Salesforce Org Split Strategy: Navigating Growth and Separation with Confidence

As businesses evolve, so do their Salesforce environments. Whether driven by organizational growth, mergers and acquisitions, or restructuring, the need to split a Salesforce org becomes inevitable. But splitting a Salesforce org isn’t just a technical exercise—it’s a strategic move with far-reaching implications for both enterprise architects and business stakeholders.

In this article, we’ll explore Salesforce org split strategies, discuss best practices, and provide real-world examples to ensure your org split aligns with business objectives while maintaining operational efficiency.

The What and Why of Salesforce Org Splits

A Salesforce org split refers to the process of separating a single Salesforce instance into multiple, distinct environments. Businesses typically pursue this strategy for two main reasons:

• Entity Separation

When a company divides into multiple entities, each may need its own Salesforce org to align with distinct operations, data governance, and compliance requirements.

Example: A large retail company splits into two independent brands. Each brand requires its own Salesforce instance to maintain customer data and marketing strategies.

• Organizational Growth

When a company grows significantly, its existing Salesforce org may become too complex or resource-heavy, leading to challenges in scalability and performance. Splitting into smaller, focused orgs allows for streamlined management.

Example: A technology enterprise grows to the point where global regions (e.g., APAC, EMEA, Americas) require dedicated Salesforce environments tailored to regional needs.

Strategizing the Org Split: A Roadmap

Splitting a Salesforce org is a multi-step process that requires careful planning and execution. Below is a structured approach, inspired by the snapshot diagram provided.

1?? Evaluate Feasibility

• Assess the technical and business feasibility of splitting the org.
• Evaluate licenses, compliance requirements
• The 5 Rs (rights, risks, roles, relationships, and resources).
• The 5 Rs (refactor, redeploy, reengineer, rewrite, and rearchitect).

Key Question: Does the split align with long-term business objectives?

2?? Create a Project Plan

• Develop a comprehensive project plan outlining risks, mitigation strategies, and dependencies like 3rd party applications and their versions compared to market place.
• Realistic timeline
• Engage cross-functional teams, including IT, operations, and business stakeholders.

Example: “Ensure dependencies like integrations with ERP or marketing tools are well-documented.”

3?? Build a People Plan

• Define roles and responsibilities for the split process.
• Avoid license duplications between split orgs
• Align skills and allocate team members to handle data, metadata, and integration tasks.
• Define user login hours based on maintenance plans like migrations, down times.

4?? Define Processes and Communication Channels

• Establish clear processes for decision-making and communication between teams.
• Use project management tools like Jira or Trello for transparency.
• Define a processes for the maintenance, down times
• Define a new org custom object to keep track of IDs of history and/or other valuable meta data

5?? Develop a Test Plan

• Define testing stages, coverage, and criteria.
• Include test cases for functionality, performance, and data validation in the new orgs.

Key point: Make sure user acceptance testing performed in full sandbox with production data

Technical Steps in the Org Split

Referencing the provided diagram, let’s dive into the technical steps:

Data Extraction (Step 1):

• Export data from the current production org. Use tools like Data Loader or Salesforce Data Export Wizard for this process.
• Example: Export all customer accounts, opportunities, and activity logs.

Sandbox Setup (Steps 2 and 3):

• Clone the existing org into sandboxes without data.
• Create new production orgs and sandboxes for the split entities.

Metadata Migration (Steps 4 and 6):

Migrate metadata (e.g., objects, workflows, Apex classes) to the new orgs using tools like Gearset, Copado, or Change Sets.

Test Data Load (Step 5):

Load test data into the sandboxes to validate configurations and workflows.

Production Data Load (Step 7):

Perform the final data migration into the new production orgs. Ensure data integrity and resolve any discrepancies.

Key Challenges and How to Overcome Them

Data Integrity:

Splitting large datasets can lead to duplication or inconsistencies. Use unique identifiers to track and maintain relationships across orgs.

Integration Dependencies:

• External integrations (e.g., marketing platforms, ERPs) must be reconfigured for the new orgs.
• Example: An e-commerce company splitting its Salesforce org must reconfigure its Shopify integration separately for each new entity.

User Access:

Ensure a smooth transition for users by planning maintenance windows and training sessions.

Key Challenges in Salesforce Org Splits:

1. Data Quality Issues: Migrating data often uncovers duplicate entries and inconsistencies, which can lead to inefficiencies and inaccurate reporting.
2. Complex Data Mapping: Ensuring that data fields from the source org align correctly with the destination org is crucial to maintain data integrity.
3. Integration Dependencies: Reconfiguring external integrations, such as marketing platforms and ERPs, is essential to ensure seamless functionality post-split.

Tools and Best Practices

Recommended Tools:

• Gearset: Simplifies metadata and data migration.
• OwnBackup: Ensures data security and backups during transitions.
• Copado: Manages complex deployments with ease
• MuleSoft for integration and Salesforce Shield are key other tools to be used

Best Practices:

• Start with a pilot split for a smaller business unit to refine the process.
• Maintain regular communication with stakeholders to address business concerns and provide regular updates.
• Document all changes meticulously for future reference.
• Data Cleansing: Conduct a thorough audit to eliminate duplicate entries and ensure data accuracy before migration.
• Strategic Planning: Develop a comprehensive migration plan that includes timelines, resource allocation, and risk assessments to address potential challenges proactively.
• Testing and Validation: Perform rigorous testing in sandbox environments to identify and resolve issues before the final migration, ensuring a smooth transition.

Conclusion: Aligning Technical Execution with Business Goals

A Salesforce org split is more than a technical endeavor—it’s a strategic move that can empower organizations to operate with greater agility, efficiency, and focus. By aligning the split with business goals, engaging the right stakeholders, and leveraging the right tools, you can ensure a smooth transition that drives value for your business.

Are you ready to take the leap into a streamlined Salesforce environment?

FAQs

1?? Why would a company need to split a Salesforce org? A company may need to split a Salesforce org due to organizational restructuring, such as entity separation, or to better manage complexity caused by significant growth.

2?? What tools can assist in a Salesforce org split? Tools like Gearset, Copado, and OwnBackup can assist with data and metadata migration, as well as backups during the split process.

3?? How do we ensure data accuracy during the split? Maintain unique identifiers for records and thoroughly validate data after migration to ensure accuracy and integrity.

4?? How long does a typical Salesforce org split take? The timeline depends on the org’s size and complexity, but a typical split can take anywhere from 3 to 12 months, including planning, execution, and testing. If planning phase well structured and defined clearly then timeline can be achieved.

5?? How does a split impact external integrations? All external integrations (e.g., ERP systems, marketing tools) must be reconfigured separately for each new org to ensure smooth operation.

6?? What are the main risks of an org split? Common risks include data loss, disruption to business processes, and integration failures. These can be mitigated with thorough planning and testing.