lightning knowledge migration
TRANSCRIPT
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Lightning Knowledge Migration -Intro to the Summer ‘18 beta
Devra StruzenbergDirector, Product Management
last updated: May 22, 2018
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Lightning Knowledge Migration Tool (Beta)
Contents Plan:
1. What is Lightning Knowledge? 2. What is the tool and what is it not3. Who should use it4. Steps to get to Lightning
a. Try out Lightning Knowledge in a Trial Org and make sure it has the features that you need. If it is ready for you, proceed.b. Understand Roadmap (http://lightningroadmap.com)c. Read Migration documentation to understand how to use the tool (call out important sections and why) - VERY IMPORTANTd. Try out in Sandboxe. When plan is ready from Sandbox, then plan production. f. Remember that in production, when you Accept you cannot role back!
5. Intro to the Migration Tool - watch the recordinga. Not included in Partner recording
i. Demo how to validate (using Object Manager)ii. Demo how to check APEX code
6. Final work to do to setup Lightning Knowledge - reference the documentation but remind them in the decka. Add a couple more screenshots??
7. Resourcesa. add the new community
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What is Lightning Knowledge?
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Lightning Knowledge
Simplified Data ModelLeverage the power of the platform
Platform Aligned FeaturesMore feature enhancements, Easier Admin
Redesigned User ExperienceConsistent, Flexible, and Configurable UI
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FEATURES CLASSIC KNOWLEDGE LIGHTNING KNOWLEDGE Data Model Custom Article Types Standard Record Types
Page Layouts Fields only (no actions or related list)(Per Article Type & User Profile)
Fields + Actions + Related Lists(Per Record Type & User Profile)
Record Home Custom Record Home (static) Standard Record Home
Object Home 2 Custom Object Homes: Knowledge One & Article Management Tabs
Unified Standard Object Home with Listviews
Access & Permissions CRUD + Profile perms + Page Layouts +Custom “Article Actions” per Public Group
Standard CRUD + Profile perms + Page Layouts
Authoring Custom Article Management Tab Standard Actions (admin can control in page layout)
Search Custom Knowledge Search Standard Search - Knowledge in Global Search
File Attachment Custom File Fields (5 max) Standard Files Component
Approvals & Workflow Per Article Type Can be for all Record Types or per Record Type
Validation Rules Per Article Type Can be for all Record Types or per Record Type
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ARTICLE TYPE 1
ARTICLES
ARTICLEVERSIONS &
TRANSLATIONS
ARTICLE TYPE 2
ARTICLES
ARTICLEVERSIONS &
TRANSLATIONS
ARTICLE TYPE 3
ARTICLES
ARTICLEVERSIONS &
TRANSLATIONS
ARTICLE TYPE 4
ARTICLES
ARTICLEVERSIONS &
TRANSLATIONS
… max 100 Article Types
ABSTRACT ENTITY (PLATFORM FEATURES ONLY HERE IF WE ADD THEM)
CLASSIC UI
Classic Data Model
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CLASSIC UI
Lightning KB Data Model LIGHTNING UI
ARTICLES
ARTICLE VERSIONS & TRANSLATIONS
KNOWLEDGE
+record types
22K IdeaExchange points were retired in the Spring ‘17 release
with Lightning Knowledge!
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Files Moved to Files Object
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Article Actions with Public Groups moved to Permissions
LIGHTNING - USER PROFILE APP
PERMISSIONS
CLASSIC - ARTICLE ACTIONS
WITH PUBLIC GROUPS
Admin must adjust
manually after Lightning
Knowledge is enabled.
Perms are not changed
via the Migration Tool.
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Key Knowledge Features #onlyinlightning
Single Knowledge Tab (can rename)
Listviews
Record Types
Change Record Types
Favorites
Page Layouts (actions, related lists)
Standard Files Object & related list
Files: more than 5 files per article
Files: larger files & file names
Drag & drop files
Assign Draft Article to Queue
Configurable Record Home (App Builder)
Customize article formatting by profile
Record Home components
Search in Global Search (w/ Advanced)
Search archived articles
Lightning Knowledge Setup Flow
View individual user's draft queue
Share fields across Record Types
Channel fields can be optional to view
Change votes
Assignment fields from drafts in reports and lists
Knowledge Component on chat transcript record
Hover on Search Results
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How to try out Lightning Knowledge & Lightning Servicehttps://www.salesforce.com/form/signup/freetrial-service-ee/
1. Pre-configured Lightning Service org
2. Includes Console, Case, Knowledge, Social, Setup Flows
3. Sample Data included for easy Trial experience
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Migration Overview
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What does the Lightning Knowledge Migration Tool do?
Creates a new Knowledge Object Creates Record Types from Article TypesMaps fields from Article Types to new object Moves Articles and related records Mass assigns Record Types to ArticlesMoves Files from File Fields to the Files Related ListMoves Article Feed Posts Moves Smart Links Enables Lightning Knowledge
For Orgs with more than 1 Article Type
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What does the Lightning Knowledge Migration Tool do?
● Creates a Record Type from the Article Type● Mass assigns Record Types to Articles● Moves Files from File Fields to the Files
Related List● Enables Lightning Knowledge
NOTE: There is no undo for migration on a single Article Type org, so only use the migration tool for an org with 1 Article Type when you are ready to enable Lightning Knowledge. You cannot disable Lightning Knowledge once enabled.
For Orgs with only 1 Article Type
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What does the Lightning Knowledge Migration Tool NOT do?
Migrate Articles between Orgs
Migrate Articles from Solutions to Knowledge
Import new Articles to an Org
Export Articles
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DEMO
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In Summer 18, there is a perm that is Product Manager controlled to enable the Migration Tool. Once enabled, it can be accessed in
Setup (in Lightning Only). Only an admin can access this setup node.
