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Best Practices, Limitations, Options, and More...

Microsoft Dynamics to Salesforce migration

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What are my options for

converting Microsoft Dynamics to Salesforce?

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Since each organization is different, we want to go through your alternatives for migrating Microsoft Dynamics to Salesforce in this post.  You might have resources with bandwidth, you might not. You may have resources to which you can trust the weight of the entire company's data to perform the procedure smoothly and without data loss, or you may not. Hopefully we can cover enough options where you will be able to lock a plan into place before you move forward with the CRM vendor of your choosing.Learn more about Migrating fromMicrosoft Dynamics to Salesforce here. 

So you've decided to switch your CRM to Salesforce. There are three ways to do this: migrating myself, a wizard import tool, and custom migration. Each of them has its pros and cons.

Too often have we seen customers who purchased the new solution and has tried to manage the import on their own, use the CRM vendor’s “native” tools and have ultimately just ended up with a mess, three months down the road with half of the data in and the rest left in pieces. Before you purchase your CRM solution, you need to feel comfortable with a plan, a partner, or the tools in place in order to move forward.

Option 1

Migrating myself 

You can try this option if you have a small company with a small staff, have a lot of free time and you are transferring a standard data set.

 

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Option 2

A wizard import tool or
an integration

There are a few data migration tools from Microsoft Dynamics to Salesforce  out there on the market that provide direct API to API migration functionality.

Option 3

A custom migration

So this is the option that defines “doing it the right way.” This option is suitable for you if you are determined, do not want to waste time and money on constant editing and redoing.

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Option 1: Migrating myself and using the CRM vendor’s import tool

When speaking with a sales representative about a new CRM system that your company is contemplating adopting. They are in a situation where they need to activate you right now. This includes end-of-month/quarter discounts, reduced onboarding, and, of course, "extremely easy" import or data migration options. While you should undoubtedly take advantage of the savings and utilize them to get superior price leverage, the conversion from your present system to their system is the element you must examine how it is conducted effectively. 

Option 2: Migrating with a wizard import tool or an integration tool

There are a few data migration tools out there on the market that provide direct API to API migration functionality.  There are also middleware or iPaaS (integration platform as a service) tools that you can use as well.  I would recommend the tools built for data migrations specifically as the iPaaS vendors will try to get you on a contract for a longer period of time and since they are built for ongoing data syncs, they will be overly complex and difficult to understand for your use case.  There will be a lot of functionality you don’t need, but will be paying for.

Wizard is a separate data migration tool that transfers information from legacy software to a new system. Data migration tools are relatively inexpensive, but you need to make sure the tool you choose is compatible with your CRM software.

Trujay has a data migration wizard app and even an additional option with guided support to ensure your mapping, testing, QA, delta migration goes smoothly. With it, your Microsoft Dynamics to Salesforce data migration will become much easier.

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You may use the migration software from Trujay to perform as many cost-free random samples as you like. Play around with the mapping as much as necessary to get the sample data to display precisely way you want it to. So don't worry about loading up your Salesforce with sample data—each sample you run will overwrite the one before it. Once you are satisfied with the mapping, you may proceed with the entire migration and make a payment.

Step by Step screens of Trujay’s Self Service Migration Wizard

Option 3: A custom migration

So this is the option that defines “doing it the right way.” Custom data migration is the most efficient way to transfer large volumes of files and/or data with significant activity history (such as call and email records).  

A custom Microsoft Dynamics to Salesforce migration has a number of benefits:
  • turnkey data transfer with full data integrity control;
  • individual study of the structure of your data in Microsoft Dynamics;
  • depending on the amount of data and connections, specialists will offer the best solution for moving to Salesforce;
  • use development tools (APIs) to extract all data from Microsoft Dynamics;
  • safe and correct import of data into Salesforce while maintaining relationships with entities, with a history of notes, tasks, etc.

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Having a project manager or CSM guide you through the entire Microsoft Dynamics to Salesforce migration process gives you time to consider things like fields/properties clean up, consolidation of pipelines or processes, automations, etc.  Better yet the project manager/CSM can give you guidance on turning text fields into dropdown fields, so you can report more accurately on data points you collect.

 

FAQs

Terminology

What is a Sample Migration?

Sample Migration is a process where we transfer a small part of your records (approximately 10% of all data) to the target CRM platform and estimate the price of a Full Data Migration. You can test our service using the Free Sample Import.

You can change options and rerun the sample migration as many times as you need.

