How HabileLabs Helped Unaric with a Structured Salesforce Org Consolidation
Unaric manages a portfolio of Salesforce-native products, Asperato, Improved Apps, Scan Anything, ELTON, and others. Growth through acquisition brought capability. It also brought CRM chaos. Multiple Salesforce orgs, each built independently by different teams under different assumptions. No single view of pipeline. Lead routing rules that conflicted across brands. Reports that required manual reconciliation before anyone could trust them. And underneath all of it, a team spending hours every week on Salesforce tasks, creating records, updating fields, triggering workflows, that followed predictable patterns but still needed a human to do them.
HabileLabs worked on both. First: consolidate the orgs and fix the data. Second: deploy Agentforce so the teams could stop doing by hand what the platform could handle automatically.
Challenges
Challenge 1: The Org Consolidation Problem
- Data models that did not match: Every acquired org had been built by a different team with different conventions. Object structures, field names, relationship logic, none of it lined up. A straight migration would have moved the mess, not fixed it.
- Duplicate records with nowhere to go: The same accounts and contacts existed across orgs with conflicting values. No deduplication. No clear owner. Merging without cleaning first was not an option.
- Lead routing that was broken by design: Asperato, Improved Apps, and Scan Anything each had their own AppExchange lead routing rules, built in isolation, running in separate orgs. Leads were landing in the wrong queues or getting lost entirely.
- Reporting that nobody trusted: Leadership could not get a consistent view of pipeline or performance because the data lived in separate systems. Before any report could be used, someone had to reconcile it manually. That takes time. It also means the numbers are already stale.
- Workflows duplicated across brands: The same operational processes were being run independently in each org, each with slightly different logic, each requiring separate maintenance. The manual overhead was real and growing.
Challenge 2: The Manual Operations Problem
- Every brand had its own workflow logic: ELTON, Asperato, and the other portfolio companies each operate differently. An instruction that makes sense in one brand context means something different in another. You cannot drop a generic AI assistant on top of that and expect it to work.
- Natural language automation needs guardrails: Letting users create and update records through plain English prompts is only useful if the system executes those instructions correctly and safely. CRUD operations had to respect access controls and data integrity rules, without requiring the user to understand the technical logic underneath.
- Different orgs, different data models: Each org had different field structures. Building agent interactions that behaved consistently across those differences, before the full consolidation was complete, required a different approach to how the prompts and actions were designed.
- The solution had to grow with the portfolio: Building a bespoke Agentforce configuration for every new acquisition was not viable. Whatever was built needed to scale, new brands added with minimal rework, not a rebuild every time.
The Solution
Org Consolidation
Data Model Harmonization
A single data model designed to work across all acquired orgs, accommodating the variations in each while giving the consolidated org a structure that could handle future acquisitions. Every object, relationship, and field mapped before a record moved.
Deduplication and Data Cleansing
Automated tools combined with manual review to find and resolve duplicate accounts, contacts, and leads. Quality checked before migration, checked again after. The data that arrived in the consolidated org was data the teams could actually use.
Integration Architecture
A migration framework that kept the business running during the consolidation. Data flow maintained throughout. Rollback procedures at each phase, because a migration that breaks operations is worse than the fragmentation it was fixing.
Centralized Lead Management
One lead routing engine for all three AppExchange products. Leads assigned correctly and consistently from the day the consolidated org went live.
Reporting Standardization
Consistent dashboards built across the consolidated org. Pipeline, conversion rates, and product-level performance visible in one place, no manual reconciliation step before leadership could look at the numbers.
Workflow Consolidation
Sales and operational workflows standardized across Asperato, Improved Apps, and Scan Anything. The manual overhead that had accumulated across three separate orgs was cut down to one governed, automated process.
Agentforce Implementation
Intent-Based Workflow Automation
Prompts and Copilot actions built around each brand's actual workflows. Record creation, status updates, lead qualification, triggered through plain English instructions that understand the context of the brand they are working in.
Secure CRUD Operations
Backend logic that executes user instructions safely, validating every operation against role-based access controls and data integrity rules before anything happens. The simplicity is on the surface. The controls are underneath.
Reusable Interaction Models
Prompt templates and conversational flows built to a standard that carries across business units. When a new brand joins the portfolio, it does not need a fresh Agentforce build from scratch.
Contextual Intelligence
Agent responses grounded in real-time record data and org metadata. The system knows which brand, which record, which user, so the output is accurate, not approximate.
Business Impact
- Faster Candidate Processing: Recruiters could capture and enrich candidate information in seconds instead of minutes, allowing more time for meaningful candidate engagement.
- Improved Data Accuracy: More accurate and enriched records strengthened reporting capabilities and enhanced collaboration between recruiters and account managers.
- Reduced Duplicate Records: Automated enrichment minimized duplicate and inconsistent records, improving overall data hygiene across the system.
- Proactive Re-Engagement: Real-time job-change alerts enabled recruiters to reconnect with candidates and hiring managers ahead of competitors.
- Increased Repeat Business: Timely alerts and better visibility created new opportunities to re-engage previous clients, contributing to repeat placements.
- Streamlined Workflows with Unified Visibility: Consolidated candidate and client data within Salesforce streamlined workflows and enabled faster, data-driven decisions.
Why Unaric Chose HabileLabs?
- HabileLabs has built and shipped its own AppExchange product, ISV Insights. That matters because understanding how ISV portfolio businesses actually work inside Salesforce is different from having read about it. The team knew what Unaric was dealing with before the first discovery call ended.
- HabileLabs had live Agentforce deployments in production before most partners had started evaluating it. Unaric was not a learning exercise.
- The consolidation was scoped, so it served as the foundation for the Agentforce work. The sequencing was intentional; agents running fragmented data would have caused more problems than they solved.
- The people who scoped both engagements were the people who executed them. No handoff after the proposal.
We build the infrastructure serious portfolio companies need to scale and make sure the teams running it can actually do their jobs.
The Conclusion
Unaric had inherited a CRM environment that reflected how the business had grown, fast, through acquisition, with each addition bringing its own Salesforce history. That is not unusual. What is unusual is addressing it properly rather than working around it.
The consolidation fixed the foundation. The Agentforce implementation changed how the teams work on it. Six separate orgs worth of accumulated technical debt, resolved. Repetitive daily tasks, automated. And a platform that is now set up to absorb the next acquisition without the same cleanup cycle.
That is the outcome. The work behind it was not glamorous, data mapping, deduplication logic, prompt engineering, access control design. But that is usually what the useful work looks like.