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Simpplr to Simpplr Migration Tool

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Matthew Rawls
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Note: This information is only applicable to legacy Simpplr customers who have a dedicated Salesforce instance for their CRM plus their Simpplr Salesforce instance, and need to migrate their content. 

Table of Contents

What is the Simpplr to Simpplr Migration tool?

What does Simpplr do?

Before you begin the migration

Key points

 

What is the Simpplr to Simpplr migration tool?

The tool allows us to decouple Simpplr instances from their Salesforce CRM. Since Salesforce instances are usually shared within a company, this migration will allow customers to have a standalone Simpplr instance.

This requires having a source and destination instance, as well as dedicated admin users to execute the migration. The customer must be on the Cerro release or later.

After the migration is completed, some app settings and integrations will need to be manually reset. 

 

What exactly is done on the Simpplr side? 

  1. An independent page will be provided to initiate the migration.
  2. User suffix will be added.
  3. The site owner will be changed (in case the owner is an inactive user).
  4. Migration is started.

 

Before you begin the migration

You will need a new environment and two dedicated admin users. Profile information and prerequisites must be completed in the new instance before the migration.  

You'll also want to audit your existing content before preparing it to move to Simpplr. We recommend using the attached Content Inventory Template at the bottom of this article to help you track content and ownership.

    1. Identify all potential sources of content 
      • Different drives such as Google, Sharepoint, Box, emails, newsletters, etc.
    2. Take inventory of existing content 
      • Create a spreadsheet with titles to start tracking content
    3. Review volume of content and identify work effort involved (scoping) 
    4. Identify top consumed content 
      • Any specific analytics?
      • What are the most commonly asked questions? 
      • What information are users looking for the most? 
    5. Establish a criteria to share with cross-functional teams 
      • Note: Do not assume you need to bring over everything
  • Identify key content that is "must have" for launch 
      • What already exists and is up to date?
      • What needs to be refreshed?
      • What needs to be net-new?
    1. Identify primary / critical functions that own the data 
    2. Identify key contacts for each key function to audit 
      • Users responsible for reviewing existing content to prioritize
    3. Functional POC reviews content and does the final audit 
    4. Prioritize what to move 
  • Establish the MVP (minimum content) for initial launch
  • Content that all users need on Day 1
  1. For remaining content (not in MVP) establish a "Under Construction" sites with links to former sources
  2. Start migrating content 

 

When you're in the tool

Plug in the source and destination instances, the two admin users, and run the migration. 

 

When you're finished with the tool

Set up the integrations and app settings that weren't captured in the migration:

  1. The service accounts have to be re-connected.

  2. ServiceNow notifications have to be re-connected.

  3. Smart search has to be re-enabled.

 

Key points

What is migrated?

    1. Under Manage Application:

      • Setup

        • General

        • Governance

        • Privileges

        • Navigation

        • Email

        • Troubleshooting

      • Defaults

        • Email notifications

        • Home feed

      • People

        • User syncing

        • Profile fields

        • People category

        • Licensing

      • Integrations

        • Analytics & embeds

        • File management

        • Messaging

        • People data

        • Search

        • SSO

        • Support & ticketing

        • Social campaigns

    2. Profile Detail screen

    3. Events data

    4. Must read data

    5. FAVORITES data

    6. Simpplr tickets (ServiceNow)

    7. MANAGE SITES data

    8. Manage Topics data

    9. BRANDING data

    10. Home defaults

    11. AUDIENCES data

    12. SUBSCRIPTIONS data

    13. Social Campaigns data

    14. Newsletter data

    15. ALERTS data

    16. Home and Sites dashboard data

    17. Sites data

    18. PEOPLE data

    19. CONTENT data

      1. Pages/Blogs + links (to other intranet pages + external pages)

      2. Events

      3. Albums

      4. Topics

      5. Intranet Files (used in Simpplr i.e. attached to content/feed)

      6. Intranet Images

      7. Version history

      8. 'Not useful' history

      9. Moderation history

      10. Must read history (If applicable)

      11. Likes

      12. Content - Feed

      13. Favorite

      14. Date/Time logs to be retained

      15. Related content

      16. Files

      17. Inline items in the body - Simpplr's content added inline, people links, mentions, topics to be migrated

    20. FEED data

    21. External Apps data

    22. NOTIFICATIONS data

      1. Last 50 notifications

      2. All unread Must Reads

    23. All ANALYTICS data

    24. MOBILE APP CONFIGURATIONS data

    25. Expertise data

    26. Quick Start Tour data

      1. The user who has already seen the tour, should not be prompted to see the same.

    27. Segment data

    28. Site Files and Folders

    29. SandInBlue

What is not migrated?

    1. Newsletter: Post-migration, tracking from old org will not be there

    2. Feed poll choice and feed poll vote

    3. Feed Favorite

    4. Feed TrackedChange

    5. Site Files and Folders - CRM files

    6. No Feed mentions

    7. No Hashtag

    8. Site mention in the content feed

    9. Browser URL - Marked favorite

    10. Post-migration need to reindex for search

    11. Any Salesforce setup needs to be done again -

      1. DKIM Key

      2. Single sign-on

    12. Post-migration, scheduler jobs are to be manually scheduled.

    13. Manage App → email → From email sender address in the destination org. to be manually filled

How are users handled?

    1. Users are fetched from the source org

    2. Suffix to be added

    3. Users are migrated to the destination org (Active + Inactive)

      1. Migrate

        1. user metadata

        2. Profile image

        3. Manager

    4. Only those users are migrated who have Simpplr People set to TRUE (this applies to old users)

    5. New user names will be created post-migration

      1. In the case of SSO → No change for the end-user during the login process

  1.  

Other points

    1. No inactive user can be site owner, need to change the same before initiating the migration

    2. There is a setting in Salesforce CRM Content → Autoassign feature licenses to existing and new users which needs to be set off (licensing issue)

    3. Custom tiles and/or HTML code?

    4. Content in draft mode?

    5. IMAGES - we need to be super confident these all come over. And if not WHAT are the conditions etc.?

 

 

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