As you prepare for your fiscal year transition or GTM plan cutover, review this office hours recording and summary to access essential tips, strategies, and best practices. While the Fullcast Annual Planning & Cutover Workbook provides a standard checklist of go-live tasks and deployment steps, this guide offers the additional tactical context, execution details, and migration advice required to support your territory implementation process with confidence.
Before you begin
Determine whether you are switching to a new plan or extending your existing one. This decision defines the scope of your transition.
To cut over or to extend?
Not every fiscal year transition requires a full cutover (moving from Plan A to Plan B).
Extend existing plan: If your territory structures and coverage assignments remain largely unchanged, you may only need to mass-update the end dates of your current assignments to cover the new fiscal year.
Full cutover: If you are changing territory hierarchies, significantly altering segmentation, or moving many account owners, you should create a new plan (typically by clone your current plan and editing it) and execute a cutover.
Data flow considerations
Understand the volume of data that will move during the switch.
Data replacement: When you switch plans, the export process effectively deletes old plan data from Salesforce and inserts the new plan data.
Downstream impacts: If you have Salesforce flows triggered by changes to the Account Team , a full cutover could trigger these flows hundreds of thousands of times. For example, if you have 50,000 accounts x 5 exporting roles = 250,000 account team members and the corresponding downstream automations.
Recommendation: Consider temporarily disabling non-critical Salesforce flows or coordinating with your CRM admin to review the data impacts of the cutover export.
Preparation and validation
The following steps should be completed before the day of the cutover to ensure a smooth transition.
Manage assignment dates
Ensure there are no gaps in coverage between the end of the current fiscal year and the start of the new one. Use the mass update feature to extend assignment end dates. The mass update feature allows you to filter which assignments to update. Be precise with your filters. Ensure you are only extending active assignments. That is, filter for assignments ending on the last day of the current fiscal year. This avoids accidentally reactivating assignments that expired months ago. Once you complete this, use a coverage report to validate.
Commit changes
Establish a "lockdown" date. All territory carving should be moved from a "Proposed" state to a "Committed" state prior to the cutover. This ensure that the data being simulated and exported is the final, approved version.
Validate policy logic
If you utilize Fullcast for policies, such as routing or holdouts, verify that these policies have been successfully created or cloned into the new plan. Note that policies point to specific plans; you must ensure the new policies are referencing the correct target plan.
The cutover execution (go-live)
On the day of the cutover, follow this strict order of operations to minimize errors.
Disable old plan export
Navigate to your current (old) plan and toggle the export setting to OFF. This stops the system from pushing old data to Salesforce.
Enable new plan export
Navigate to your new fiscal year plan and toggle the export setting to ON.
Note: enabling the plan for export does not immediately kick off a job; it simply allows the connection.
Enable roles for export
Verify which Roles (e.g., Account Executive, SDR, CSM) are flagged for export. If you are introducing a new role in the new fiscal year, you must explicitly enable the "Export" flag for that specific role, or it will not appear in the Salesforce Account Teams.
Simulate the export
This step is critical. Run a "Simulate Export" job first.
This generates CSV files showing exactly what would happen if you pushed the button.
What to check: The simplest check is to review specific record counts. Does the number of "Records to be Deleted" match your expectations? Does the "Account Team Member" create file size look accurate? You can also open the files, such as the Account Team Member file to review the details of the actual records that will be created. This step is your final fail-safe.
Run a "Migrate All" export job
Once the simulation is validated, execute the Migrate All export job. This job type is designed to clean up previous plan data and replace it with the new plan structure.
Monitoring and troubleshooting
Monitor the job
Use the information (i) icon next to the job in the Fullcast Job Monitor to watch the progress. You can see the status of specific stages.
Adjust batch sizes
If you encounter timeouts or errors from Salesforce, it is often due to the volume of records being processed simultaneously. You can lower the Batch Size in the Fullcast Import/Export settings to throttle the data flow and reduce the load on Salesforce.
Post-cutover validation
After the export is complete, you must validate the results in Salesforce.
Enable new policies: Turn on routing/holdout policies in the new plan.
Disable old policies: Turn off policies in the old plan.
Best practice: Enable the new policies before disabling the old ones to ensure there is never a moment where records are created without policy governance.
Salesforce validation: Log in to Salesforce and spot-check a pre-defined list of accounts, their account teams, and Fullcast GTM records.
Are the correct territory names visible?
Are the Account Teams accurate?
Did the correct automated emails/notifications fire (if applicable)?
If you have any questions before, during, or after your fiscal year transition, reach out your Customer Success Manager.