What should you consider when changing from a restricted database to a flexible database?

Changing a database from a restricted database to a flexible database requires assistance from Acoustic Campaign Client Support and Engineering teams as the unique identifier modification requires manual work on the back-end to apply the change.

Before you begin

Take the following items into account before making a database conversion request.

  • Mapped relational tables are not affected by database conversions.
  • Databases that are associated with CRM integrations, such as Salesforce.com or the Scribe Online Connector based integrations for Microsoft Dynamics CRM or SugarCRM, cannot be converted. This is due to a fundamental design in CRM integrations that requires databases to be configured in a specific way during the setup process. A database conversion cannot achieve the configuration necessary for the integration to function.

About this task

Changing a database from using a unique identifier (UID) to no unique identifier can cause a number of things to change. Before these changes are made, consider the following:

  1. Identify all sources of how a contact is added to the database. This is a vital step in your planning because you need to ensure that you do not accidentally create duplicate contacts. The following can help you highlight possible sources:
    1. Identify all sources that use the AddRecipient or UpdateRecipient API call.
    2. Identify all users who use Acoustic Campaign (Including any back up users).
    3. Identify any and all recurring imports set up in the UI.
    4. Identify all user accounts that perform an ImportList API call.
    5. Check if necessary, with Client Support to see if you have any custom integrations created for your company by our CIS team.
  2. After you have completed the identifying phase, you next need to plan and place into readiness the following:
    1. Update all ListImport API call mapping files to specify a "KEY_COLUMN" in readiness to use after the UID field change has been completed.
    2. Update all AddRecipient and UpdateRecipient API calls prior to UID change to specify "SYNC_FIELDS".
    3. Ensure your API developers create documentation to complement the API Guide to highlight the above and why the calls need to be set up the way they are.
    4. Educate all users who use Acoustic Campaign to specify a Sync Field when Importing data via the user interface. You can create a new database setting it up as flexible (listed as CRM type when you click on Edit Unique Identifiers) to practice. Create documentation on how to correctly import data through the UI and specify what SYNC Field(s) to use when importing in case someone has to import a file when the main Acoustic Campaign users are not available.
    5. Prior to the UID change, you will need to STOP all recurring imports and then create them from scratch and ensure you specify UID(s) in the new mapping and then activate them once the change has been completed.
    6. It is important that if you have any CIS (custom integration) solutions, that CIS are made aware of any requests to change your database UID as such changes could potentially break or alternatively you could end up with duplicate contacts. You need to ensure that Support is aware of any CIS integrations linked to the database.
    7. Review landing pages and web forms. The contact matching option will appear after the database type has changed.
  3. Contact Client Support once you have everything planned out and are ready to proceed.
  4. Open a Support case to request the change. Support will work with you and our Database Engineers to find a suitable date and time for all to perform the change.
Important: The unique identifier process typically requires a one hour window to make change, but could be longer depending on the size of the database. During this one hour window, clients must ensure that all services that use the current configuration are stopped. API calls adding or modifying recipients, data jobs, active web forms, emails and list imports must all be halted during this time. Once the change has been completed, Support will contact you and you can then activate the updated processes that sync contacts properly, ensuring no duplicates are mistakenly created.