Migrating to a New Salesforce Instance

When a company needs to switch from one Salesforce Instance to another one, there are a few things they need to do with Express.

NOTE: The following details should be done before licenses are removed in Salesforce and Express in the old instance. Once a user is removed from Salesforce, they are removed from Express and may cause missing data in plans as well as reporting. 

Steps to Move Details to New Instance:

Re-create the mappings in the new instance: The mappings need to be reconnected to the fields in Salesforce. The field names (and API names) in Salesforce need to be matched to the Express Field Names used in the old instance. If the API or field names change, that is okay as long as they are remapped to the Express Field Names. 

1. First, make sure all API names are set up in the new instance. This may need to be done by the Salesforce System Admins or your company's IT team. To see the Express Field Names go to
   1. Express > Setup > Define Deal Attribute > select a mapping to review

      NOTE: If you have multiple mappings, you can have the same Express Field Name, but in different mapping, it looks to different fields in Salesforce. All Express Field Names need to be used as they are also used in Plans and may cause additional issues when importing plans from one instance to another.

2. Then you will need to create mappings that look to those same fields. To do this:
   1. Going into the old environment > Express > Setup > Define Deal Attribute > View All Fields 
   2. In a separate tab, open up the new environment > Express > Setup > Define Deal Attribute > View All Fields
   3. Recreate all Express Field Names in the new instance.

      NOTE: The names need to be exactly the same if they are referenced in any of the plans. In other words, the field cannot be changed from "Account" to "Accounts" as the plans will reference the first field and may cause an error when uploading.

   4. Under Deal Mappings, Release Mappings (if any), and Delete Mappings (if any), recreate both CSV and Salesforce mappings. This is where you will be linking the API Salesforce names to Express Field Names.

Recreate the plans: Plans can be exported from the old instance and imported into the new instance. The key is to have all the field names set up in the new instance, so when importing into the new instance you do not hit any errors. To do this:

1. Go into the old environment > Under the header click "+" > search for Express Admin Tool (it may also be labeled as "Xactly Admin Tool")
2. Under row 1, "Export a Plan", export all the plans

   NOTE: Select the drop-down menu to export each plan.

3. Go back to the new environment > "+" > Express Admin Tool
4. Under row 2, "Import a plan", upload each plan you exported in step 3.

   

NOTE: This file will be in .xml format.

Getting into the Current Period:

Closeout all periods, until you are once again in the current period: Since you are moving to a new instance, it will be as if you are starting from scratch with Express. You will need to go into Express and once again Close Out Each Period until you are in the current period. 

If you have a specific Monthly Processing, this would need to be completed in each period until back in the current period. 

Historical Details:

Move all Historical Details into New Instance: In order to have the historical show back up in the new instance, you would need to start Express in the fiscal year and period it started within the old instance. For example, if you have been using Express since 2013 and want all historical information in the new instance, you would need to roll back Express to 2013 and close out each period until back in the current fiscal year. 

To reset the fiscal year:

1. Go to Express > Setup > Other Settings
2. Section A change the fiscal year to start in the previous fiscal year > Save

Saving Historical Information: The following reports can be exported to get historical details. Additionally, there is not an option to bulk export the Commission Statements. Admins will instead need to go through each, individual rep and per period, per fiscal year full their Commission Statements. 

• XCDeal: This is a detailed level report to see all raw deals imported into Express (no calculations applied).
• XCCreditDealResults: This is a detailed level report to see credited deals by person/Plan/Rule/Period/Deal. This does not show payment details.
• XCPayoutDetails: To show all payment details, including credit details. All bonus rules will show up as lump sums and not show deal details (i.e. Deal Id, Deal Date, Opportunity Name). Overall, this is a detailed level report that shows payments by Person/Deal/Plan/Payment/Period. This is a child to the XCPayoutResult. This is the object the Commission Statements are pulled from.
• XCPayoutResults: This is a summary level report that shows payment results at the Payee level. Includes Draws and Manual Payment Adjustments. This does not include Plan or Payment specific information (as it is summarized at the person level). This is the object the Payroll File is pulled from.
• XCManualAdjustments: This report is to see payment adjustments and any rep or admin comments.
• XCCreditAdjustments: This report is to see credit adjustments and any rep or admin comments. This report is hidden and will need to first have the Report Type created before pulling the details from the Report tab. 
• Commission Statements: Express does not have an option to bulk export all Commission Statements, but if auditing will later need to be done on these, they need to be exported per user, per period. To do this go to Express > click on the icon in the upper left corner > on the bottom right click "Dashboards" > go through each user and download the Commission Statement for each period for each user. 

See Xactly Report Details for additional report details. 

Licenses in New Instances:

Please contact your Customer Success Representative to activate licenses in your new instance. You will need to know the Salesforce Organization Id of your new instance. This can be found in Salesforce > Company Information > Organization Id

Uploading Express into the New Instance:

Please contact Express Support to install the newest version of Express into your new instance.