What to Expect During Your Groove Migration

Migrating your Salesforce org with Groove is a structured process designed to ensure a smooth transition. Our team has managed this migration multiple times, and we aim to make it as seamless as possible. Below is an outline of what you can expect, including key steps, timeline, and actions required on your end.

 

Migration Timeline

Please note it takes at least 8 weeks to process an entire migration. The timeline below covers the steps and stages of your migration. 

 

Before the Migration

 

1. Kickoff Meeting with Clari

 

Before your migration, you’ll have a kickoff meeting with Clari Support and CSM teams to cover what you want to migrate, changes you’d like to make, and any concerns.

 

2. Confirm Migration Date

• We recommend scheduling the migration for a Friday afternoon, allowing time over the weekend to complete the process before users return on Monday.
• All users should stop using Groove before migration begins.

 

3. Provide Required Information

• New Salesforce Org ID
• Legacy ID field names for key Salesforce objects (Account, Lead, Contact, Opportunity, Task). Example: 

 

contact: 'Migration_Id__c',

lead: 'Migration_Id__c'

account: 'Migration_Id__c',

opportunity: 'Migration_Id__c', task: 'Migration_Id__c',}

 

• Admin Access to both the old and new Salesforce orgs to facilitate the transition.
• Confirmation of Groove-managed package settings transfer (Groove Views, Custom Settings, Personal Blacklist records).
     

4. Prepare End Users

• Users will receive an email prompting them to reconnect Groove to the new Salesforce org post-migration.  
• Admins should notify users in advance and provide a backup reconnection link (engine.groove.co/fix) in case they miss the email.

 

5. Stop Using Groove Flows

When contacts and/or leads are moved into a Flow they become tied to a What_ID (Account, Opportunity, etc). This What_ID is tied to a Salesforce ID that exists in the Salesforce instance you want to migrate out of. So, to avoid conflicts, you must wrap up all your existing Flows and get all the contacts and leads moved out of Flows to avoid complication.

 

During the Migration (Friday Afternoon - Weekend)

1. Backup & Data Transfer

• Groove engineers extract and transfer necessary Groove-managed settings from your old Salesforce org.
• Legacy Salesforce object IDs are mapped and updated in Groove’s database.

 

2. Credential Reset

• Groove will clear all user credentials, ensuring they connect to the new Salesforce org correctly.
• This step will trigger an automated email notification to users, instructing them to log in to the new org.

 

3. API Calls Usage 

• The migration process involves API calls to Salesforce, which are optimized in batch operations. If necessary, you may need to request additional API quota from Salesforce support.

 

After the Migration (Monday Morning)

1. User Reconnection 

• Users will receive an email prompt to reconnect Groove to the new Salesforce org.
• Admins should verify that all users successfully log in and that no one accidentally re-authenticates with the old org.
• If users do not receive the email, direct them to engine.groove.co/fix to manually reconnect.

 

2. Final Validation

• Groove engineers will verify that the new Salesforce org is correctly integrated and that data is syncing as expected.
•  Any issues should be reported immediately to Groove support for resolution.

 

Key Contacts

• Primary Admin Contact – Please designate a point of contact on your team to coordinate during migration.
• Groove Support Access – Ensure Groove engineers have support access to both the old and new Salesforce orgs during the migration window.
• Emergency Contact– In case of any issues, we may reach out outside normal business hours for quick resolution.

 

 

Admin To-Do Before Migration

An Admin must complete these steps just before we begin your migration. 

 

1. Open Salesforce and log out.

2. Reconnect the Groove Extension.

3. Go to Extension Options page and click logout (Gmail will auto refresh).

4. Log in again when Omnibar prompts you to. 

5. Reconnect the Groove web app: Go to app.groove.co/troubleshooting and log in.

 

Final Notes

• Communication is key – Keeping users informed about the process will prevent disruptions.
• Plan for downtime – Groove should not be used during the migration process.
• Post-migration checks – Ensure users reconnect promptly to resume full functionality.