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I used python script to fetch how many records in production for which each field has data

Some fields can’t be queried but here is the result of the script where each field has corresponding number of records for which there is data

...

According to business, it is necessary AR to A to have that one singular source of Activities.

considerations:

Identify the AR records to be migrated to Activities
which records go to Task and which go to Events

for each AR going to Task or Event, we need field by field mapping

field by field mapping considerations

AR Subject which is text is mapped to unrestricted Activities Subject field. Business to review the picklist values available for Subject
AQB__Type__c synchronization with Activities - Type picklist
surface Substantive Activity into Events and Task
Map AR Report status to Activities Status

This is a report/SOQL to snapshot Activity Report data in production:

Code Block

language	sql

select AQB__Type__c,RecordType.name RecordType, count(id)   
from AQB__ActivityReport__c 
group by AQB__Type__c,RecordType.name order by RecordType.name

Activity Reports by Type and Record Type

Tasks categorization picklists values:

Record Types : Standard, Community Giving Task, Milestone, Gift Implementation, Pledge Reminder

Type : Call;Meeting;Other;Gift Handover;Complete Gift Summary Form;Request Gift Account;Confirm Gift Account;Kick Off Gift;Appointme

CallType: Internal;Inbound;Outbound

TaskSubtype: Task;Email;ListEmail;Cadence;Call;LinkedIn

How are users currently using Activity Reports:

Record Type

Use Case

Use Case Sample

Sample Data

Call

Letter

record that we sent a letter to business

result of a survey for GIW

sent a post card

https://sydneyuni-adv.lightning.force.com/lightning/r/AQB__ActivityReport__c/a0E8v000000FZc0EAG/view

https://sydneyuni-adv.lightning.force.com/lightning/r/AQB__ActivityReport__c/a0E4a000000Mz0GEAS/view

Sidra and Isabella are the top creators on this category

Activity Report as of 24 Jul 2024 and how to map them to Activities

Type

Record Type - Call

Record Type - Event

Record Type - Task

Comments

Letter

Code Block
select AQB__Date__c, AQB__Type__c, RecordType.name , AQB__Result__c from AQB__ActivityReport__c where AQB__Type__c = ' Letter' or AQB__Type__c = 'Letter' order by AQB__Type__c

2,381

-

Type is split between one with whitespace one one without

Image Added

Task - Standard

Record Types : Usyd - Task, Usyd - Event, Usyd - Call

Type :

CallType:

TaskSubtype:

N/A

Letter

2,094

124

48,508

Task - Standard

16/2 Strategic Move

2

23

8,544

ARM / DRM Letter

23

-

4,010

N/A

ARM / DRM Stewardship Report

57

3

6,099

ARM / DRM Telephone Call

773

-

Task - Standard

Tasksubtype = Call

N/A

Call

-

1

-

N/A

Task - Standard

Tasksubtype = Call

N/A

Telephone

33,921

258

77

Task - Standard

Tasksubtype = Call

Task - Standard

Tasksubtype = Call

Task - Standard

Tasksubtype = Call

Correspondence

18,160

N/A

2

Email

22,559

2,056

161,843

Email

Event

367

21,844

4

Meeting

4,292

14,306

87

Other

659

56

3,983

Report

-

1

198

N/A

Visit

56

177

5

(blank)

3,664

511

600

Grand Total

89,008

39,360

233,960

Mapping for Task

AQB__ReportStatus__c

Task

Comment

Data in Production

AQB__Subject__c

Subject

we need a subject that is a text field, not a SF picklist field

RecordTypeId

RecordTypeId

AQB__Date__c

ActivityDate

Expand

title	AQB__Type__c

Email
Event
Letter
Meeting?
Other
Telephone
Visit
ARM / DRM Telephone Call
ARM / DRM Stewardship Report
ARM / DRM Letter