Accept Terms of Service to begin
Migration. This will log who started and accepted the terms.
Also, a link to the documentation is
provided here.
It is EXTREMELY IMPORTANT that
this documentation is read before
running the migration to
understand how to prepare, run,
validation, and finish the migration.
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This screen shows which Article Type objects will be
migrated to the new consolidated Knowledge object. It also shows how many custom fields there are in each of the Article Type objects to migrate.
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On this screen, the Org Admin can choose to map fields with the same Field Type and content together so that there will only be 1
field in the new object. For example, if there is a Question field in the FAQ Article
Type and a Question field in the Issue Article Type, the Admin can map one to the
other so that there is only one Question field in the new Lightning Knowledge
Object. The new fields will have the Article Type name appended to the Field name in the API name in the new object. This can
be renamed after migration if needed.
Consolidating fields is not required if the org wants to have separate fields to use
with each Record Type in the new Knowledge object (for example, if they
need different field level security), however all rich text fields count towards the total Rich Text Area character limit of 1.6M
characters per object so we recommend consolidating fields that contain the same
structured content when possible.
Note: When mapping Picklist fields together, they must have the same values
including inactive values.
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If the org has File Fields in Classic, we will migrate them to the Files
object in Lightning. Files attached to an article will appear in the Files
related list on the Article. This screen explains to the Admin that
the Files will be migrated.
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There is a progress screen that shows when the Migration is kicked off. The user must refresh
the browser to see the page update.
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When the data is done migrating, this screen shows how many of the
records migrated successfully for each object. This gives the admin a chance to decide when to switch the
org from Classic Knowledge to Lightning at a time that they are
ready to do validation on the migrated fields.
When ready, click Next and the Classic Article Types will be
deactivated and the new object will be activated. There will be another
chance to roll back.
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This is the final stage of the migration. After validating
the results and verifying that all integrations and
customizations are pointing to the new object, the org
admin can Accept and finalize the migration. When
the migration is Accepted, the old Article Types are
deleted. If the admin cancels the migration, the new Knowledge Object is deleted and the old Article
Types are reactivated.
NOTE: ONCE THE MIGRATION IS ACCEPTED, IT CANNOT BE UNDONE.
ACCEPT CAREFULLY.
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MIGRATION PATH
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1. (Salesforce) - Enable the Betaa. Customers are nominated to the beta by their Success Manager
b. Onboarding is not immediate. We are onboarding customers in batches with PM Approval.
2. Prep for Migration in Sandboxa. Read the migration tool documentation - This is very important.
b. Setup one or more sandbox to use for migration (make sure all necessary features included)
i. Full copy sandbox recommended (otherwise data corruption affects migration)
ii. Must be Summer 18 sandbox
c. Prep field mapping in advance
d. Validate that the Rich Text Field size max character limit (1.6M) will not be exceeded in new object
Migration Preparation
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1. Remove user create/edit/delete access to Knowledge in the Sandbox before migration
2. Run migration tool in Sandbox
3. Validate results (review suggestions for validation in documentation)
4. Identify changes that need to be made in productiona. APEX class references
b. Integrations: custom integrations, communities, websites, mobile apps
c. Setup
5. Document your plan for Production
a. Note all steps and lessons learned to make Production run go more smoothly
b. Track all customizations that need to be changed
Running/Validating the Migration (in Sandbox)
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IMPORTANT RECOMMENDATIONSLightning Knowledge Migration Tool (Pilot)
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1. Max character limit across Rich Text fields = 1,600,000 characters (Documentation)
2. If your combined fields will exceed this limit, follow these steps before starting migration:
a. Consolidate fields from multiple Articles Types that don't need to be duplicated in new object
b. Reduce character limit in some rich text fields (Some of your existing fields may have been set to
the maximum character limit when created, but may not need to be that large)
i. Reduce the size on some Rich Text fields to be able to meet the maximum number of characters across
all Rich Text Area fields that will exist in the final consolidated object (keep in mind field consolidation).
ii. When you reduce the character limit, you will receive a warning if any of your existing articles have more
data than the new limit will allow. Proceed if there are no conflicts. Change the limit back to a higher
character limit if the change would affect existing Articles so that you don’t lose data.
Maximum Rich Text Field Character Limit
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1. Consolidate Fields where possible
a. Fields can map if they are the same field type
b. Fields that have the same purpose can consolidate to one field in the new object
i. For example, if I have a field called "Question" in 3 different Article Types, I probably only need one that
can be reused in the combined new Object.
ii. This is important to help make it easier to admin your Object (to know which field to use for what on Page
Layouts, validation rules, reports, etc).
c. Consider how you will use them:
i. If you have different use cases per Article Type, keep them separate. For example, if you need to grant
different user profiles access via FLS per Record Type)
Prep Field Mapping
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RESOURCES & DOCUMENTATIONLightning Knowledge Migration Tool (Beta)
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Resources Available
Lightning Knowledge Migration Trailblazer Community
Lightning Knowledge Migration Overview Webinar
Lightning Knowledge Known Limitations
Knowledge Documentation Menu
Salesforce Lightning Roadmap
Lightning Knowledge Demo - Spring & Summer ‘17
Lightning Service Free Trial Org (preconfigured org)
Salesforce Knowledge Community
Summer ‘18 Release Notes
Spring ‘18 Release Notes
Winter ‘18 Release Notes
Summer ‘17 Release Notes
Spring ‘17 Release Notes
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TROUBLESHOOTING
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1. Documentation (provide link)
2. Review key areas
a. What won’t migrate (provide link)
b. Validation (provide link)
c. What needs to be managed afterward (provide link)
Documentation