Moving data from one Salesforce system to another can be a complicated and stressful project. How complex it is depends on how much data you have, the type of data, and how accurate it is. 

Additionally, while data migration involves shifting data from one place to another, the work you have to do ahead of time is often the hardest part.

Experts have thought a lot about what makes data migration work well. 

There are three main steps you should take: preparation, data migration, data validation and quality control (UAT).

This article will dive into those 3 aspects of data migration so you can have confidence knowing what successful data migration looks like, the risks involved, critical questions to ask throughout the actual migration process, and a vital Salesforce add-on to ensure your preparation process runs smoothly.

Let’s begin.

What is Salesforce Data Migration?

Salesforce data migration is the process of moving information from one system to Salesforce or vice versa. It involves transferring data and files like customer details, sales records, and other important information to ensure that everything is organized and accessible within the Salesforce platform.

3 Steps to Ensure Safe Data Migration

1. Preparation

This is the most important step in the Salesforce data migration process. 

Typically, you’ll work with a project manager to establish clear timelines, milestones, and dependencies to make sure the process is organized and no details are overlooked.

First, you have to determine the data that you’re going to migrate. 

Your existing processes within Salesforce will play a role in this selection. As you scrutinize the data earmarked for migration to Salesforce, you may uncover the need to develop additional objects and processes. It can be kind of a "chicken-and-egg" scenario.

Typically, the backend serves as the single source of truth, housing all potential and existing customer interactions, but oftentimes, sales organizations will record information outside of Salesforce and instead use disconnected spreadsheets, note-taking apps, and other tools that are easier to complete day-to-day tasks, but prevent data from ever reaching Salesforce.

Don’t worry, we have a solution for this.

Scratchpad is a suite of modern tools to help sales teams work faster, collaborate, give leaders better visibility, and ensure Salesforce is the single source of truth.

Scratchpad is a simple Google Chrome extension that is always connected to Salesforce and has been proven to improve data quality in Salesforce and even shorten deal cycles by making workflows more efficient.

Here are a few specific ways Scratchpad can help:

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• Automations notify leaders and sales reps whenever there are missing required fields in Salesforce for certain deals and Deal Rooms in Slack can be automatically created to ensure proactive and transparent collaboration on deals with the right members of different teams. You can even update Salesforce right from those Deal Rooms in Slack.
• AI Sales Assistant records calls and provides transcripts, AI-generated call summaries, shareable clips, and even auto-populated Salesforce fields for methodologies like MEDDIC.
• Command gives reps the ability to pull up or add any data in Salesforce from anywhere on the web without even opening a new tab.

This is just the tip of the iceberg with Scratchpad so try it out for free or schedule a conversation to learn more and see if it’s a good fit for your organization before going through any Salesforce data migration.

Now that we’ve solved the Salesforce data quality issue for the sales and customer success organization, here are a few other tips to ensure the rest of your Salesforce data quality is up to snuff across the rest of your salesforce org:

• Emphasize identifying the custodians of various data sets within your organization, along with the pertinent information to be housed in Salesforce:
• Marketing: Marketing operations frequently tap into diverse data reservoirs. How are leads identified? What is the entry point into Salesforce, and at what phase of the prospect's journey? Additionally, consider leveraging existing customer data for upselling and renewal initiatives. Address any compliance considerations regarding consent acquisition.
• Finance: How are billing and revenue recognition managed?

Expect multiple data repositories, each serving as the primary source for specific data categories. Clearly delineate the data earmarked for the data migration tools and devise strategies for extraction.

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Next in the preparation phase is data mapping.

Make sure that every record in each source system has a distinct Identifier (ID).

If any data categories in one system are connected to another data point in a different system, you need the ID of the related data point. For instance, if you're transferring customer data from the backend and bringing in past contract details from a previous CRM, each contract record must include a customer ID from the backend.

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• Obtain metadata samples from the source system/s to understand the data structure thoroughly. This includes every field and table in the sample.
• Align tables, fields, and values from the source system/s with corresponding Salesforce objects, fields, and values.
• Note that if your Salesforce data model differs significantly from the data structures in the source systems, the data mapping process will be more intricate.

It's crucial to establish when the data mapping document will be finalized and who will be accountable for its creation. 

Additionally, determine when you will review the data mapping document with your stakeholders. These considerations are essential for effective planning and coordination.

The final step in the preparation phase is data integration and cleansing.

If unique IDs are missing, data cleansing becomes necessary.

Eliminate duplicate and obsolete accounts from the dataset. User assistance will be essential, as they can help fill in missing IDs and specify which data they wish to retain. Define responsibility, schedule, and the system in which this task will be executed.

2. Migration

Congratulations, most of the hard work is over and now it’s time to execute. 

However, that doesn’t mean we can lose focus!

The approach for moving data from the source system/s to the target system of your Salesforce organization hinges on:

• The project team composition, including roles like developers or administrators.
• The quantity of records slated for import into Salesforce.
• The intricacy of the source data and the disparity between the source data model and the Salesforce data model.

Here’s a list of ETL tools to consider for your data migration project.

3. Quality Control

After migrating data to Salesforce, ensure its accuracy and correct format, as well as key features such as accurate relationships.

Consider testers' availability for QA and UAT runs, understanding their time constraints. It's essential to align testing with business goals during UAT to avoid overlooking critical aspects.

In case of unsuccessful tests, identify the phase causing errors. If errors stem from preparation, iterate the process, anticipating a time consuming process all-consuming defect resolution process. Plan for users to have ample time for thorough testing.

Summary

Salesforce data migration is a critical process for businesses aiming to streamline operations and optimize their CRM systems. By following the three essential steps outlined in this article—preparation, migration, and quality control—organizations can successfully migrate data in Salesforce. 

However, ensuring the quality and accuracy of transferred data is equally paramount. This is where tools like Scratchpad prove invaluable, offering comprehensive solutions to validate data migrations and enhance data integrity throughout the migration process. If you’re interested in learning more about Scratchpad, try it for free or schedule a conversation.

With meticulous planning, diligent execution, and the support of innovative migration tools here, businesses can embark on their Salesforce data migration journey confidently, unlocking the full potential of their CRM system and driving sustainable growth.