Marketing Cloud Engagement - Connector best practices for Salesforce sandbox refresh (UAT refresh)

Note: Once the Marketing Cloud Engagement connection is complete, all previously configured items will no longer function unless they are reconfigured (including both triggered sends and synchronized data extensions). Complete the following steps before starting the sandbox refresh, then complete the post-refresh steps immediately after the sandbox becomes available.

PRE-REFRESH STEPS

• Steps to archive old triggered send emails:

1.  In Marketing Cloud Engagement, go to Email Studio | Email.
2.  In a business unit that has triggered emails, select Interactions | Triggered Emails.
3.  Select all running triggered emails, then click Pause.
4.  Select all paused triggered emails, then click Archive.
5.  Select all archived triggered emails, then move each of them to the "Archive" folder.

• Stop all running automations that are linked to Synchronized Data Extensions  in the Marketing Cloud Engagement Account connected to the Sandbox org.

• Disconnect the Marketing Cloud Engagement account previously integrated with Salesforce sandbox org

1. Log in to Marketing Cloud Engagement, mouse over your name and select Setup.
2. Under the Platform Tools section, select Apps | Salesforce Integration
3. Click Edit. 
4. Click Disconnect Account, then click OK to disable the connector in the current sandbox org. 
5. Click OK in the "this action cannot be undone" dialog box.

• Please check this article for more information on disconnect impact. Other impact that could experience include:

1. You will have to set up the Synchronized Data sources again.
2. Any Automations that depend on Synchronized Data Extensions will also have to be stopped/paused.
3. You will have to create a new version of Journeys that use Salesforce Entry events and Salesforce activities.

POST-REFRESH STEPS

Now, you are ready to perform the refresh in your sandbox org.

• Disconnect the “refreshed“ sandbox from the Marketing Cloud Engagement account connected to the production Salesforce org

The standard Salesforce functionality for sandbox refresh is that when customers perform a Developer Sandbox, Developer Pro Sandbox, Partial Copy or a Full Sandbox refresh all managed packages (including Marketing Cloud Engagement Connect) have their metadata copied from the production environment to the sandbox environment. For Marketing Cloud Engagement Connect, the sandbox refresh process copies all the authentication tokens and all the configuration from Salesforce Production to Salesforce sandbox. This means that the sandbox is connected to the same Marketing Cloud Engagement account than the Salesforce production org.

Once the sandbox refresh is complete and as soon as the sandbox is ready, disconnect it from Marketing Cloud Engagement account connected to the Salesforce Production org by running this command et4ae5.SupportUtilities.resetConfiguration();. This command only removes the Marketing Cloud Engagement Connect configuration; this includes configuration and tokens. None of the object data is affected.

IMPORTANT: This step is necessary to avoid the sandbox org to inject contacts into the Marketing Cloud Engagement account connected to the Salesforce Production org. Please make sure it happens every time a copy/refresh occurs as soon as the sandbox is ready.

• Connect Marketing Cloud Engagement account to the “refreshed” sandbox org

Note: Log out all Salesforce orgs before completing these steps.

Actions to perform in Marketing Cloud Engagement

Note: Log out all Salesforce orgs before completing these steps.

1.  Log in to Marketing Cloud Engagement account you want to connect to the “refreshed” sandbox
2. Go to Setup section, select Apps | Salesforce Integration
3. Click Edit. 
4. Click Upgrade to Connected App. If that button doesn't appear, skip this step. 
5. Click Connect, then enter your sandbox org login credentials.
6. Confirm that your Salesforce Org ID is correct (found under Setup | Administer | Company Profile | Company Information in Salesforce)

• Note: Marketing Cloud Engagement displays 3 additional characters. If your Org ID is the same, then your connection is complete.

7. Integrate the API user:

• 1. In Marketing Cloud Engagement, mouse over your name and select Setup.
• 2. Under Administration select Users | Users
• 3. Click the API user
• 4. Under "Salesforce.com Status," click Integrate.
• 5. Enter the Salesforce user ID into the "Username" field.

8. If you have any other users who need access to Marketing Cloud Engagement via Sales or Service, integrate them using the "API user" steps above.

•  Integrate the “refreshed” sandbox with the Marketing Cloud Engagement account setup above

1. Log in to Sales or Service, then click the Marketing Cloud tab.
2. Click Configure Marketing Cloud Connector. 
3. Confirm that the API user is correct. If so, your connection is complete. If not, continue to the next step.
4. Click Change API User.
5. Click through each of the "Warning" dialogs.
6. Enter the login credentials for the Marketing Cloud Engagement API user.