Using FTP Attachments® Migrator

Modified on Fri, 6 May, 2022 at 11:16 AM

14. Using FTP Attachments® Migrator

Migrator tool can migrate existing Salesforce attachments to free up Salesforce storage. This

application is add-on for FTP Attachments® application. It can be used to migrate all your

existing Salesforce attachments to FTP server to save the Salesforce storage space consumed

by Salesforce attachments. You can use existing profiles of your FTP Attachments® application and

specify parameters like Folder and comments for each sets of attachments.

How to use the tool?

Before you start using the tool, make sure you have backed up all your Salesforce attachments, so no

data is lost during migration due to any reason. Also it is recommended that you do not migrate more

than 500 records per day (or as per the recycle bin rules of your Salesforce account), this is in case

if you see any issues you can easily rollback your attachments from Salesforce Recycle Bin.

Just like FTP Attachments® you can specify a common comment which will go in all the attachments

migrated to Salesforce. For migrating your attachments using FTP Attachments® Migrator tool you

need to configure some settings in Orektic account:

In order to configure these settings:

1. Login to your Orektic Account.

2. Go to Subscription /FTP Attachments®/Migrator/Settings.

1. Default Salesforce User Login and Password: This login will be used to retrieve attachments

from your Salesforce account.

So, ensure that you are entering correct Salesforce credentials.

Figure: 14.1

2. File Name Settings: Here, you can set additional characters allowed in File Name, Extensions to

be allowed or denied and whether duplicate file names are allowed or not.

i. Additional characters allowed in the file name, along with standard characters

(a-z 0-9. _ [space]).

ii. Comma separated list of file extensions allowed/denied.

iii. Allow or Deny files with the same name.

Figure: 14.2

3. Object Defaults: Here, you can set the Comment, Storage Folder and Limit for each object. While

using Migrator tool, these settings will appear by default. You can change them later while

Migrating your attachments.

Figure: 14.3

1. Select Object: Select Salesforce object from which you want to migrate attachments.

Note: Only objects related to FTP Attachments through lookup field will be visible in this

combo box.

2. Comment: Comment will be displayed in all migrated attachments.

3. Add Field To Folder: Use Salesforce merge field names to create folder name at run time

(e.g. Case\{!Case.CaseNumber}).

4. Storage Folder: Specify name/structure of the folder, where you want to store your attachments

on server.

Note: This is just name of the folder, not absolute path.

5. Limit: Number of attachments you want to migrate in one batch.

Once you have backed up your Salesforce attachments and configured all the required settings,

follow the steps given below to migrate your attachments:

i. Enter all different fields and click on 'Retrieve' button, which will fetch all attachments

information and display it to you.

ii. Review all the records carefully to see if they are going to the right folder and using

right fields and servers etc.

iii. Once you are satisfied with the records, you can move on to next step by clicking on

'Start Migrating'.

iv. The progress will be displayed in the screen; once it is finished you can see the results

in the Status field of each record.

v. In case of errors you can move the cursor to error and in the tool tip detailed message

will be displayed.

vi. For successfully migrated attachments you can review them in Salesforce by creating

appropriate view under FTP Attachments® tab.

Refer Figure. 14.4 for further explanation:

Figure: 14.4

Following are the guidelines regarding use of FTP Attachments® Migrator with respect to Figure 14.4 -

1. Object: Attachments related to same type of object can be migrated together in same batch,

so you can select only one type of object in this field for which attachments will be migrated in

one batch.

Please Note: Only objects which are related FTP Attachments® through lookup field will be

visible in the list.

2. Comment: Comment specified here will be applied to all the attachments which are migrated to

FTP Attachments®.

3. Attachment Filter: You can specify criteria here to filter the attachments. Only attachments

matching this criteria will be retrieved from Salesforce for migration.

4. Limit: Migrator allows only limited number of records to be migrated in one batch. You can

specify this limit here. Migrator will retrieve maximum number of records as per the limit specified

in this field.

5. Server Profile: If you are using multiple storage servers, you can choose a Server Profile to

which attachments needs to be migrated.

6. Add Field To Folder: Using this you can add a merge field to your Storage Folder. The merge

fields will be replaced by appropriate Salesforce record value at run time.

eg: You want to create folder Cases\000104 for case number 00104 when an attachment is

attached to the case 00104, you can use merge field Cases/{!Case.CaseNumber} to achieve this.

7. Storage Folder: In this field you can specify the name/structure of the folder where your

attachments will be stored on your storage server.

You can also use Salesforce merge field names to create folder names at run time. The merge

fields will be replaced by appropriate Salesforce record value at run time.

eg: you want to create folder Cases\000104 for case number 00104 when an attachment is

attached to the case 00104, you can use merge field {!Case.CaseNumber} to achieve this.

8. Parent Filter: You can specify criteria here to filter the parent objects. Only attachments which

are attached to these parent objects will be retrieved from Salesforce for migration.

Note: Please be careful while using this filter and make sure that this criteria should return not

more than 500 records for best results.

Figure: 14.5 (Attachments before migration)

Figure: 14.6 (Attachments after migration)