When you switch from one exporting plan to a new one, such as when you cut over from your current Fullcast GTM Plan to the new fiscal year plan, coordinate tasks and actions between Fullcast and Salesforce to ensure a seamless transition of territory coverage and account team member assignments into Salesforce with minimal disruption to daily operations.
Note
Make a copy of this editable template to plan and track your go-live.
Phase 1: validate and prepare
Ensure data integrity, and run simulations to identify potential issues before the live cutover.
Timing: One month prior to the cutover date.
Fullcast actions
Action | Details | Impact |
|---|---|---|
Mass update assignment end dates on current exporting plan. | To prevent any lapses in coverage, confirm that all current assignment end dates align with the planned cutover date. | Prevents accounts from becoming unassigned if the cutover is delayed. |
Validate policies have been created | Review the active policies in the current plan and ensure all necessary policies (Holdout, Assignment) have been replicated or updated in the new plan. | Ensures proper assignment logic is maintained after the cutover. |
Commit all changes in new plan | Ensure that all recent changes in the new plan are committed to the database and ready to be pushed to Salesforce. | Guarantees that the latest, approved plan is used for the export. |
Validate territory coverage assignments in your new plan. | Review which roles have been assigned for coverage. Note which roles need to be exported. Ensure all territories have the intended coverage. | Eliminates territory coverage gaps post-cutover. |
Compare plan settings | Review and confirm the following settings in the new plan match expectations: plan-level data filters, auto rerun rules settings, and roles enabled for export. | Ensures the export scope and automation rules are correctly defined for the new plan. |
Run a simulate export (Migrate All) | Run a final simulation of the Migrate All export job. | Provides a final report on all records that will be upserted and deleted, allowing for pre-cutover troubleshooting. |
Salesforce actions
Action | Details | Impact |
|---|---|---|
Review original go-live notes | Ensure the Salesforce team is fully involved and prepared for the cutover, understand the specific impact on your org, automations, etc. | Facilitates seamless coordination and adds organization-specific items to the run list. |
Align stakeholders | Confirm the cutover date and time with all relevant sales, operations, and IT teams. | Reduces operational surprises and allows teams to plan for minimal system downtime. |
Phase 2: execute and lock down
Temporarily lockdown Salesforce and execute of the main cutover job in Fullcast.
Timing: On the day of the cutover date.
Salesforce actions
Action | Details | Impact |
|---|---|---|
Backup account data | Perform a final, recent backup of critical account ownership and assignment data. | Provides a safety net in case of unforeseen data issues during the cutover. |
Lock down account moves | Disable or remove permissions for end-users to manually move accounts or change account ownership. | Prevents users from manually overriding assignments while the system is transitioning. |
Disable Fullcast change owner lightning action | Deactivate the quick action that allows for manual changes to account owner. | Ensures assignment integrity during the cutover. |
Disable routing flows | Temporarily disable all Salesforce flows related to Fullcast routing. | Prevents new leads or accounts from being incorrectly routed by the old logic during the data transition. No records will be routed during this period. |
Disable notifications or other downstream actions triggered by Fullcast export | Review and temporarily disable certain downstream aspects of account owner changes, such as notifications | Reduces unnecessary processing load and flow failures during the large Migrate All job. |
Turn off other scheduled jobs | If possible, turn off any non-essential scheduled batch jobs or nightly processes. | Minimizes system load and potential interference with the Fullcast export job. |
Fullcast actions
Note
You must complete these actions the order listed in the table.
Action | Details | Impact |
|---|---|---|
Deactivate the current year's plan export setting. | Nothing happens immediately; the last exported state remains in Salesforce. This is the first step to isolate the old plan. | |
| Deactivate all policies within the previous plan. | Ensures the old logic is completely dormant and cannot conflict with the new plan's logic. |
Activate the export setting on the new fiscal year plan. | This triggers the system to recognize the new plan as the official source of truth, but does not kick off an immediate export job. | |
Confirm which specific roles (SDR, AE) will be included in the Account Team Member export. | Defines the exact scope of assignments being pushed to Salesforce. | |
| Execute the Migrate All job. | This critical step pushes the new GTM Plan Object and, most importantly, executes the appropriate cleanup and upserting of Account Team Member records in Salesforce. |
Phase 3: monitor and re-activate
Ensure the new plan is fully operational and the system is returned to normal automation status.
Timing: On the day of the cutover date.
Fullcast actions
Action | Details | Impact |
|---|---|---|
Track the export job progress in Fullcast, including the number of records processed at each stage. | Allows for real-time identification and mitigation of any system-side failures. | |
(Only after export completes successfully) | Re-activate the policies in the new plan that govern assignment logic (e.g., assignment rules, holdout policies). | Ensures assignment logic is live for inbound records. |
(Only after export completes successfully) | Configure the recurring export schedule (e.g., nightly) for the new plan. | Establishes the automation needed for ongoing maintenance and updates. |
Salesforce actions
Action | Details | Impact |
|---|---|---|
Review the job log and troubleshoot any common issues, which often stem from Salesforce permission or configuration issues during plan cutovers. | Essential for successful completion of the initial Migrate All job. | |
Enable flows related to export (Only after export completes successfully) | Re-activate the Salesforce flows that are triggered by the Fullcast export (for reporting or downstream processes). | Restores full system automation. |
Enable routing policies and flows (Only after export completes successfully) | Re-activate all routing policies and associated flows that were disabled during the lockdown. | Restores automated lead/account routing to the newly assigned owners. |
Re-activate the list or page view buttons for the Fullcast change owner action. | Ensures the button is available for relevant users. |