Move Email logs

[Utkarsha]

Hi everyone,

As we migrate our source instance to target instance (from one instance to another), we would like guidance on efficiently moving emails along with all related configurations. Specifically, we need to migrate:

• Email logs
• Attachments
• Templates
• Images
• Target record mappings, etc.

Additionally, we would like to know if it's possible to update the retention policy for certain tables to ensure that emails remain unaffected during the migration.

Our goal is to retain emails along with audit details and journal entries in the source instance.
Any best practices or recommendations on achieving this efficiently would be greatly appreciated!

Thanks!

[KKM · Accepted solution]

Hi Utkarsha,

Migrating emails along with their related configurations (logs, attachments, templates, images, and target record mappings) while ensuring audit details and journal entries remain intact requires a well-structured approach. Below are some best practices and recommendations for achieving this efficiently.

1. Migration Strategy
A. Identify Scope & Dependencies
Before migrating, map out all email-related data, including:

Email Logs – Email Sent/Received records, timestamps, statuses.
Attachments – Files linked to emails.
Templates – Email templates stored in the source system.
Images – Embedded or linked images.
Target Record Mappings – Ensure relationships between emails and their respective records (e.g., Incidents, Cases, or Tasks).
Audit Details & Journal Entries – Ensure historical data integrity is maintained.
B. Use Native Export/Import Tools
Check if the platform provides native tools for exporting and importing email data:

Platform Export Tools: Look for data export utilities (e.g., ServiceNow’s Data Export/Import Sets).
API-based Migration: If API access is available, use REST/SOAP APIs to extract and migrate data programmatically.
2. Migration Process
A. Export Data from Source Instance
Extract Email Data & Logs:

Use a database query or API to fetch email records.
Identify all necessary fields (timestamp, sender, recipient, subject, status, etc.).
Ensure attachments and images are linked correctly.
Export Attachments & Images:

Store them in a structured folder system.
Maintain metadata for correct reattachment in the target system.
Export Templates:

If templates are stored in HTML format, ensure they are properly formatted before migration.
Export Audit Data & Journal Entries:

Audit logs may be in a separate table; ensure they are extracted with timestamps.
B. Import Data into Target Instance
Load Email Records:

Map the exported data to the corresponding tables in the target instance.
Use import scripts or APIs to insert records while preserving timestamps.
Reattach Attachments & Images:

Ensure file IDs match the new email record IDs.
Migrate Templates:

Upload templates and verify they render correctly.
Re-link Target Records:

Maintain relationships between emails and their associated records.
3. Retention Policy Considerations
To prevent email records from being purged during migration:

Modify Retention Policy Before Migration:

Check if there’s an auto-purge rule for emails.
Temporarily extend retention policies on email-related tables.
Ensure no cleanup scripts delete migrated emails.
Post-Migration Validation:

Verify that all emails, attachments, and logs have migrated successfully.
Run consistency checks to confirm record relationships.
4. Best Practices for a Smooth Migration
* Perform a Dry Run: Migrate a small batch of emails first to test the process.
* Maintain Data Integrity: Ensure timestamps, relationships, and statuses are retained.
* Document the Migration Steps: Keep records of scripts, mappings, and configurations.
* Monitor Performance: Large email datasets can impact system performance during migration.
* Backup Data: Always take a full backup before migration to avoid data loss.

This should solve your issue!

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With Regards,
Krishna Kumar M - Talk with AIT3ch
LinkedIn: https://www.linkedin.com/in/mkrishnak4/
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