I’ve had a couple of experiences where I needed to populate a group with information from a prior system into a new Salesforce org. It’s not the most difficult thing to do but you do need to pay attention to details to do it right. Recently I was presented with a question on how to move everything from one chatter group to another after the security was changed to allow customers in the group (which should not be open to customers).
So here are my steps for doing this if you ever come up against it in the wild-
1- Get Group ID from Salesforce for old group and note it for later.
2- Create new Group with correct permissions. Note ID.
3- Open Dataloader. Click on “show all objects”
4- Choose FeedItem
5- Run export pulling all available fields and filter on the Group ID you want to export. This will pull all the original posts but not the comments.
6- Take results from export, Replace the old Group ID with the new Group ID.
7- Upload the new file. Be sure to save the success file. (If you run into problems, consolidate all success files when completed into one success file) This file should be the original posts, with their create dates,
8- Now you’re going to do comments. In Dataloader, choose FeedComments.
9- Perform an export, selecting all the available fields and filtered by the Group ID.
10- Open this sheet in excel. Open the success file from the prior step. You’ll need to do a vlookup to match the old post item ID with the new post ID. Once they are matched up, you can then upload them to the associated posts in the new group.
Note, vlookups can be tricky. If you’re not experienced with it or with excel much, I recommend only working on a few posts at a time until you’re comfortable with the process.
So, if the time comes and something similar happens in your org, or perhaps you’re bringing on another org and want to keep their group history, hopefully this will help you. If you are dealing with files, it just adds another layer of complexity, but the same basic ideas apply.
Edited to add:
As Rhonda points out in the comments, you want to use the Dataloader for your extracts as it will give you the 18 character casesafe ID that is compatible with vlookup in excel. Vlookup is case insensitive and will assume 123abc is the same as 123ABC. There’s ways to get the 18 character ID, but trust me, stick to dataloader for this task completely.