kept clean and there is a 1 to 1 relationship between Primary Contacts and Accounts.

3) Contact Ownership in Goldmine is determined usually by a field: Account Manager. Goldmine does not necessarily have a concept of ACTIVE Owners as Salesforce CRM does and this field is not ALWAYS required. Thus, the client needs to:

a) Provide Mapping from Goldmine Account Managers to Salesforce CRM ACTIVE users.

b) Provide a Default User for any Record Managers that are not ACTIVE Salesforce CRM Users. The Record Manager can still be captured in a Custom field in Salesforce CRM (during migration).

4) Salesforce CRM has certain REQUIRED fields for loading Accounts and Contacts. This is done for Data Quality maintenance. Goldmine does not have this and some important fields may not have values in them, as it is user-dependent in Goldmine. Thus, it is important to discuss with the client about the following fields and judge the record cleanliness. Please note that it is recommended the client cleanses and populates these fields prior to migration.

a) Primary Contact Company Name: If this field is empty and the client does not want to cleanse the data, then a default name such as “NO NAME” is recommended to be populated.

b) Primary Contact Last Name: If this field is empty and the client does not want to cleanse the data, then a default name such as “NO LAST NAME” is recommended to be populated. It is also recommended to migrate the Contact Full Name to a custom field on the Contact form in Salesforce CRM.

5) Goldmine DOES NOT have the concept of Leads. Thus, it should be discussed with the client if a CLEAR business rule can be set to identify a Goldmine Primary/Secondary Contact Record as a Salesforce CRM Lead OR a Contact.

6) As mentioned before, Goldmine is a Contact Centric system and does not have the concept of Accounts (as Salesforce CRM). It does have Primary Contacts. Thus, Company information needs to be extracted from Goldmine Primary Contacts to create Accounts. It is important to discuss this with the client and figure out what makes a Company unique for them. Is it:

a) Just the Company Name

b) Combination of Company Name and City, State.

c) Combination of Company Name and Some other Goldmine Custom Field.

NOTE: It is important to notify the client that this creation of Accounts is done based on EXACT COMPANY NAMES ONLY. Thus, IBM and IBM Inc. will be treated as separate Companies. The client can either clean this up in the ACT! Database themselves OR ask for other Data Enrichment Services.

7) The Account Address information is also extracted from the Primary Contacts. If the client is not creating a Primary Contact (per unique Company record), it is possible that 2 Primary Contacts working for the same company might have different addresses. Thus, it should be discussed with the client, as to how the Account Addresses should be populated:

a) Randomly pick the Account address (from Primary Contacts).

b) Use a Primary Contact field to identify the right Primary Contact to pick the Address from.

c) Do not migrate the Address at the Account level. Some clients are ok with this, as the Address information is still migrated at the Contact level.

8) The other Account information (such as Industry, Type, etc.) is also extracted from the Primary Contacts. If the client is not creating a Primary Contact (per unique Company record), it is possible that 2 Primary Contacts working for the same company might have different information in these fields. This is less likely then the Address case above. But, it should be discussed with the client, as to how this other Account information should be populated:

a) Randomly pick the Account information (from Primary Contacts).

b) Use a Primary Contact field to identify the right Contact to pick the other information from.

9) Account Ownership is also extracted from Contacts. As shown in the Goldmine mapping workbook, the concept of Record Ownership in Goldmine is determined by a field: Account Manager. However, each Contact can have a different owner. Thus, it should be discussed with the client, as to how the Account Record Ownership is determined:

a) Randomly pick the Account Owners (from Primary Contacts).

b) Use a specific business rule based on Territories/Industry/Specific Companies to assign Ownership.

c) Use a Primary Contact field to identify the right Contact to pick the other information from.

10) Sales records in Goldmine are migrated into Salesforce CRM as Opportunities. Please note that the Stage Names for the Goldmine data needs to match exactly the same as Salesforce CRM Stage Names. Some fields that are REQUIRED for migrating into Salesforce CRM Opportunities:

a) Opportunity Name: This does not exist as a Goldmine Standard field. This is a Salesforce CRM Required field though for Opportunities. Thus, it is important to discuss with the client which Goldmine field (or combination of fields) should be used to populate this value in Salesforce CRM.

b) Close Date: This does exist as a Goldmine field but it is not a REQUIRED field. Thus either the client needs to cleanse the data in Goldmine OR a default convention needs to be setup to populate this field.

c) Additional Fields: Goldmine also tracks additional data points about the Opportunity in either custom fields OR the OpMgr table. The related Opportunity Product information may be tracked this way. Thus, it is important to discuss this with the client and gather the required mapping.

d) Amount: Goldmine can track the Amount in the For Amount field OR CloseAmt field. It can also be customized to track separate Amounts for (License, Services, Maintenance). Thus, it is important to discuss this mapping with the client.

11) Goldmine also tracks Project records. Thus, it is also important to discuss with the client if Project record needs to be migrated into Salesforce as a Custom Object or an Opportunity record (with a separate record type).

12) Goldmine Email records are migrated into Salesforce CRM as Completed Tasks. Please look at the Best Practices tab in the Goldmine To Salesforce CRM Mapping Workbook to understand how the migration for these records should be carried out.

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