Sandbox Creation & Refresh Guide v1.4

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2cloudnine Sandbox Creation & Refresh Guide

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Important Information

Only your authorised Salesforce System Administrator or Partner should be creating a new Sandbox, actioning the refresh, and related tasks. Before actioning a refresh, all vendors must agree with the timing of the intended Sandbox refresh, and that the required packages, customisations, and data currently only within that Sandbox have been saved elsewhere by them. Users creating or refreshing the Sandbox must be on the System Administrator Profile for this process to run successfully. They will be responsible for ensuring all configuration items and tasks are completed within a reasonable timeframe of the sandbox being created/refreshed. Please familiarise yourself with all of the requirements before actioning any steps and ensure you have sufficient time and resources available. Failing to do so can negatively impact the User experience and stability of 2cloudnine Payroll. This guide should always be accessed and used via your web browser. This will confirm you are viewing the most recent version of the document. Further, downloading the document and opening it with desktop programs, such as Adobe, has been found to cause errors when copying and using the scripts provided for data updates. These errors do not occur when viewed through a browser.

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Read First: How to Use this Configuration Guide

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What is covered by this Guide?

This Guide outlines the ‘out of the box’ setup of a new Sandbox and refreshing existing Sandboxes. Where customisation is built into the product, we will cover how to configure it correctly within the Sandbox environment. Where it is identified that further customisations outside of those built by 2cloudnine Payroll have been created by the implementation team, this will not be covered by this Guide.

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Create a Sandbox Template

Before creating a new Sandbox or refreshing a Sandbox, you will need to create a Sandbox Template. Follow the steps below to create a Sandbox Template. Go to Setup > Environments > Sandboxes

1. Click on the Sandbox Templates tab (see Figure 1).

2. Click on the New Sandbox Template button (see Figure 2).

3. Populate the fields Name and Description (see Figure 3).

4. Select the Objects you want to include in the new Template (see Figure 4).
5. Click the Save button.

6. A new Sandbox Template has been created (see Figure 5).

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Create a new Sandbox (Full or Partial)

Go to Setup > Environments > Sandboxes

1. To create a new Sandbox, click on the New Sandbox button (see Figure 6).

2. Populate the fields Name, Description, and Create From (see Figure 7).
3. Click on the Next button located at the bottom of the required Sandbox License box. This determines if it’s a Full, Partial, or Developer Sandbox.

4. Populate the Sandbox Options as below:
   1. If you selected Full in the previous step, then select either:
      1. All or Template Based, in the Object Data Included field (see Figure 8),
      2. Choose a Picklist value for Include Field Tracking History Data to copy all of the Source Org Field History Tracking into this Sandbox,
      3. Select the Include Chatter Data if required,
      4. You can leave the Apex Class field blank,
      5. In Sandbox Access, select either the radio button for All Active Users or User Group (Recommended), the second option only provides access to specific Users from a Public Group,
      6. Click the Create button.
      
      OR
   2. If you selected the Partial Copy option in the previous step:
      1. You must choose a Sandbox Template (see Figure 9),
      2. Select the Include Chatter Data if required,
      3. You can leave the Apex Class field blank,
      4. In Sandbox Access, select either the radio button for All Active Users or User Group (Recommended). The second option only copies specific Users from a Public Group to be the only Users set up in the Sandbox,
      5. Click the Create button.
         
5. Salesforce will return to the Sandboxes page, showing details of the new Sandbox, with the creation Status as Pending, which will change to Processing, and then Activating (see Figures 10, 11, and 12).

6. The Status will change to Complete after some time. Click on the Log In link (see Figure 13).

The creation process can take anywhere from 30 mins - 6 hours depending on the amount of data that is copied down from Production to Sandbox. After the Sandbox Creation has completed, you’ll be required to log in to the Sandbox using your Production Username with the additional suffix at the end as used when you created the Sandbox Name in Step 2 (i.e. lorelletrain2@2cloudnine.com.Full), with the same password as Production. Alternatively, if you click the Login button next to the Sandbox name via the Production Org from Setup > Environments > Sandboxes, it should auto-populate the Username and you will need to enter just the password.

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Refresh an existing Sandbox (Full or Partial)

Before conducting a Sandbox refresh, always ensure that all custom metadata and S-objects that are still in the ‘build and test’ stage are backed up. A refresh can cause data/setup/Metadata loss as the Sandbox will be replaced with a full copy of the Production Org. Go to Setup > Environments > Sandboxes

1. Select Refresh against the name of the Sandbox you wish to refresh. There could be a few different Sandboxes, some might be Full Sandboxes, and others may be Partial Sandboxes, so please make sure you select the correct one (see Figure 14).

