What is Salesforce Data Migration?

Salesforce Data Migration is the process of moving data from one system to the Salesforce platform. This could involve transferring data from an old CRM, a legacy system, or even between Salesforce orgs. Salesforce data migration is usually performed to take advantage of the platform’s advanced features, which can streamline workflows and improve reporting.

However, there are many reasons why this is done. Do you want to learn about its reasons, benefits, stages, challenges, and more? We’ve got you covered in our blog, so continue reading.

Key Takeaways

• Understand common scenarios for opting for Salesforce Data Migration.
• Take a look at some of the benefits.
• Get to know a structured checklist for the process.
• Know the potential challenges and best practices to navigate through easily.

When to Opt for Salesforce Data Migration?

Having already discussed one of the most common reasons for data migration in Salesforce. Let us take a look at some common scenarios where this migration can be opted for:  

• To comply with regulations like GDPR, you may need to migrate data to a Salesforce org hosted in a specific geographic location. 
• To support new Salesforce features or modules (e.g., CPQ, Marketing Cloud).
• Migrating historical data to Salesforce to keep data in sync between Salesforce and other systems (e.g., ERP, marketing automation).  
• If your organization undergoes rebranding or reorganization, migrating data to a new Salesforce org can help align with the updated business processes.  
• If you are going to migrate to Salesforce’s Hyperforce infrastructure can improve performance and scalability. 
• If your business units need separate Salesforce orgs for better management, data migration ensures each unit has its customized setup. Or if there’s going to be a merger, then consolidating Salesforce data into a single org is crucial for streamlined operations.  
• If your organization decides to downgrade its Salesforce edition due to budget constraints, you’ll need to migrate data to a new org.

Let’s discuss the benefits of the data migration process in Salesforce, highlighting the reasons for its adoption.

Salesforce Data Migration Checklist

Here’s a stage-wise checklist for your understanding;

Stage 1: Preparation

• Define the purpose and goals of the migration.
• Create a project plan and specify the required budget, timelines, and responsibilities.
• Evaluate the current state of your data, whether it’s segregated or siloed.
• Clean your data and prepare it appropriately for data transformation.
• Ensure proper access controls and security measures.
• Back up your data and prepare a disaster recovery plan.
• Select the right migration tool and ETL (extract, transform, load) tools. (We have created a list of tool suggestions just for you, continue reading! )
• Map fields between the source and target systems.

Stage 2: Migration

• Execute the migration plan step by step.
• Handling large data sets in Salesforce can be a task so break data into manageable chunks to avoid system timeouts.
• Track the status of each batch and resolve errors promptly.
• Monitor the process to ensure data is transferred accurately and efficiently.
• Use a Salesforce Sandbox for testing the migration process.

Stage 3: Post-Migration

• Validate data to ensure accuracy and integrity.
• Perform additional data cleanup if necessary.
• Gather feedback from end-users.
• Continuously monitor data quality and performance.

While managing, migrating, and monitoring can be a tedious task and requires precision and expertise here consider working with certified Salesforce partners who offer managed services for salesforce.

Steps for Salesforce Data Migration

Here’s a step-by-step guide to data migration using two popular tools: Data Loader and Data Import Wizard.

Using Data Loader Tool

Step 1: Install

• To download the Data Loader tool: https://developer.salesforce.com/tools/data-loader

Step 2: Connect with Salesforce for insert/update

• Insert button ⇒ This means that records will be newly created in the Salesforce org.
• Upsert button => This means if the records that we are entering is it is already present in the org. It will get updated and if not the new record will be created.
• So when we click on the Insert button it will ask for authentication.

• There are two ways through which we can do authentication

1. OAuth
2. Password Authentication

• Both are simple ways for authentication for now we will go with the Password Authentication.
• For password Authentication, it will ask for the

1. Username
2. Password
3. Security Token

After filling in all the details you have to click login

Step 3: Prepare the Data

• In the below format, we have to create a datasheet to import and we also need to create a CSV file.

• Now we are done with the data preparation we need to save this file in a CSV format.

Step 4: Select the object to insert / Update

• Select any object and upload the previously created CSV.
• Now we have to click Next.

Step: 5 Create the mapping of fields

• We need to select lookup fields and then click on the next

• We have to map the fields with CSV headers by drag and drop. Then we have to save it.

• Just simply drag and drop and place it in front of the header name. Click on Save mapping or OK.

Click on next

Step: 6 Create a folder for success/error results

• You have to press Yes to insert records.

• You can check successful and failed records in the selected folder.

Using Data Import Wizard

This is also an import tool that is used to import data into Salesforce. Let’s start with the most practical and effective approach.

Step 1: Go to the quick find box type Data import wizard and click on it.

Step 2: You have to scroll down and click on Launch Wizard.

• Things to keep in mind: You can only import 50,000 records at a time. Only 4 standard Objects are supported ( Account, Contact, Lead, Solution)
• You can only import those records that have less than 90 fields in your CSV file.

