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Gainsight Inc.

Sandbox Refresh Process

Overview

This article describes the impact of refreshing Sandbox orgs on both Gainsight’s Matrix Data Architecture (MDA) and SFDC. It also recommends the actions should be taken by Admins before and after a Sandbox org is refreshed.

Sandbox

A Sandbox is a Salesforce instance and copy of your production org. Sandboxes contain the same metadata — including configuration information such as the types of custom objects and fields, applications, and workflows — as your production org. That metadata, as well as data in the case of a full sandbox, is copied to a new org, isolated from your production org. Full sandboxes are a replica of your production org, including all data, such as object records and attachments, and metadata. For more information, refer Salesforce documentation Sandbox Types and Templates.

A Sandbox is a Salesforce Org used for testing the latest features or functionalities in Salesforce and Gainsight after upgrading to a specific version. A Sandbox org may contain realistic business data which was copied from Production orgs. You can test the latest features and functionalities using this business data. For example, in a Sandbox, you can create a rule with complex configurations, create a report to fetch a specific set of data, etc. After confirming that your configuration or functionality is working as expected, you can migrate these assets using Gainsight’s X-org migration tool. For more information, refer X-org migration.

Impacts of Refreshing a Sandbox

Sandbox org is refreshed periodically by Salesforce admins to use the latest SFDC production data. Following are the impacts of Refreshing a Sandbox org in Salesforce and Gainsight:

  • A new Salesforce Org Id is created for the Sandbox which replaces the existing Org Id.
  • All of the SFDC components/assets (objects, data, configurations) available in the production orgs will be available as they were.
  • Sandbox org breaks connection with the existing MDA tenant, and as a result of this, you lose data/configurations that are available in the existing MDA tenant:
    • Configurations like Scorecards 2.0 config., Surveys 2.0 config, etc.
    • MDA data
    • List of Reports that were generated on MDA objects as Report Listing on MDA objects is stored in MDA.
    • Dashboards
    • Rules as Rules listing with the respective configurations is stored in MDA
    • Configuration to old S3 bucket
    • User Activation in User Management (If any)
    • Permissions like Dashboard Permissions (If any), etc.

Options for Refreshing a Sandbox

There are three options in managing your Sandbox after a refresh as listed below:

  • MDA Tenant Copy: This is the suggested approach if the admins want to replicate production equivalent of MDA tenant in Sandbox for their testing, etc. Admins can contact Gainsight Support for an MDA copy after the Sandbox is refreshed.
    Important: Admins should not switch the toggle Authorize MDA ON until MDA Tenant copy is created as per request.
  • New MDA Tenant: Use Sandbox by establishing a new blank MDA tenant to new Salesforce org. Gainsight will be a blank application and you have to configure and build everything again. As Sandbox is a production equivalent of an SFDC org, you can see the SFDC data, listing of reports that were generated on SFDC objects, etc.

Gainsight recommends performing the following steps while refreshing a Sandbox, if you want to map new Salesforce org to an MDA tenant copy:

  1. Note the existing Salesforce Org Id before the Sandbox refresh and new Org Id after Sandbox refresh.
  2. Contact Gainsight Support with the following details:
  • Old Org Id
  • New Org Id
  • Request to map new Salesforce org to an MDA tenant copy.

If you want to establish a new MDA tenant to the new Sandbox org, Gainsight recommends taking the following steps:

  1. Re-initialize MDA settings.
  2. Re-establish OAuth user. For more information, refer Authorize Matrix Data Platform (MDA).
  3. If required, reconfigure permissions in the User Management for User activation.
  4. If required, reconfigure any permissions in Gainsight like Dashboard Permissions, etc.
  5. Setup configurations to all of the required applications, ex: Scorecards 2.0, Surveys 2.0, etc.

Assets and Configurations that are not carried over to new Sandbox

Following is the list of assets or configurations not carried over to new Sandbox org in each option of managing your Sandbox after refresh:

MDA Tenant Copy

After new sandbox org is pointed to MDA tenant copy, all of the assets and configurations in the production MDA tenant are available in the new Sandbox org. If you have not migrated any recently created assets or configurations from old Sandbox to production org, you lose them. Following is the list of assets and configurations not carried over from Production tenant to new MDA Tenant Copy:

  • Schedules
  • Sally and its configuration
  • Connectors 2.0 and the data job configurations
  • Sponsor Tracking
  • External Sharing
  • Gainsight Permissions in MDA like User Activation, Dashboard Permissions
  • Sites
  • Domains
  • Events
  • Audit Framework

Instead of the above, all of the MDA/SFDC assets or configurations available in the latest production org are available after Sandbox refresh.

New MDA Tenant

As the new Sandbox org is pointed to new blank MDA tenant, assets and configurations that were stored in old MDA tenant are not carried over. Following is the list of assets or configurations not carried over to new Sandbox org:

  • All of the Rules as the Rule listing is stored in MDA
  • Reports that were created on MDA objects
  • Reports that were created on SFDC objects after last Sandbox refresh
  • SFDC custom objects or fields that were created after last Sandbox refresh
  • SFDC data which was ingested after last Sandbox refresh
  • Gainsight Permissions in MDA like User Activation, Dashboard Permissions, etc.
  • Application configurations like Scorecards 2.0 config., Surveys 2.0 config, etc.
  • All of the custom MDA objects/fields
  • Whole MDA Data
  • SFDC data which was ingested after last Sandbox refresh
  • Some of the Rules/Reports that were created using SFDC as source may fail if there are any changes to the SFDC objects/fields.
  • Schedules
  • Sally and its configuration
  • Connectors 2.0 and the data job configurations
  • Sponsor Tracking
  • External Sharing
  • Sites
  • Domains
  • Events
  • Audit Framework
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