How to manage data during onboarding with the Mews for Salesforce integration

Managing data during the onboarding process in Mews while integrating with Salesforce involves several scenarios. This guide helps you understand how to handle data for different onboarding situations. You must perform these actions to ensure seamless data integration, which is crucial for maintaining accurate records and avoiding duplication. You can perform these tasks during the initial set up and when needed to update or synchronize data between Mews and Salesforce.

 

Note: Always practice using the Salesforce sandbox environment before changing the production environment.

 

Key points to remember:

  1. Data cleanup: Ensuring data is clean and matched between systems is crucial to avoid duplicates and data conflicts.
  2. Sync policies: Understanding and setting sync policies correctly ensures that the correct data prevails during conflicts.
  3. Responsibility: Employees familiar with the systems must manage data uploads and cleanups, not the Mews team.
  4. Vocabulary: Mews and Salesforce use a different vocabulary:
    • Company in Mews = Account in Salesforce.
    • Customers in Mews = Contact in Salesforce.
    • Reservations in Mews = Opportunities in Salesforce.

 

 

Understanding the onboarding scenarios

There are four main onboarding scenarios:

  1. Scenario 1: Your property connects to Mews and has data in both Salesforce and Mews.
  2. Scenario 2: Your property connects to Mews but is new to Salesforce.
  3. Scenario 3: Your property is new to both Salesforce and Mews.
  4. Scenario 4: Your property is new to Mews but has data in Salesforce.

 

Steps for each onboarding scenario

Scenario 1: Your property connects to Mews and has data in both Salesforce and Mews

Complete the following steps:

  1. Backup data:
    1. Backup Salesforce data for Accounts, Contacts and Opportunities.
      • The Salesforce export file must have four data points:
        1. Salesforce record id. Note: This is the same as Id and is crucial to include to avoid duplicates.
        2. Mews chain id.
        3. Mews external id.
        4. Sync policy.

For example:

Idmews__Chain__cmews__ExternalId__cmews__SyncedWithMews__c
001d1000000QLnBAAWa03d1000000GVELAA4c6579ca4-525a-4188-8271-b184008eb63etrue

 

    1. Backup Mews data for Companies and Customers.
      • Export Company profiles from Mews.
      • Export Customer profiles from Mews.
  2. Install the latest package:
    1. Install the latest package from AppExchange. 
    2. Add a valid token to retrieve initial entities for enterprises, chains, and accounting categories.
      • Once the system verifies the token, it syncs the initial entities into Salesforce, allowing you to proceed with the steps below.
      • Do not enable One-Time Historical Data Synchronization and Hourly Data Synchronization until you complete all steps.
  3. Review Synchronization Win Policy:
    1. Understand if Salesforce data should prevail over Mews data in case of duplicate profiles in the two systems. The screenshot below shows where you can see what data prevails:

 

    1. If you need to change the Synchronization Win Policy, you can do so in Salesforce by following these steps:
      • Go to Setup > Custom Metadata Types > Mews Settings.
      • Click Manage Mews Settings “Mews Default”, then click Mews Default.

 


 

      • Click Edit and check the Mews to override SF box.

 


 

      • To verify that the Synchronization Win Policy changed in the app settings page,
        • Go back to the Mews for Salesforce app and click on Settings. There you can see the Synchronization Win Policy.
  1. Data cleanup in Salesforce: This step connects,
      • Salesforce Accounts to Mews Companies
      • Salesforce Contacts to Mews Customers
      • Salesforce Opportunities to Mews Reservations. Note: If a record is missing in Salesforce, the integration creates it in Mews and vice versa with the exception for Opportunities.
    1. Go through the Account and Contact records in the Salesforce export file.
      • Populate external IDs from the Mews export file.
        • Note that ID is only visible in the exported files from Mews.
        • The Identifier column contains IDs you must populate in the Salesforce External ID field in Accounts, Contacts and Opportunities.
        • Copy it over to the Salesforce export file.