2. In the Sandbox Information box, you can change the Name and the Description of the Sandbox if required (see Figure 15).
3. Populate the Create From field with the source Org that you wish to copy:
   1. This can be a Production or a Sandbox already created, however the most common is from Production.

4. In the Sandbox License box, click Next under the required license type (see Figure 15).

5. If you selected Partial, complete the steps below (see Figure 16), otherwise skip to step 6:
   1. Under Sandbox Templates, select an existing Sandbox Template. If a template is not already there, you’ll need to create a template first.
   2. Auto Activate = True .
   3. Apex Class = Blank .
   4. In Sandbox Access, select either the radio button for All Active Users or User Group (Recommended), the second option only copies specific Users from a Public Group to be the only Users set up in the Sandbox.
   5. Click Create .
   6. Now skip to step 7.
      
6. If you selected Full, complete the steps below (see Figure 17):
   1. For Object Data Included, select the radio button for All to ensure no Object data is missed when refreshing a Full Sandbox. Alternatively, you can select the Template-based radio button, however, you would need to select the Template and ensure no required Objects are missed.
   2. Select the checkbox Include Field Tracking History Data to ensure the Field Tracking History is included in the refresh. If this has been selected, you’ll need to select the period of time for history tracking to be included from the picklist options available.
   3. Select the checkbox Include Chatter Data to have this included in the Sandbox.
   4. Auto Activate = True .
   5. Apex Class can be left blank.
   6. In Sandbox Access, select either the radio button for All Active Users or User Group (Recommended), the second option only copies specific Users from a Public Group to be the only Users set up in the Sandbox.
   7. Click Create .
      
7. The Status of the Sandbox will change from Completed to Sampling and then to Processing (see Figure 18).

The refresh can take anywhere from 30 mins - 6 hours depending on the amount of data that is copied down to Sandbox.

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Activation

This step is applicable only when the checkbox Auto Activate is left blank. Once the Sandbox has been completed, you will see a new link called Activate on the Sandboxes page. If Auto Activate was not selected during the creation or refresh process, you will need to activate before you can use it. To activate, follow the steps below:

1. Click the Activate button:
2. In the popup, tick the checkbox where it says ‘I understand the operation I am about to perform’ and click Activate (see Figure 19).

3. The status will change from Pending Activation to Activating .

The activation can take anywhere from a few seconds to a few minutes depending on the amount of data in the Sandbox. Once completed, the status will change from Activating to Completed . Upon completion of the activation, you’ll be required to log in to the Sandbox using your Production Username with the additional suffix at the end (i.e. lorelletrain2@2cloudnine.com.Full) with the same password as Production. Alternatively, if you click the Login button next to the Sandbox name via the Production Org from Setup > Environments > Sandboxes, it should auto-populate the Username and you will need to enter just the password.

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Steps to be completed after the Sandbox is refreshed or created

Once the Sandbox has completed the refresh or creation, there are some additional required steps to be completed to ensure the Sandbox is functioning correctly.

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Password Manager to be updated

If this is a new Sandbox (not a refresh), ensure that you have added the login details to your Password Manager system (i.e. 1Password, Lastpass, etc). If it’s a refresh, ensure you review the stored password in case the previous password was changed in the Sandbox.

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Email Deliverability

Go to Setup > Email > Deliverability

1. Access Level = select the suitable email delivery setting needed
   • No access means no emails will be sent.
   • System email only means only those generated by Salesforce native functions will be sent, and all others, including those from 2cloudnine templates, will not be sent.
   • All email means all emails will be sent, including Pay Advices and Invoices from testing scenarios, potentially being received by clients and Payees

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Email the User to confirm Sandbox Refresh actioned

As this is often Production copied into Sandbox, all Users and their Passwords will also have been copied into the Sandbox, therefore, if they have any specific customizations or configurations that are specific to an Org Instances (i.e. Jitterbit Integrations for Import Tool or GL integrations, any flows that point to a specific record, etc), these will need to be advised to 2cloudnine to ensure these are updated accordingly to the Sandbox Org, and not continue to be the Production Org. Please ensure that you log a case with 2cloudnine to advise of the refresh having been completed, so they can then ensure the required updates are made.