Step: 3 Prepare Data in CSV format

Step 4: We have to select object (Account)

• Then you have to click on Add New Records.

• Here you will see multiple options to import data from. I will choose the CSV.
• Click on CSV and select a file.

• Click on next
• If your column header matches the field label of an object in Salesforce, it will automatically be matched. However, if you want to change this mapping, you can click on “Change.” A window will appear, allowing you to choose which field to map to.

• Select the field and click on Map. Once the mapping is done click on next

• Now click on the start import button.

Step: 6 Check the status of Bulk data load jobs

Common Challenges that You Might Encounter While Migration

While one can conduct data migration in Salesforce by following the aforementioned steps. However, here are some of the common challenges you might encounter while conducting the process.

• Data Integrity Issues

Ensuring data integrity in Salesforce is crucial for effective customer relationship management, as it relies on accurate and consistent information. 

Migrating legacy data from various sources can introduce duplicate records, inconsistent formats, and missing fields, especially when legacy systems don’t align with Salesforce’s data model. 

These integrity issues can compromise the functionality of Salesforce features like reporting, automation, and analytics. To prevent data integrity challenges, a thorough comprehensive data cleansing process should be implemented before migration.

• The Downtime Hassle

Minimizing downtime during data migration is critical in Salesforce environments, where users rely on real-time access to customer data for day-to-day operations.

Any downtime can disrupt workflows and affect productivity, particularly in organizations that have integrated Salesforce with other business systems. The speed of data transfer can vary based on the volume of data and the tools used, leading to potential delays. 

A highlighted effective solution is to set up a separate mirrored web front or sandbox prepared for testing. This approach ensures that end users do not experience any disruptions in their processes while the data is being migrated.

• User Adoption Challenges

User adoption is a critical factor in the success of the Salesforce migration strategy, as the platform is designed to enhance user experience and streamline processes. If users are not adequately trained or resistant to the new system, it can lead to underutilization of the platform’s capabilities. However, to improve user adoption, organizations should develop a robust change management strategy that includes clear communication and also offers ongoing support to ease the transition.

• Technical Complexities 

Data migration to Salesforce can be technically complex due to the platform’s unique data architecture, which includes various objects, fields, and relationships.

Data mapping from legacy systems to Salesforce can be challenging, particularly when the data structures differ significantly. Additionally, Salesforce has specific requirements for data types, relationships, and validation rules that must be adhered to during migration. 

To navigate through these technical complexities, organizations should conduct a thorough analysis of both the source and target data models. Additionally, collaborating with an experienced Salesforce partner for expertise and support throughout the process can also be helpful.

Best Practices for Salesforce Data Migration 

• Execute Testing Process & Initiate Migration

Data loss during data migration is challenging and companies often tackle this problem. Hence, it is recommended to execute a test run to see if shifting information to the Salesforce org will be successful. Once acquiring proper results, you can easily transfer the priority data to the destined org with fewer issues.

• Prepare Templates for Data Analysis

Data analysis before transporting it to the new system is crucial. Therefore, companies must prepare templates listing their overall data to identify sensitive, duplicates, and other anomalies. This insight will help them decide what data objects carry sensitive information to transfer them first and specify the data sequence for migration accordingly.

• Review Templates Before Uploading Data

Utilizing Excel templates can enhance the accuracy of data uploads, but only if the information is correctly entered. Start by thoroughly reviewing the template structure to understand the required fields and formatting guidelines. Validate all data entries for accuracy, ensuring there are no duplicate headers or repeated information, which can complicate the upload process. 

Leverage built-in data validation tools to enforce rules for valid entries, and conduct a final review to catch any inconsistencies or errors. Additionally, always back up your original data before uploading to safeguard against potential issues. 

• Finalize the Destined Salesforce ORG

The perception with Salesforce data migration is that you select and transfer the data to the new system. However, the destined org should have the same object to store the specific data you wish to transfer. Hence, businesses must always finalize the destined Salesforce org by properly inspecting the specific org to transfer the data successfully.

Salesforce Data Migration Tools to Consider

Having worked with various businesses, we’ve seen how the right tool can simplify complex migrations so here is a popular list of Salesforce data migration tools you can consider for the process:

Aside from these Salesforce data migration tools, a few other tools can help you shift data into the Salesforce system.

Final Take

Data migration in Salesforce is beneficial and companies can take advantage of what Salesforce offers. However, it is crucial to execute due to the technical aspect of the process that requires experience and expertise to handle critical situations.

Therefore, you need the best Salesforce development company, and Cyntexa can help integrate your business with the Salesforce platform smoothly. With the experience and knowledge behind our team, we deploy effective tools and practices, allowing you to migrate your business data to the Salesforce platform without any issues.

Ready to take the next step? Start your Salesforce data migration journey with us today!