💡 A note on terminology: In this article, Revenue Cloud refers to both Salesforce CPQ and Agentforce Revenue Management (formerly RCA).
Why do we need External IDs?
To deploy Revenue Cloud configuration data (like Prices, Products, and Rules) just as easily as you deploy metadata, Gearset needs a way to track those records across different environments.
In Salesforce, a record’s "Record ID" changes whenever it moves to a new org. Without a consistent ID Gearset wouldn't know that "Product A" in your Sandbox is the same as "Product A" in Production.
The unique External ID that Gearset adds to all of your Revenue Cloud data (and keeps unique, using de-duplication flows) let's us recognise the same record as it moves between your orgs, and the Salesforce Record ID changes.
In the example below you can see a comparison where Gearset has mapped the relationship between Product records, and the custom object changes that affect them. All of these changes will be deployed together, and Gearset will sequence the deployment to ensure success.
The Gearset External ID acts like an API name for your data. It allows Gearset to:
Match records across different orgs instantly.
Map dependencies (e.g., ensuring a Price Book Entry moves with its Product).
Combine data and metadata into a single, seamless deployment.
Do I need to rerun the wizard every time I create a new record?
No, Gearset automatically assigns IDs to new records during the deployment process.
When should I rerun the wizard?
Only if you’ve added new objects (like a new custom object or a new Revenue Cloud module) that need an External ID field created. Rerunning it is safe and won't change your existing IDs.
Step 1 - Start the wizard
Initiate the setup wizard from the Salesforce org connections page by clicking the Run external ID setup button on any of your Revenue Cloud orgs.
Gearset will automatically detect if the wizard has been run here before (if it has you will have the option to remove the existing External IDs or update them).
Step 2- Choose your settings
You’re in control of how Gearset updates your org. You’ll be asked to:
Select Modules: Choose which parts of CPQ or RCA you want to include. (Most teams select all available modules).
Enable De-duplication Flows: These flows prevent IDs from being copied if a user "clones" a record in Salesforce, keeping your data clean (more on these here).
Name your run: You will be able to give the deployment a unique name, and add any relevant notes, to help you and your team if you decide to review the external ID run later.
Step 3 - Preview the changes
Before you confirm that you want to run the External ID setup wizard, Gearset will show you a preview of the current state of your org, and what will happen as a result of running the wizard.
Object Name & Type: What is being updated.
External ID Actions: Whether Gearset is creating a new field or just filling in missing IDs.
Flow Actions: Which objects are getting de-duplication protection.
Step 4 - Run the update
After clicking "Continue" the deployment runs, automatically triggering these steps.
A metadata deployment is performed to add the Gearset External ID field to your Revenue Cloud objects, and to create any de-duplication flows.
Gearset populates any External ID fields that were added in the previous step.
The deployment success page will confirm the Gearset External ID field has been added and populated successfully, and inform you if any IDs were not successfully created.
You can see the objects where External IDs have been added on the "Populated external IDs" tab.
💡 See our FAQs doc for more information on how Gearset External IDs work.
After running the wizard on both your source and target you will be able to run a comparison and select Revenue Cloud components for deployment. You may need to align your External IDs before your first comparison.
Next, have a look at How to compare and deploy Revenue Cloud configuration data.
Call for feedback
We're always eager to hear user feedback, and to understand how we can best support your team. Please get in touch over the in-app chat if you have any questions or feedback for us!