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Migration Tools in SAP Sales Cloud and SAP Service Cloud

12 min read


Overview on migration tools in SAP Sales Cloud and SAP Service Cloud solution

Table of Contents

Manual Migration

Manual migration is executed by your project team members through regular transactions in the SAP Sales Cloud and SAP Service Cloud solutions.

The drivers for selecting a manual migration approach are:

  • Low data volumes
  • Legacy data is too unstructured
  • Migration template for a specific object is not available

Initial Load (Integration)

The initial load (integration) is executed by your project team by leveraging the iFlows setup in your middleware based integration.

The drivers for selecting an inital load (integration) based approach are:

  • High data volumes
  • ID mapping
  • Preferred method in case integration is in scope

Tool Supported Migration: Data Workbench

Tool supported migration is executed by your project team by leveraging the SAP Sales Cloud and SAP Service Cloud solution Data Workbench.

The drivers for selecting a template based approach are:

  • High data volumes
  • Available time period to load the data in the Production system. For example, if all data needs to be loaded over a weekend, manual migration is not possible (in most cases).
  • Requirement for performing multiple data loads in different systems. You can fill the template once and load it multiple times. For example, for test loads in the Test system and final load in the Production system.

The Data Workbench work center is a one-stop shop for all data migration and data maintenance needs. It is based on the OData web services. Data Workbench supports the following scenarios:

  • Import of Complete Business Object
  • Import of Individual Business Object
  • Import of Custom Business Objects
  • Import of Attachments (whenever byte type attachment files are used)
  • Continuous Updates (such as individual object updates after initial load)
  • Export of business objects for mass updates

The Data Workbench tool is available through the Data Workbench Work Center.


With the Data Workbench, you can:

  • Import records or update existing records into the system for standard and custom objects.
  • Export records from the system.
  • Create templates to maintain reusable field and code list mappings*.
  • Monitor the progress of the migration activity.

Currently supported only for individual Business Object (BO) root & sub-nodes

How to use the Data Workbench Tool

Creating Reusable Templates

A template is a mapping of the fields between two files (or systems). The data to be imported into SAP Sales Cloud and SAP Service Cloud solution may come from a system which could be managing it in a specific format. In such a scenario, it could be easier to create a mapping between these formats which can be re-used for data import whenever required. This ensures consistency in mapping across all users.

You can use templates to preconfigure field mappings and code list mappings between the columns in the comma-separated values (CSV) file and the Business Object node. This template can then be used for importing the data without the need to create a mapping again.



Once a template is created, it can be copied, renamed, updated and deleted.

The upload/download functionality can be used to reuse the template across multiple SAP Sales Cloud and SAP Service Cloud solution tenants. The downloaded file extension type is .dwbtmpl.

You can access the metadata CSV file by selecting the template and clicking on the metadata action. You can then maintain the field mappings and code list mappings using the CSV file instead of working it online, through the tool.


You can start the creation of a reusable template by selecting the relevant Business Object node and uploading a data file containing header information with or without data records.




You can then maintain new mappings or change existing mappings between the CSV format and the Business object node structure.



You can also maintain the internal and external code list mappings for the corresponding fields. This code list mapping can also be saved as a template (using the Save As template option) which will appear in the Templates work center.

If you have an existing code list mapping template that you have saved with your earlier migration activity and it is relevant for this field, you can reuse it by selecting it using the drop-down.

You can also configure the default internal code value for the external codes that have not been mapped using the option – Select Internal Code for Unmapped Fields in the user interface (UI).

If you do not have a reusable code list template and you want to work on the code list mapping offline because the mapping is expected to have many entries (for example, country code), you can download the same in a CSV file. Then, maintain the mappings and upload them back into the tool using the Download and Upload options provided in the UI.



Note: The creation of templates are supported only for individual Business Object (BO) root and sub-nodes. They are not available in complete BO import.

Import

With this functionality, you can import a complete Business Object. For example, import of accounts with all key header information, addresses, account team, sales data and more.

Import Complete Business Object

This option should be used to import data for all the nodes of a Business Object. For example, if you choose accounts, you can import the account header information, addresses, contacts, sales data and more, at once.

