[+]
[+]
[-]
 [+]
  
 [+]
 [+]
  
 [+]
 [+]
 [+]
 [+]
 [+]
 [+]
 [+]
 [+]
 [-]
  [+]
  [+]
  [+]
  [+]
   
   
   
   
   
   
   
 [+]
[+]
Updated on 12/10/2019
Workflow Documentation
Migration Manager
Direct link to topic in this publication:

PREVIOUS  |  NEXT

Migration Manager

Quick links

You can use the Migration Manager to transfer data between Workflow and other SAP Sales Cloud products, and to transfer objects between tenants or installations. You can transfer most entities, including cases, workflows, actions, forms, custom fields, and scripts. 

Note:  For improved performance and reliability, we recommend that you import one workflow at a time.

You can export the following file types:

  • CSV
  • WFB
    WFB files are Workflow Backup files in JSON format. You can export to WFB and then later import it to restore your settings if necessary. This is a good backup tool when you are testing alternate configurations. Workflow encrypts exported WFB files.
  • XLS
  • TXT
You can import the following file types: 
  • CSV
  • WFB
    WFB files are Workflow Backup files in JSON format. You can export to WFB and then later import it to restore your settings if necessary. This is a good backup tool when you are testing alternate configurations. 
  • ZIP
    Must be a compressed CSV or WFB file 

Export Overview

[Back to top]

You can export objects from your tenant that you can later use as a backup, or for importing into another tenant. The downloaded file type will be RAR or ZIP, with the comma default delimiter. 

You can export one or more components at the same time. Your selected components are displayed in the Selected Data To Export section. On export, we copy all dependents of an object, and if they do not already exist in the target location, we create them. 

You can export the following components: 

Components
Accounts Custom Fields  Menu Items Scripts
Assignment Groups Custom Params  Notifications Statuses
Business Calendars Custom Tables  Permission Groups Users
Cases Departments  Priorities User Types
Companies Document Templates  Project Roles Workflows 
Contacts Email Templates  Projects
Custom Actions Forms  Scheduled Tasks


Note: When exporting Secure Text components, Migration Manager masks the values.


Export Data 

[Back to top]

Note: You can run only one export job at a time.

The following steps describe how to export any component except cases. For instructions for exporting cases, see Export Cases

  1. Go to Setup > Administration > Migration Manager and select the Export tab.
  2. In the Component list, select the component to export. 
    The objects available for the selected components are displayed below the Search field.
  1. Optionally, you can search the available objects and sort them by name or Updated On date. 
  2. Select the objects to export, or check Select All to export all objects.
    To improve performance, only the first 10,000 objects are displayed.
  3. Repeat steps 2-4 for all components you want to export. 
    Selected Data To Export displays the number of objects you selected. 
  4. In Export Type, select the format to export to:  
  • For Contacts, Custom Tables, and User components, you can select:
    • As WFB
      Workflow encrypts exported WFB files.
    • As CSV
    • As Excel
  • For Script components, you can select:
    • As WFB
      Workflow encrypts exported WFB files.
    • As Text
  • All other components export to a WFB file.

Note: If you export account, contact, user, or project components in WFB format, custom field values for those objects are not exported. To export custom field values, use the CSV format. 

  1. In Export Detail, specify the file name, version, and description for the export file.

Export Cases

[Back to top]

You can export selected cases to a CSV file. When you export cases, the case key is exported with all other case data. 

  1. Go to Setup > Administration > Migration Manager and select the Export tab.
  2. In the Components list, select Cases
  3. Click Yes in the confirmation message.
  4. On the New Search page, enter or select your search criteria.
    For more information about searching for cases, see Simple Search.
  1. Click the Export button.

To create a new search, click Reset

Import Data

[Back to top]

You can import one or more lines of data from CSV, WFB, or ZIP files.