      • As explained in the Backup Data step above, this must be the Salesforce record Id, not the Mews chain Id.


 

      • Copy over the Salesforce chain record Id into the Salesforce export file.
        • Set Sync with Mews to True if you wish for this record to be synced into Mews.
        • When uploading the Salesforce export file back to Salesforce, make sure to set Operation to update NOT upsert. Note: Ensure the person handling this step is familiar with data uploads and cleanups. Mews is not responsible for this.

 

  1. Activate sync:
    1. After you have reviewed and approved the data, activate historical or hourly sync. You can learn more in the FAQ section of this guide.
      • If Salesforce wins the sync, the integration sends a request to Mews for each record with its sync property activated during data clean up.
        • If the record has a Mews external ID, the integration sends an update request.
        • If the record does not have a Mews external ID, the integration sends a create request.
        • Regardless of the win policy, Mews pushes Reservations to Salesforce.
      • If Mews wins the sync, the integration updates the record itself only if the sync finds a matching external ID and the record is sync = true. Otherwise, the integration creates a new record.

 

Scenario 2: Your property connects to Mews but is new to Salesforce

Complete the following steps:

  1. Backup Mews data:
    1. Backup data for Companies, Customers
      • Export Company profiles from Mews.
      • Export Customer profiles from Mews.
  2. Install Mews for Salesforce integration:
    1. Proceed with the installation. 
  3. Activate sync:
    1. Activate historical or hourly sync. You can learn more in the FAQ section of this guide.
      • Mews pushes Company and Customer profiles along with Addresses to Salesforce.
      • Mews pushes Reservations to Salesforce with linked profiles.

 

Scenario 3: Your property is new to both Salesforce and Mews

Complete the following steps:

  1. Import data into Mews:
    1. The Mews Onboarding team imports Company and Customer profiles along with Reservations using an import file. Mews then creates these records in Salesforce.
  2. Install Mews for Salesforce integration:
    1. Proceed with the installation. 
  3. Activate sync:
    1. Activate historical or hourly sync. You can learn more in the FAQ section of this guide.
      • Mews pushes Company and Customer profiles along with Reservations to Salesforce.

 

Scenario 4: Your property is new to Mews but has data in Salesforce

Complete the same steps outlined in Scenario 1.

 

FAQs

Why can’t I use Salesforce to create Companies and Customer profiles in Mews if I have no data in Mews? 

If you have no data in Mews, and you enable Salesforce to create Companies and Customer profiles, it may result in duplicates. If you are opening a new property and have no reservations created in Mews, the following applies:

  • If your property has reservations, the Onboarding team imports them along with Company and Customer profiles. When the system creates reservations, the import file automatically creates Company and Customer profiles in Mews.
  • These profiles have external IDs created in Mews as unique identifiers between Mews and Salesforce.
  • If you enable Salesforce to create Company and Customer profiles, the integration creates duplicates. Therefore, you must first create reservations with Company and Customer profiles in Mews.
  • Then, you can match Salesforce and Mews databases so Salesforce can create profiles along with the reservations that you have yet to create. 

 

What are the differences between one-time historical data synchronization and hourly data synchronization? 

When synchronizing Mews data with Salesforce, you have two options: one-time historical data sync and hourly data synchronization. It is important to understand the differences between these two methods to choose the one that suits your needs.

  • One-Time Historical Data Sync
    • This synchronization option transfers all historical data from Mews to Salesforce.
    • Use this option if you need to bring over past data into Salesforce.
  • Hourly Data Synchronization
    • This option synchronizes Mews data with Salesforce every hour.
    • It only transfers changes made within the last hour and does not include any historical data. 

 

Note: If you want Salesforce to create Customer and Company profiles in Mews, check the Synced with Mews box under Accounts and Contacts that you wish to synchronize to Mews. 

 

You now understand how to handle data for different onboarding situations. 

 

You can learn more about connecting the Mews for Salesforce integration to your demo Mews Operations environment here.

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