Expand

title	Type

Call
Meeting
Other
Gift Handover
Complete Gift Summary Form
Request Gift Account
Confirm Gift Account
Kick Off Gift
Appointment

picklist not match

surface on Task page

TaskSubtype

CallType

AQB__EssentialMove__c

not on Task layout, raised a Jira ticket to surface

Jira Legacy

server	System Jira
serverId	e9de0c6d-9ef6-3ada-b4ce-7168c44d7e8a
key	TAPSS-2117

Expand

title	AQB__Purpose__c

Acknowledgement
Apology
Ask
Canvassing
Cultivation
Donor Relations Touchpoint
Engagement
Estate Administration
Facilitation
Feedback
Gift Processing
GIW Confirmation
GIW Contingent
GIW Enquiry
GIW Intention
GIW Qualification
Introduction
Meeting Request
Negotiation
Qualification
Recognition
Stewardship
Will Revision

AQB__Purpose__c

Expand

title	AQB__ReportStatus__c

Planned
Draft
Final

AQB__ReportStatus__c

Expand

title	USYD_Sub_Purpose__c

Alumni/Supporter Query
Award Recognition
Bespoke Donor Stewardship
Bespoke Event Invitation
Group Correspondence
Marketing Invitation
Meeting
Meeting Request
Mentor Request
Other
Reunion
Speaker Request
Volunteer Request

not mapped

not on task layout

not defined in Activities object

989

AQB__ActivityDate__c

not mapped

224,698

AQB__Account__c

whatid

Expand

title	AQB__Status__c

Open
In progress
Completed
Cancelled

Expand

title	Status

Open
Draft
In progress
Active
Completed
Not Achieved
Cancelled
Cancelled - Deceased

Usyd_Account_2__c

not mapped

205

AQB__Opportunity__c

surface on layout

AQB__Result__c

we don't have a rich text box to map this to
AQB__Description__c is the second best

Name

not mapped

OwnerId

CreatedById

CreatedDate

LastModifiedById

LastModifiedDate

AQB__ActivityReport__c

Mapping for Event

AQB__ReportStatus__c

Event

Comment

Data in Production

AQB__Subject__c

Subject

RecordTypeId

AQB__Date__c

Expand

title	AQB__Type__c

Email
Event
Letter
Meeting?
Other
Telephone
Visit
ARM / DRM Telephone Call
ARM / DRM Stewardship Report
ARM / DRM Letter

Expand
Email Meeting Other Call

AQB__ActivityDate__c

AQB__Purpose__c

not on layout

AQB__Priority__c

not on activity object!

USYD_Sub_Purpose__c

not defined in Activities object

AQB__Status__c

no status field on event

AQB__Account__c

AQB__ReportStatus__c

Usyd_Account_2__c

AQB__EssentialMove__c

AQB__Opportunity__c

AQB__ActivitySummary__c

USYD_Event__c

AQB__Objective__c

AQB__Result__c

AQB__Description__c

CreatedById

LastModifiedById

Name

OwnerId

Mapping for EmailMessage

AQB__ReportStatus__c	EmailMessage	Comment	Data in Production
AQB__Subject__c	Subject	EmailMessage is text and longer, no issue
RecordTypeId		EmailMessage does not have record type
AQB__Date__c	MessageDate	date to datetime, should be no issue
AQB__Type__c		EmailMessage is already an email so no need to map the type
AQB__EssentialMove__c		field does not exist in EmailMessage
AQB__Purpose__c		field does not exist in EmailMessage
AQB__ReportStatus__c	Status 0 (New) 1 (Read) 2 (Replied) 3 (Sent) 4 (Forwarded) 5 (Draft)	EmailMessage status picklist values are 1-5 This needs to be set to other than draft, otherwise only the createdby user will be able to view the record
USYD_Sub_Purpose__c		field does not exist in EmailMessage
AQB__Status__c	Status	EmailMessage status picklist values are 1-5
AQB__Account__c	AQB__Account__c
AQB__Account__c	RelatedToId
Usyd_Account_2__c		field does not exist in EmailMessage
AQB__Opportunity__c	AQB__Opportunity__c	field does not exist in EmailMessage
AQB__Result__c	HtmlBody	Rich text vs HTML
Name		not mapped
OwnerId	OwnerId
CreatedById	CreatedById
CreatedDate	CreatedDate
LastModifiedById	LastModifiedById
LastModifiedDate	LastModifiedDate

Version	Old Version 1	New Version Current
Changes made by	rommel.ngo	rommel.ngo
Saved on	Jun 28, 2024	Aug 04, 2024

Versions Compared

Key

Mapping for Task

Mapping for Event

Mapping for EmailMessage