Modernizing a Legacy CRM: Fixing a Hidden Salesforce Limit That Was Costing Thousands

two women at an assisted senior living facility

Services:

Industry:

Healthcare

Client since:

2023

Business problem

The client faced a challenge with Change Data Capture (CDC) in Salesforce. It was limited to tracking changes across only five objects. Exceeding this limit resulted in significant additional costs.  

The business needed a centralized, scalable CRM solution to unify its sales processes, improve lead management, and synchronize data in real-time between multiple external systems and its internal teams, providers, and other business platforms. 

icon Lack of expertise in data engineering

Fragmented systems and data silos between sales teams and providers

The use of separate, partially integrated platforms, combined with manual processes for data reconciliation and communication, affected the timely synchronization between teams.

icon save costs

High operational costs

Maintenance of multiple systems posed a risk of increasing the effort required to support outdated integrations.

Delays in data synchronization

The lack of real-time integration between Salesforce and external systems hindered decision-making and slowed customer service.

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How we worked 

Due to Sombra’s proven Salesforce expertise, experience in complex CRM integrations, and ability to deliver customized solutions for high-volume, data-intensive operations, the client decided to proceed with a dedicated Salesforce team model.  

We maintained close collaboration with the client’s sales and provider management teams through the daily stand-up meetings, weekly planning meetings, bi-weekly Salesforce stand-ups, and ad-hoc calls for integration milestones and critical releases.  

Technical solution 

Tech stack: Salesforce Sales Cloud, Apex, Lightning Web Components (LWC), Platform Events, and APIs. 

Data synchronization and integration

  • Developed a synchronization app using Platform Events, Flows, Triggers, and Batches to manage large volumes of data efficiently. 
  • Implemented a system to track changes in key Salesforce objects (e.g., Account, Billing, Contact, and custom objects). 
  • Enabled real-time data synchronization between Salesforce and an external system called CART for seamless data exchange.  

Legacy system migration

  • Migrated the referral management system from a legacy platform to Salesforce, ensuring minimal disruption and improved functionality. 
  • Designed and implemented new custom objects to handle Prospects and Referral Processes within Salesforce. 

Referral process and approval workflows

  • Built comprehensive Referral Processes to manage and track referrals efficiently. 
  • Implemented Approval Processes to ensure compliance and streamline decision-making. 

Advanced integration with external systems:

  • Developed robust integrations with external systems to identify potential clients based on specific criteria. 
  • Enabled automatic referral of prospects to suitable clients, enhancing lead generation and conversion.

Business value 

  • Transitioned to using custom Platform Events, enabling tracking of 15 objects without additional costs, resulting in significant savings. 
  • Implemented CI/CD pipeline to streamline deployments, reduce times, minimize errors, and enhance team stability. 
  • Standardized processes and automation have stabilized workflows across teams. 
  • Migrated legacy systems to Salesforce, centralizing data for improved accuracy, accessibility, and decision-making. 

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