EdTechData MigrationSalesforceEnterprise IntegrationIntegrationMuleSoft

Migrating Six Years of Medical Admissions Data to Salesforce

Six years of admissions history loaded into Salesforce inside a 10-day cutover window

Client

Medical College Admissions Platform

Region

Global

Key Outcomes

6 years of applicant data migrated in a 10-day windowWhole student records loaded in single calls, not object by objectDaily upstream-to-Salesforce sync after go-live

Business Challenge

The engagement had two jobs running against the same deadline. First, the team needed to backfill roughly six years of applicant data from the existing admissions platform into Salesforce. Each applicant was not a flat contact record; the full profile included education history, addresses, application folders, checklists, experience, recommendation letters, and supporting documents. Second, Salesforce needed a daily upstream sync after go-live. The tightest constraint was the 10-day migration window, especially because recommendation letters and application PDFs were large enough to slow the run if document handling stayed in the main record path.

Solution Overview

DIATOZ built the migration using API-led connectivity across system and process layers, split into four MuleSoft apps so structured record loading and document loading could move independently. The process API pulls each applicant through the source system API and assembles the complete record into a Salesforce Composite Graph, allowing the contact and related objects to load in one transaction. A dedicated document process pulls PDFs separately, shapes the request, and writes them as Salesforce ContentVersion records linked to the right student. The same system and Salesforce APIs also power the daily post-cutover sync.

Architecture & Engineering

System API wraps the existing admissions client API and handles extraction from the source platform

Record process API pulls each student's profile and assembles a Salesforce Composite Graph covering contact, education, address, application, checklist, and experience records

Salesforce system API writes the composite graph to Salesforce, with graph-level rollback if any node fails

Dedicated document process API pulls PDFs from the source and loads them through the Salesforce system API as ContentVersion records

Asynchronous invocation keeps recommendation letters and application PDFs on their own track so they do not block structured record migration

Shared system and Salesforce APIs support both the one-time backfill and the daily upstream-to-Salesforce sync

Technology Stack

MuleSoft Anypoint PlatformAPI-Led ConnectivitySalesforceSalesforce Composite Graph APISalesforce ContentVersionDataWeaveAsync ProcessingCloudHubSalesforce REST API

Business Impact

All six years of applicant data landed in Salesforce inside the 10-day window

Composite Graph reduced call volume by loading full student records in one transaction instead of one call per object

Recommendation letters and application PDFs were loaded as ContentVersion records and linked to the correct student

Asynchronous document processing prevented PDFs from stalling the rest of the migration run

The daily sync keeps Salesforce current from the upstream admissions platform with no manual work

System and process API separation gave the migration and ongoing sync the same reusable building blocks

Why DIATOZ

DIATOZ brought MuleSoft delivery, Salesforce data modeling, and high-volume migration planning together so the client could meet a compressed cutover window without sacrificing document integrity or post-go-live synchronization.