FAQ: How to merge two Salesforce orgs

In a previous blog, we explained how to prepare for an org merge. Now let's take a look at the next step in the process—how to merge two Salesforce orgs.

1. What steps are involved in the merge process?

It’s best to take a systematic approach to merging two orgs. Here’s a breakdown of the steps:

• Planning and preparation: Before starting the merge itself, it’s critical to map out all the functionalities and features of each org. Next, evaluate which ones you don’t need anymore and which ones are essential. In addition, consider any custom configurations and the impact they’ll have on the merged environment.
• Data migration: Data migration isn’t just about moving data from the source org to the surviving org. It’s also about ensuring data integrity during the transition. Prevent any errors or bottlenecks with proper mapping between the source and target fields. Additionally, to avoid disruptions, choose the most appropriate time to move the data—preferably during off-peak hours.
• User and permission management: There are likely to be overlaps between users and permissions between the two orgs. Deduplicate the user lists, and ensure that all permissions align with current job functions and security protocols.
• Testing: Never perform an org consolidation without rigorous testing. Start with unit tests to check individual components. Then scale up to system tests to verify that integrated components work the way they should. Don’t forget to test real-world scenarios, as this is often the best way to uncover unforeseen issues.
• Deployment: When the testing is complete and everything works the way you want it to, it’s time for the deployment. Schedule it during periods of low activity or even after hours. After the merge, monitor system performance. If you notice any emerging issues, address them promptly.

2. How do I migrate metadata and data during an org merge in Salesforce?

It’s critical to perform the metadata and data migrations meticulously. For metadata, you can use change sets, the ANT migration tool, or a third-party tool.

Data Loader is the traditional way to migrate data. However, it involves a lot of manual work. And if you’re migrating a high volume of configuration data—i.e. Salesforce CPQ, Billing, Advanced Approvals, etc—correctly mapping all the relationships between objects can take forever.

In addition, Data Loader isn’t secure, because you download all that data to your desktop before uploading it to the surviving org. This increases the chances of data exposure or data loss occurring.

The fastest—and most secure—way to migrate data is to use Prodly. Our desktop-free data migration tool provides data deployment plan templates for even the most complex data-driven apps, like Salesforce CPQ, Conga Composer, and FinancialForce PSA. Plus, it maps out all the relationships between objects for you—so all it takes to deploy is a couple of clicks. Imagine how much time you get back!

Another benefit of Prodly is that your data never leaves the Salesforce cloud. That means it remains protected during the move. What’s more: Our powerful data masking and data obfuscation tools mean you don’t have to worry about unauthorized access to sensitive information. And that goes a long way for compliance with GDPR, CCPA, HIPAA, and other regulations.

3. How do I manage users and permissions during an org merge in Salesforce?

Managing users and permissions is another key step in the merger. You don’t want anyone to gain unauthorized access, but you also don’t want to lock out any key personnel.

Start by comparing the active users in both orgs; then merge or deactivate any duplicates based on their role. Defining permission sets based on roles prevents overlap and conflicting permissions. That said, keep a close eye on profiles with advanced privileges to ensure they have the access they need.

You might also want to consider training any users whose access or permissions have changed so they’re aware of the new structure. By communicating clearly what the changes are up front, you can reduce the learning curve and avoid potential post-merge issues.

4. How do I test an org merge in Salesforce?

The importance of testing that the merge functions the way you want it to simply cannot be overstated. Create a test plan that accurately simulates real-world scenarios in a sandbox environment so you can run tests without affecting any live data.

Once testing is completed, perform a post-simulation review. Are the fields all correctly mapped? Is there any data loss or corruption? Do all workflows, processes, and custom functionalities work properly?

It’s not enough to just test whether everything works. You also need to conduct performance testing to evaluate how the merged org behaves under a variety of loads. This will reveal any bottlenecks or performance issues you might not have observed during the initial tests.

5. How do I deploy an org merge in Salesforce?

After you’ve tested the org merge thoroughly and are satisfied with its performance and functionality, it’s time for the final step—deploying the merge.

Schedule the merge during off-peak hours or after business hours to minimize the chances of interrupting business operations. You should also make sure all stakeholders are informed of when the merge will take place.

Remember to put a rollback plan in place. If things don’t go as smoothly as planned, you’ll have your contingency plan to fall back on so you can revert to the pre-merge state without any data loss.

When you’ve completed the deployment, run tests to see if there’s any data loss or corruption and to determine if everything functions as desired. Double check the users and permissions, and promptly take care of any issues.

In addition, closely monitor how the system performs. Minor issues can always pop up, and you should address them immediately to prevent them from becoming major headaches.

6. Are there any risks involved with merging two Salesforce orgs?

Yes, there are certainly risks involved with an org merge, and it’s important to be aware of them. They include:

• Data loss or corruption: If you haven’t mapped the data correctly or if an unexpected error occurs during migration, it can result in the loss or corruption of data. That’s why you need to have multiple backups and verify the integrity of the data after the consolidation.
• Duplicate data: Even if you thought you deduplicated everything before the merge, there might still be redundant data entries. You can address this by performing regular audits and using deduplication tools.
• Permissions errors: Incorrect permission settings are a big problem, as they can restrict essential personnel, give undue access to unauthorized users, or both. You should regularly review and, if necessary, adjust the permissions post merge.
• Performance problems: Anything from a surge in data to misconfigured settings can impact the performance of the org. To prevent this from happening, ensure regular monitoring and optimization.
• Downtime: In some cases, an org merge will require downtime—and that affects business operations. In these cases, it’s critical to perform the merge after business hours and notify all stakeholders in advance.

7. How can I minimize the risks associated with a Salesforce org consolidation?

The best way to minimize risk during an org consolidation is to prepare thoroughly and monitor the merge every step of the way. Proper preparation takes time, but it’s well worth the investment because it streamlines the process and allows you to develop strategies to deal with any expected challenges.

Prevent data loss and corruption by using a reliable, secure data migration solution like Prodly, which handles large volumes of data in a fraction of the time it takes other tools. Moreover, never underestimate the importance of testing—it’s your safety net. By conducting a variety of extensive tests, you can pinpoint any issues and address them proactively.

In addition, be strategic and if possible, opt for a phased deployment. This involves merging sections of the org gradually, which gives you more control over the process.

Finally, remember to monitor the org closely after deployment. If you don’t, minor issues can slip through the cracks and affect performance.

Merging two Salesforce orgs is easier with Prodly

An org consolidation is a complex process. Careful preparation, rigorous testing, and error-free deployment with a market-leading tool like Prodly can all make it much easier. And then you can enjoy the benefits of the org merge: streamlined operations, enhanced user experience, and more scalability.