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User access

The available Users within the Sandbox will depend on the earlier select of All Users or User Group. In order for any of those Users to be able to login and use this new environment, including Customer Community Users, they will have been updated to have the additional text of “.invalid” removed from the end of their email addresses. This is a Salesforce security feature to prevent these Users from accessing the Sandbox and performing things without the knowledge of the System Administrator. To enable Users to access the Sandbox, the following steps will need to be completed for each User: Go to Setup > Users > Users

1. Select Edit against the User record.
2. Remove “.invalid” from the end of the email address.
3. Scroll down the page to the bottom and select the checkbox Generate new password and notify user immediately .
4. Select Save .
5. Repeat for each User that requires access to this Sandbox.

The User(s) will receive an email directly from Salesforce asking them to select the link token in the email and reset their password for this Sandbox.

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Schedule Job Scripts - Packaged

All Scheduled Apex Jobs will need to be deleted and rescheduled after a sandbox refresh. To do this, follow the below steps: Locate the required job(s) to be rescheduled from the 2cloudnine Payroll Suite Configuration Guide:

1. Copy the block of scripts to be run.
2. Go to Setup > Developer Console > Debug > Open Execute Anonymous Window
3. Delete or comment out any code that is in the window
4. Paste in the copied script
5. Click the Execute button.
6. Repeat the above steps until all required scheduled jobs have been scheduled.

The scripts will be scheduled to run at the times indicated in the scripts. To make sure they have been setup correctly go to Setup > Environments > Jobs > Scheduled Jobs Please refer to the Scheduled Jobs section in the current published version of the Configuration Guide To 2cloudnine Payroll Suite to access the scripts required to be rescheduled.

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Import Tool Settings Custom Setting

As this has most likely been copied from Production, this Org’s Custom Settings will inherit the data from the Source Org, which will need to be updated if you are wanting to perform any testing of the Integrated Import Tool. Go to **Setup > Custom Settings > Import Tool Settings > **Select Manage at the Org Level, not at the lower level > Edit Sandbox API credentials are

1. API Endpoint URL = https://2cloudnine49807.jitterbit.cc/Sandbox/v1.0/2C9PayrollImportSandbox
2. API-Key = 639d5539-e063-4c92-8e3d-5e7104826716
3. Salesforce Admin Username = updated as per Integration User within the Sandbox/1password
4. Select Save .

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STP Custom Setting

As this has most likely been copied from Production, this Org will default to sending any STP Lodgements to SuperChoice Production. The STP Custom Setting will need to be updated to send to the SuperChoice Test environment. Go to Setup - Custom Settings - Aus Extension Configuration - Select Manage at the Org Level, not at the lower level > Edit

1. Ensure the checkbox remains False in ALL Sandboxes.
2. Select Save .

If this is not updated, when Users go to create an STP Lodgement within the Sandbox, the Single Touch Payroll Manager UI will show the message ‘Sandbox STP will be sent to live ATO’ (see Figure 20), prompting the necessary change before creating a lodgement in error:

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Reset of Automations to be Active

Upon the refresh of the Sandbox, there may be some automations that should be ‘deactivated’ to ensure the processes don’t occur (i.e. custom notifications, custom processes to automatically occur, etc). It is recommended that all automations are reviewed to confirm which should remain active and which should be deactivated as part of the refresh process. Go to Setup > Process Builder

1. Sort all Process Builder by Active Status.
2. Ensure all that are required are set to a status of ‘Active’.
3. Repeat for each Process Builder which needs to be active.

Go to Setup > Flows

1. Sort all Flows by Active Status.
2. Ensure all that are required are set to a status of Active
3. Repeat for each Flow listed that needs to be active.

Go to Setup > Platform Events

1. Edit and Save each Platform Event that needs to be active.

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Publish Sites

A review of all Sites listed will be required to ensure they are published, as they will not retain their published status from Production:

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Client Portal Site ID

Go to Setup > Digital Experiences > Settings

1. Ensure TRUE is selected for ‘Allow using standard external profiles for self-registration, user creation, and login.’

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Employee Community Site

Go to Setup > Digital Experiences > All Sites

1. Select Builder next to the Employee Community.
2. Wait for the Builder page to display. Once displayed, select Publish in the top right .3. Select Publish in the pop up window (this process may take some time, so please be patient).
3. When completed, select Got it from the next pop up window.
4. Close the browser window.

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Approver Community Site (if required)

Go to Setup > Digital Experiences > All Sites

1. Select Builder next to the Approver Community.
2. Wait for the Builder page to display. Once displayed, select Publish in the top right .3. Select Publish in the pop up window (this process may take some time, so please be patient).
3. When completed, select Got it from the next pop up window.
4. Close the browser window.

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Remove Approver Link Tokens (if required)

As the Link Tokens will be associated with the Production Org, they will need to be deleted and later regenerated to the Sandbox Org.

