Best Practices for Syncing Large Data Volumes to Sense

To ensure a smooth data sync process and minimize disruptions, customers should follow these best practices when performing large-scale data updates in their ATS.

What Sense Will Do When Notified

When you notify Sense of an upcoming large data sync, we will take the following actions:

1. Pause and Optimize Sync Processing
   • If the sync occurs outside of peak business hours (e.g., weekends or overnight), we can temporarily pause syncs and fast-forward pollers once the migration is complete.
   • For ongoing business hours, we may shift non-critical updates to a background queue to prevent delays to live data.
2. Monitor Sync Latency and System Performance
   • Our team will actively track sync times and queue sizes via internal dashboards (Grafana, Sigma) to ensure system stability.
   • If issues arise, we will adjust processing speeds or temporarily re-prioritize workloads to prevent major delays.
3. Provide Real-Time Updates
   • We will communicate expected impacts, estimated sync times, and any potential delays through our support channels.
   • If significant delays are detected, we will work with your team to optimize further.
4. Leverage Bulk Processing Improvements
   • Where applicable, Sense will utilize bulk data processing methods (e.g., split entity processing) to handle large updates more efficiently.

What Customers Should Do on Their End

To help streamline the sync process and reduce potential delays, customers should take the following actions:

1. Schedule Updates During Off-Peak Hours
   • Whenever possible, schedule large updates outside of peak business hours (overnight or weekends) to minimize impact on active syncs.
   • If off-peak scheduling is not possible, notify Sense in advance so we can make necessary adjustments.
2. Limit Daily Update Volume
   • If updating a large number of records, break updates into smaller batches (e.g., under 100K records per day) to prevent sync bottlenecks.
   • Consider filtering updates to only include recently modified records instead of a full historical update.
3. Avoid Unnecessary Re-Syncing
   • Do not attempt to unsync and resync large volumes of records, as this will still require full processing and can increase delays.
   • If only specific fields need updating, work with Sense to determine if targeted updates can be performed instead. Our Sense API customer can leverage the new API endpoints (GET/PATCH) for better sync performance.
4. Monitor Data Processing Timelines
   • Large syncs may take several hours or days, depending on volume. Plan accordingly to avoid business disruptions.
   • If unexpected delays occur, reach out to Sense Support for assistance.
5. Notify Sense in Advance
   • Submit a request or open a support ticket at least 48 hours in advance of any large data update.
   • Provide details on:
     • Estimated record volume
     • Expected start time
     • Criticality of updates
     • Any business processes dependent on the data

Summary of Responsibilities:

By following these best practices, both Sense and our customers can ensure a smooth and efficient data sync experience while minimizing business disruptions.

For further support, contact Sense Support.