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Data migration: best practices for transferring data from SalesForce to Dynamics CRM Online

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Data migration: best practices for transferring data from SalesForce to Dynamics CRM Online

Data migration – the movement of data from one location to another, seems simple in its definition, but can prove difficult in its implementation. Clients require the migration of data for a variety of reasons, including replacing or upgrading servers or storage equipment, transferring data to cloud providers, website consolidation, infrastructure maintenance, application or database migration, software updates, company mergers, or data center relocation. However, the main reason why customers decide to migrate their database, is the total cost of licenses.

Our client, who provides an orthopaedic-exclusive suite of products, integrating EHR, PACS and Practice Management software, needed an efficient, cost effective solution, and asked us to accept this challenge – to begin a data migration process from SalesForce to Dynamics CRM Online.

Project goal

In the first place, they intended to reduce the database licenses and maintenance costs. As a convenient solution, Dynamics CRM Online was chosen, because this system is much cheaper than SalesForce. Besides, Microsoft CRM is a more flexible and convenient system when working with a large amount of client data.

Data migration process from SalesForce to Microsoft CRM Online was split into 2 stages:

  • information transfer;

  • creation of fields and customizing of forms.

As a result, we had to achieve the correlation of the data in both systems.

Problem solving approach

In order to execute our task it was decided:

  1. to create new fields and custom forms.

  2. to configure mappings in Scribe Online.

  3. to use Scribe’s Salesforce To Dynamics CRM Online StarterPak.


Can of worms for the project

Firstly, there was difference in mappings for picklists: in the old system there was larger amount of values than in the new system, that`s why we were forced to add new values to the picklists after errors occurred.

Secondly, the drop-down lists should be mapped manually. In order to resolve this problem, advanced mappings for the drop-down lists were created.

Thirdly, the absence of licenses and users in the new system. For overcoming the obstacle, we had decided to use the default user for absent users.

Besides, the license for the old Salesforce system was due to expire. We resolved this issue by creating a backup copy of the database for the Salesforce system.

Finally, there were some errors in the Scribe StarterPak, and it was necessary to correct the mappings.

Tips and tools for similar projects success

We would like to advise those who work at similar tasks: do not use Starter Pack. Also, pay attention for risks on such projects. For example, when using Scribe starter pack some issues could occur:

  • errors in the mappings;

  • creating duplicates;

  • the lack of ready mappings for activity.

Remember, there are many third-party solutions for the data migration process. We used Scribe online, Scribe StarterPak , Kingsway soft, SkyVia, Data2CRM at this project.

Eventually, integration of the customer database, and the end user, has been much improved times. For example, the productivity of the customer’s accounting system increased by 15-20 %. In addition, the maintenance costs of the system were reduced by 25-30 %, and the time spent processing data was decreased by 12%.

We are glad to know, that thanks to our solution, this customer has become more competitive in the marketplace, and we exceeded client expectations.

About Dynamica Labs
Dynamica Labs is one of the oldest Dynamics CRM Partners and one of a very few companies with ISO 9001 Quality Management System certification for Dynamics CRM project delivery services.

For over 15 years we have been focused on 3 key CRM project goals: delivering measurable business results, following a cost-effective approach, providing the highest quality standards. Over the course of these years, we’ve taken part in hundreds of projects from SMEs to blue-chip global companies.

Vladimir Sarov