1. Go to the Contact Object.
2. Select a suitable List View for Approvers (i.e. Client Contacts, etc).
3. Review the fields in the List View and ensure the following fields are displayed:
   1. Link Token Expense Claim Submission
   2. Link Token Timesheet Submission
4. Ensure the List View has a filter for only one Record Type which will enable inline editing via the List View, and includes the field Approver Link Token and Expense Claim Link Token if used.
5. Scroll down to select up to the maximum of 200 rows, and then edit the 2 Link Token fields to be blank .
6. Select Save.
7. Repeat as needed in maximum blocks of 200 until all Link Tokens are removed.
8. Repeat with the List View filtered on any other Records Types needed.

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Time2Pay Portal Specific Settings - Custom Settings

Go to Setup > Custom Settings > Select Manage next to Time2Pay Portal Specific Settings .

1. Select Edit for the Community User.
2. Update the Site URL to reflect this new Sandbox Org Site URL (i.e. https://lorelletrain2—train2fs.sandbox.my.site.com).
3. This can be located by going to Setup > All Sites, and copying the URL listed for Employee Training Community.
4. Populate the Site ID field by following the steps below:
   1. Select the Cogs similar to going to Setup, however, instead select Developer Console .
   2. Select the Query Editor tab near the bottom.
   3. Paste the following text and then select the Execute button: Select id,name from site
   4. Double click the cell for the Employee Community Site ID so that it enables the data within the cell to be highlighted and copied, and paste into the Site ID field of the Custom Setting (this is case sensitive, so it must be correct if capital i, lowercase L, or the number 1).
5. Ensure this Custom Setting is marked as Default = True .
6. Select the Save button on the Custom Setting.

Please note that there is a need to create only one site to cover both Employee Communities as well as Invoice creation, therefore, if the Org does not have an Employee Community but does require invoicing still, then you’ll need to do the above but for the Invoicing Site instead. If you have any queries, please contact the 2cloudnine E&T Team.

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Remove Invoice URLs and Link Tokens (if required)

As the Link Tokens will be associated with the Production Org, they will need to be deleted and later regenerated to the Sandbox Org.

1. Go to the Invoices Object.
2. Select a suitable List View for All Invoices.
3. Review the fields in the List View and ensure the following fields are displayed:
   1. Online URL
   2. Invoice Link Token
4. Ensure the List View has a filter for the same Record Type which will enable inline editing via the List View.
5. Scroll down to select up to the maximum of 200 rows, and then edit the 2 Link Token fields to be blank.
6. Select Save.
7. Repeat as needed in maximum blocks of 200 until all Link Tokens are removed.
8. Repeat with the List View filtered on any other Records Types needed.

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Enable Customer Community Login Users (if required)

If you require any of the Customer Community Login Users to access the Community for testing, etc, then you will need to enable their Users again, following the below steps:

1. Select the Contact record who previously had been set up for Customer Community Login User Licence.
2. From the buttons on the Detail page, select the Enable Customer User button.
3. Salesforce will direct you to the Setup Page for this Contact, where the “.invalid” will have automatically been removed from the end of the email address, and Users can update any fields on the User record as required.
4. Scroll down to the bottom of the page and ensure the checkbox Generate new password and notify user immediately is set to true.
5. Select Save .
6. Repeat for each Community User that requires access to the Sandbox Community.

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Regenerate Approver Link Tokens (if required)

If the Org uses Approver Link Tokens, the Link tokens will need to be regenerated for them to be used. Go to Setup > Custom Metadata Types > Community Settings > Manage Records > Edit (next to the Approver Site)

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Community Base URL

1. Copy exactly as per the URL in this Sandbox from Setup - All Sites - Client Approver, however please remember IT MUST CONTAIN HTTPS at the start as per this example:

https://lorelletrain2portal.force.com/Approvers

2. Go to the Site .
3. Select the button for Public Access Settings (takes you to the Guest User Profile).
4. Scroll down to the bottom of the page, and select the Related List for Default Community.
5. Select Edit .
6. Select the relevant Client Approver Community .
7. Select Save .

An Approver with a blank link token will generate to the new Sandbox Community once they have a Timesheet Submitted for their approval.

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Contact Email Address - .test

To prevent emails from sending to Payees, Client Contacts, etc, you are recommended to update all Contact Emails to be invalid email addresses, especially if you have updated the email deliverability to be All Emails. To update the emails, Users are recommended to:

1. Create a report to export all Contacts and their current emails.
2. By using one of the data loader products available, update all Contact emails to be one of your own email addresses, or to be updated to an invalid email address.

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Further information