This article provides guidance for Fullcast administrators who manage the export of large volumes of data to their CRM. Understanding the factors that contribute to high export volumes and implementing these best practices will help ensure optimal performance and minimize potential risks.
Understand export volume factors
Several elements can significantly impact the number of records included in a Fullcast export:
Number of accounts: The total number of accounts in your Fullcast instance directly correlates with the potential export volume.
Number of roles enabled for export: Each role enabled for export will contribute one account team member record for each account. When you export multiple roles quickly the export volume increases.
Where exported roles are assigned: The placement of role assignments within your territory hierarchy is crucial. When you assign roles at higher levels of the hierarchy (encompassing larger territories with more accounts) a greater number of records will be included in the export for each assigned user in that role.
Example
In the following scenario:
ACME Inc., which operates across the entire US region (NAMER) containing 1 million accounts.
Four Sales Engineers (SEs) are assigned the overlay role for the entire NAMER territory to provide comprehensive coverage. This results in 4 SEs×1,000,000 records=4,000,000 records in the export.
Simultaneously, five Business Development Representatives (BDRs) are each assigned to distinct sub-territories within NAMER, with no overlap in their assignments. This adds an additional 1,000,000 records to the export.
The total number of account team records in a single export could reach 5,000,000.
Manage large exports
To mitigate performance impacts and potential risks associated with high-volume exports, consider the following best practices:
Analyze overlay role assignments: Evaluate if assigning entire teams at the top of the hierarchy is necessary within Fullcast, especially if it's solely for visibility and not for coverage or crediting purposes. Alternative security settings within your CRM might be more efficient.
Enable exports in stages: Enable one role at a time to allow sufficient time for each export to complete before you initiate the next.
Time exports strategically: Schedule large exports during off-hours or weekends when system usage is typically lower. This can help minimize potential performance impacts on your CRM.
Defer related object work: During large export processes, postpone any non-essential related object work or data manipulation within your CRM to reduce system load and potential conflicts.
Separate exports from downstream workflows: If downstream workflows rely on the exported data, consider using scheduled jobs or asynchronous processes to decouple the export process from these workflows. This can improve overall system stability.
Utilize Fullcast filters: Use Fullcast's filtering capabilities to limit the number of records brought into Fullcast initially or included in specific plan exports. This can significantly reduce the volume of data being exported. For example, when you plan for Customer Success Managers (CSMs), filter out prospect records and focus only on customer data. Each go-to-market plan in Fullcast has its own filter which allows for granular control over the data you include.
Risks to avoid
To ensure a smooth and reliable export process, avoid the following:
Stop or pause Fullcast export jobs mid-process: When you interrupt an export job in progress it can lead to data inconsistencies and synchronization issues between Fullcast and your CRM. Allow the export process to complete uninterrupted.
Use Migrate All post go-live without a clear plan: Typically you use Migrate All during the initial go-live phase. When you enable new roles for export after go-live, use Migrate Latest. This will efficiently pick up the changes without a full data migration.
When you understand the factors that influence export volume and implement these best practices, you can effectively manage large exports and ensure optimal performance and data integrity within your CRM.