How does Free Sample work?

During the Sample Migration, we take a part of your records and migrate them to your target CRM platform, along with relations between those records. The entire process may take up to 15 minutes; it depends on the specification of your CRMs.

What happens after the Sample Migration is complete?

Once complete, you can review the transferred records in the target platform. Evaluate the results to make sure they work for you.

How to export Salesforce accounts in csv. file?

You can export Salesforce Accounts into CSV files in two ways:

1. Use Trujay service.

It allows you to export different modules or all the modules with saved relations between records. That means if you decide to transfer your data from CSV to another platform, it will have the same connections as it had in your Salesforce account.

2. Use the option Salesforce offers.

  1. Go to your Salesforce account and find ‘Settings’ parameters on the right side of the dashboard.

Salesforce_setting_accounts_csv

  1. Now, click on ‘Data’ button on the left side and choose ‘Export Data’. At this point, press "Schedule Export" in the middle of the page layout.

Salesforce_setting_accounts_csv_23. After that, select the record type you would like to migrate. In our case, choose ‘Account’.

SF_accounts_Data_export4. Now, you can begin your transferring of the selected Salesforce items in the cvs. file by clicking on ‘Export Now’. When an export is ready, you will receive an email containing a link that allows you to download the files.

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After that you may go back to your migration wizard and upload your Salesforce accounts to proceed with the further data transfer.

What is a Guided Migration?

A guided migration provides you with a Trujay dedicated CSM that will complete all the mappings for you. 

This is an excellent option for people that need an extra layer of support with their migration.

Included:

  • Everything in Wizard
  • Customer Success Manager
  • Mapping Verification
  • Quality Assurance
  • 1 - 2 Week Delivery

What is a Record?

A Record is the data item that exists in the CRM's system

  • 1 record = 1 Account/Task/Opportunity/Attachment/Note/Email, etc.
  • 1 record = one entity of CRM data (no matter what type is it).

For example:

Your current CRM possesses:

  • 1 account
  • 2 tasks
  • 3 emails
  • 2 notes.

In summary you have 1 account + 2 tasks + 3 emails + 2 notes = 8 records.

What is a Delta Migration?

A delta migration is the final migration performed during your custom migration process.

It ensures that all the data you have requested to be migrated is transferred and your target CRM is up to date right before the launch. 

How to make a Salesforce backup?

When your existing Salesforce edition doesn't have the API access, the optimal solution to switch to another CRM in an automated way is to transfer data with the help of CSV files.

You can do Salesforce backup files in two ways:

1. Use Trujay service.

It allows you to export different modules or all the modules with saved relations between records. That means if you decide to transfer your data from CSV to another platform, it will have the same connections as it had in your Salesforce account.

2. Use the option Salesforce offers.

First of all, you have to backup your current CRM data:

    1. Go to your Salesforce admin panel and choose 'Setup'.

      Then go on the left side of the page layout, press ‘Data Management’ and ‘Data Export’ 

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    1. Push "Export now" button.

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    1. Now, you may export your Salesforce. To that, do the following:

      - Put mark on "Include all data".

      - Make sure you’ve marked the switched fields.

      - Press "Start export". 

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What are my options?

Data cleansing

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You can save money by cleaning up unnecessary data yourself in Microsoft Dynamics. It won't take much of your resources.

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You can write a TOR to a data migration partner and he will draw up a plan to migrate only the information you need to Salesforce.

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You can transfer all your data to Salesforce, and then delete the ones you don't like right in the new CRM.

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De-Duplicating

There are various de-duplication tools on the market to consider, all of which are inexpensive. Make sure to inquire whether the data transfer partner has contacts in place and can offer you prices at a discount.

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Bad or Outdated Contacts

Using a tool like Neverbounce is great to identify which emails are invalid, unverified, or a catch-all email (hello@trujay.com or support@trujay.com). From there you can mark and remove those and these costs are pretty minimal as well.

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You have options

To wrap up

You have options. Depending on your timeline, budget, bandwidth, etc. you can find a solution for you and your teams.

JHopefully, we were able to give you an easy-to-understand overview of the three data options to Salesforce and all the pros and cons. The choice is yours. Remember that the most important thing in your company is a careful attitude to data about each client.

If you ever want to just simply discuss, get assessed for a data migration done from Microsoft Dynamics to Salesforce properly with Trujay, you can reach out to us here. Happy to provide the limitations, pitfalls, gotchas, pricing and timelines depending over a quick phone call.

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