The following rules apply to import files:

  • The first row of a CSV import file must contain a header with the column names to import.The column names must match the field names in Workflow.
    Subsequent rows contain the data with the comma (,) default delimiter. For more information about importing cases, see Import Case Example.
  • The import file must contain columns for all required fields, and can include optional columns. All rows for required columns must contain data. Rows for optional columns can be empty.
    You specify which fields are required when configuring the Case Create Action
  • When importing cases:
    • The STATUS field is required.
    • If you don't populate the CASE KEY column, the case will be assigned to the default workflow.
  • Columns in the import file that do not have corresponding fields in Workflow will be skipped.  
  • If the import file contains invalid data or formatting, the import will fail and no data will be imported. In this case, we provide a detailed message that explains the cause of the problem.

You can download an example CSV header using the Download CSV header example link on the Import tab. Use the example to see which values you can populate for the following types of components: 

  • Accounts 
  • Cases
  • Contacts 
  • Predefined Values
  • Users

Important considerations

  • Case import creates new cases, it does not update existing cases.
    If the import file contains the case key column, the column will be ignored. All other data will be imported into a new case. For example: the import file has a case key column with the value A-B-1, a  status column with the value In Progress, and a CF text column with the value Sample Text. Migration Manager will not update case A-B-1 with the new status and text; it will ignore A-B-1, and create a new case  with In Progress status and Sample Text in the custom field text.
  • If you import an image, such as one that is attached to a custom field, we import the field configurations, but you must manually import the image file. 
  • If your data contains special or non-ASCII characters, you must save your CSV file in UTF-8, not ASCII, format. 
  • When importing Date components, you must use the MM/DD/YYYY date format.
  • When importing users, the import file must contain a login_name column.

To import data

  1. Go to Setup > Administration > Migration Manager and select the Import tab.
  2. Select the component to import from the Component list.
    You can import only one component at a time.
  3. Click  to upload a file.
    Click to remove the file from the File Name field if necessary.
  4. The following information appears when you chose to import a WFB file type: 
    • Main Object: The type of component. 
    • Main Object Name: The name of the main object.
    • Version: The version of the exported component. 
    • Description: The description of the exported component.
  5. In Import Settings, select one of the following options:
  • Create new object if already does not exists: Creates a new object when an object with the same System ID does not already exist. 
  • Create new object or overwrite existing objects: If an imported object has the same System ID as an existing object, the imported object will overwrite the existing one. Select this option if you want to update an existing object.  

For the following components, specify additional fields:

Custom Tables

  • Name: Enter the name for your custom table when importing a CSV file.

Predefined Values

  • Custom Field: Select the custom field to import. 

Users

  • Import passwords: Select if you want to import user passwords. If you select this option, the import file must contain the password column.
  • Do not import passwords: Select if you don't want to import user passwords. In this case, the import file should not contain a password column. 
  • Default password: Optionally, enter the password that all new and existing imported users will use for logging into Workflow. If you do not specify a default password, existing users will log in with their current password, and new users will not be imported. 
    Note that if you import an object to which a user is connected, the user is also imported. If that user does not exist at the destination location, Workflow creates the user and assigns a random password when importing. To enable login for such users, you must manually change their passwords, or the user can use the "Forgot password" link  to reset the password.
  • Optionally, select the Force a user to change password at first login option. 
  1. Optionally, click File Preview to view the file before importing it.
  1. Click Import.

When import is complete, the number of items successfully imported  and the number of errors are shown. Click the More Info link to review a list of errors, then correct the errors and import the file again.  

    Note: When importing users, the CSV file must use only Comma as a separator. Ensure to include the “LOGIN NAME” and “SYSTEM ID” columns. There must be a space between these two column names, not underscore. For example, the column name must be LOGIN NAME and not LOGIN_NAME. Other standard columns which consist of two words use underscore, such as “USER_TYPE”, “FIRST_NAME”, “LAST_NAME”, “NUMBER_FORMAT”, etc.