The typical use case for complete BO import is during the initial data load. It is also used when you have introduced a new process in SAP Sales Cloud and SAP Service Cloud solution and you want to import the data for the associated Business Objects.

It is mandatory to specify the External Key for all the records that you want to import. As the External Keys are used to maintain the association between root and sub-nodes, this will ensure an easy import of sub-node data using the parent external key as a reference.


Click on the download button to download a zip file onto the selected path. The zip file will contain the folders for maintaining the records to be imported, the code list mappings and the field definitions for the objects.

If you choose the import of individual objects, there would be no template nor code list folders. The corresponding CSV files would be included in the zip file directly.



The templates folder contains individual CSV files containing all the fields/columns required for the import. The records that need to be imported are maintained in this CSV file.



The code list folder contains individual CSV files for maintaining the code list mappings for the various fields.



The Field Definition folder contains individual CSV files for each node. They help guide you for the migration activity by providing the mapping between the names in the CSV file and the UI. It also indicates the code list mapping used for the field(s).


The import operations (Insert, Upsert and Update) will also be available for the migration of Complete Business Objects in future releases.

Import Individual Objects

This option should be used when you want to import or enhance the data for a Business Object node. The typical use case for this mode of import is during the cutover migration or after go-live.

With this functionality, you can import Business Object node data. For example, sales data for accounts.

The import operation can be classified into the following three types:

Insert

You can use this operation when you are importing data into the system for the first time and you want to create new records.

If you have pre-defined mappings for the fields and the BO is maintained in a template, you can select the same during the import process.

External Keys should be maintained in the CSV file during the initial import of the object (especially root node information).



Upsert

You can use this operation to create new data or update existing data especially if it is unclear if the data exists in the system or not. For example, the addition of a new member to an account sales team. It is mandatory to provide the External keys to avoid duplicate records during subsequent imports.

When you want to insert or upsert the data, you can either use the CSV file obtained through the Download Metadata action or use the preconfigured templates in the system.



Update

You can use this operation to update the data that exists in the system. For example, updating mobile numbers of existing contacts.

For updating the data, export the data using the Data Workbench tool. Make the changes in the CSV file and upload it.




You can select either of the two supported update modes. Choose the Ignore Blank Values option if you want the tool to keep the values of the field in the database. In other words, ignore all the blank values provided for a specific field in the CSV file. Choose the Update Blank Values option if you want the tool to overwrite the values in the database with blank values.




Note: You can insert new entries using the update operation by keeping the Object ID field blank especially in cases where you do not have the external key of the root node.

Consider the scenario where you need to add an existing territory in the sales territories for an account. You should export the sales territory node for the account using the export functionality. You should then update the information for the territory in the file, remove the value in the Object ID field, and then upload the file in the Update work center. This will ensure that the new sales territories are inserted in the Business Object node.

In order to delete a record, add an additional column – ToBeDeleted at end of the exported CSV file and mark the records to be deleted as True.

Import Attachments

For more information about how to import attachments into SAP Sales Cloud and SAP Service Cloud solution using the Data Workbench tool, you can refer to this blog

Export

You can use the export functionality to export the Business Object node data into CSV files. You can restrict the data to be exported by specifying filters to restrict the data. For example, export only those account headers where the account classification is A Accounts.



Monitor

The Monitor view is a one-stop shop for monitoring the results of all the operations triggered by the data workbench work center.

All the tasks are provided with a unique ID consisting of the object that is being worked upon and the timestamp of the operation. The type of the operation is categorized in the format – <Operation> <object type>. For example, Insert Individual object/Import Complete Business object/Export. The business subject node details are also mentioned along with the CSV file containing the information on the data records imported or exported into the system.

The status indicates if the migration activity has Not Started, is In Process, has been processed already Data Processed, or completed Finished/Interrupted.

The elapsed time gives an indication on the time taken to reach the finished state. Elapsed time is hidden by default and needs to be enabled from user personalization.



Other additional key information provided is the total number of records that are processed and not processed and if they were processed, was it a successful operation or an erroneous one. In case of an error, a suitable message is also displayed alongside the record. The unprocessed and errored out records are available in a CSV file for further analysis and processing.


Conclusion

This article introduced you to the migration tools in SAP Sales Cloud and SAP Service Cloud solution. Now, you can use at its best to perform your migration activities.

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