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Gainsight Inc.

Gainsight Sandbox Management

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 to the Salesforce's Sandbox Types and Templates article.

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 to the X-Org Migration article.

Note: Gainsight customers that are subscribed to Sandbox are entitled to use the Sandbox org.

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 refresh the existing Gainsight Sandbox from the Sandbox Management page as shown in the following section.
    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.

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 to the Authorize Matrix Data Platform (MDA) article.
  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.

Refresh the existing Sandbox

Sandbox Management page allows Admins to refresh existing Gainsight Sandbox orgs and associate them with the respective Salesforce Sandbox orgs. This page displays the number of Available Gainsight Sandbox orgs (remaining Gainsight Sandbox orgs out of the total orgs that they have purchased) and also the number of Gainsight Sandbox orgs which you have already created. When you refresh Gainsight Sandbox, it creates a MDA Tenant Copy from the production Tenant in which you have logged in.

Sandbox Management.png

Numbers and details shown in the previous image are just for reference only (None of them are standard or real). You can see that two Gainsight Sandbox orgs are created out of total ten orgs (licenses). You can contact Gainsight Support to create new Sandboxes using Production orgs up to another eight.

Some of the key points related to Sandbox org refresh process are:

  • When you refresh your Gainsight Sandbox org, all the current data from your production org is copied to your Sandbox org.

  • If you want to create a new Sandbox using a production org, you can contact Gainsight Support. If you want to purchase new licenses for Sandboxes, contact your Gainsight CSM.

  • You can refresh your Gainsight Sandbox org only after refreshing the associated Salesforce Sandbox org.

  • You must enter this new Salesforce org ID (18 digit) to initiate the Gainsight Sandbox refresh process. 

  • Once the refresh operation is initiated (known as requested in Gainsight terms), the logged-in user who initiated the request, receives an Email notification. An Email notification is also sent once the refresh process is completed.

  • When you initiate the refresh process on a Sandbox org, its status is shown as REQUESTED. Once the refresh process is completed, the status changes to REFRESHED. The refresh process is not instantaneous and it may take up to 24 hours.  

  • You can refresh your Gainsight Sandbox org only once every 90 days. If you wish to refresh your Gainsight Sandbox org more frequently (than once in 90 days), contact your “Gainsight Client Outcomes Manager”.

Perform the following actions to refresh the existing Gainsight Sandbox:

  1. Refresh your Salesforce Sandbox which is associated with Gainsight Sandbox. To learn more about how to refresh your Salesforce Sandbox, refer to the Salesforce's Refresh Your Sandbox article.
  2. Copy the new org ID of your Salesforce Sandbox org that you have refreshed. This ID is available under the Current Org Id column.

Salesforce Sandboxes.png

  1. Navigate to Administration > Operations > Sandbox Management.

Admin > Sandbox Management.png

  1. Click Refresh for your existing Gainsight Sandbox org, associated with your Salesforce Sandbox org.
  2. Enter the new Salesforce org Id copied in step 2.
  3. Click OK.

Refresh Gainsight Sandbox.GIF

An email notification is sent once the refresh process is initiated. After the refresh process is completed, another email notification is sent. The refresh process is not instantaneous and it may take upto 24 hours.

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

Create a New Sandbox

Admins can create a new Sandbox from the Sandbox Management page. A new Sandbox can only be created if you have available Gainsight Sandbox licenses.

To create a new Sandbox:

  1. Navigate to Administration > Sandbox Management.
  2. Click +Sandbox.
  3. Enter the Salesforce Sandbox Org ID, to which you want to connect from the Gainsight Sandbox.
  4. Click Ok in the confirmation message. 

New Sandbox.gif

Note: If you want to purchase new licenses for Sandboxes, contact your Gainsight CSM.

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