Salesforce to Aptify Sync Process
VIDEO TRANSCRIPT | Recorded: 2025-09-10 | Verify against current system state
Abstract¶
Technical discussion on coordinating Salesforce to Aptify sync processes during data imports. Explains how the sync script only inserts new records from Salesforce that don't exist in Aptify, with throttling to prevent database issues. Discusses bidirectional sync for conference registration (addresses, phone numbers) and coordination between sync processes and data imports.
Key Procedures¶
- Sync script validates Salesforce IDs are actual Aptify IDs
- Script only inserts records that don't exist in Aptify
- Throttle limits: 1 company per run, 100 persons per run
- Hourly sync schedule
- Turn off sync during major data imports
- Conference reg updates both Salesforce and Aptify simultaneously
- Login triggers immediate Salesforce-to-Aptify sync
Notable Statements¶
- 0:00:10 "It will never come up in the query to say, this has got to be updated, or, excuse me, inserted. So it should only take things that don't exist in Aptify"
- 0:00:22 "It's got some catches in there to make sure that the ID that's being provided from Salesforce is an actual Aptify ID"
- 0:01:48 "I think it does a top one. So... it's only going to grab one company at a time"
- 0:02:37 "It runs at an hour interval"
- 0:03:24 "You're not dealing with orders. That would be pretty horrifying because there's going to be massive amounts of order imports"
- 0:03:59 "I like the idea of it running because that's my only test scenario rather than waiting till the last minute and find out I missed something"
- 0:04:53 "I think the person one has got a throttle of 100 accounts"
- 0:04:55 "I didn't want to go in there and just trash the Aptify database if I had a missing where clause"
- 0:06:37 "I do the Salesforce first, and then I go back in and catch the Aptify tables" (conference reg)
- 0:09:23 "When you log on to go to enter conference reg, it does an immediate sync of from Salesforce over to Aptify"
Systems & Configurations¶
Systems Mentioned¶
- Salesforce (staging and SFM07 environments)
- Aptify (QA and production)
- SQL Server (sync jobs)
- DBAmp (Salesforce to SQL sync)
- Conference Registration application
Specific Configurations¶
| Item | Value/Setting | Timestamp | Notes |
|---|---|---|---|
| Company throttle | 1 per run | 0:01:48 | Top 1 in query |
| Person throttle | 100 per run | 0:04:43 | Adjustable |
| Sync interval | Hourly | 0:02:37 | SQL Server job |
| DBAmp sync | Hourly | 0:09:03 | Salesforce to SQL |
Synced Entities (Salesforce to Aptify)¶
| Entity | Notes |
|---|---|
| Person | Basic contact info |
| Additional Info | MPI number, etc. |
| Fellows | Fellowship data |
| Address | Home/work addresses |
| Phone Number | Contact phones |
| Web User | Login credentials |
| Web User Group | Group memberships |
| Company | Organization data |
Conference Registration Sync¶
| Direction | When | Notes |
|---|---|---|
| Salesforce → Aptify | On login | Immediate sync |
| Both databases | On save | Simultaneous update |
| DBAmp → Salesforce DBO | Hourly | Background sync |
Credentials/Access Mentioned¶
- AppCode/Code Crew channel (documentation location)
Vendor Contacts Mentioned¶
- I2C (data import team)
- Keith (mentioned re: sync coordination)
- Sushmita (conference registration updates)
Errors & Troubleshooting¶
- Issue: Potential conflict between sync and data imports
- Cause: Two processes updating same data
- Resolution: Turn off sync during major imports; team awareness
-
Timestamp: 0:07:25
-
Issue: Address changes could be lost in conference reg
- Cause: User back button usage
- Resolution: Update both databases on every save
- Timestamp: 0:06:51
Transcript Gaps & Quality Notes¶
- Technical coordination meeting (11 minutes)
- Multiple team members discussing concerns
- Test meeting scheduled for later in day
- Forward-looking: Order imports not yet implemented
- Key insight: Sync designed for insert-only, not updates