Is your organization moving to Salesforce or merging legacy data into your CRM? Then you already know: migrating data successfully is mission-critical.
But every data migration project carries risks—from lost records to broken relationships, duplicated accounts, or missing notes and attachments.
The good news? There’s a repeatable, battle-tested checklist to guide even complex Salesforce data migrations.
Stick with this guide for an end-to-end roadmap (with actionable hooks!) that ensures your data lands safe and sound—and your users love the new CRM.
Data migration mistakes can wreck user trust, disrupt workflows, and jeopardize months of preparation. Smart teams start with a planning checklist to minimize errors, clarify goals, and smooth the transition.
Imagine launching Salesforce with zero lost data, super-fast user adoption, and quality assurance built in—because you nailed the migration plan.
Let’s break the process down into easy-to-follow steps, with pro tips you’ll want to bookmark and revisit for every migration.
Before jumping into tools, know why you’re migrating and what data you’ll move.
List all business objectives (e.g., retire legacy system, integrate siloed data, comply with new regulations).
Pinpoint the Salesforce objects that will receive mapped data—Accounts, Contacts, Opportunities, Cases, etc.
Decide if it’s a full migration or a targeted subset (like historic leads or active deals).
Being clear on scope up front avoids last-minute surprises and wasted effort.
Every migration touches multiple business units, technical teams, and end-users.
Identify project sponsors, Salesforce admins, technical leads, and power users.
Assign clear responsibilities for mapping, validation, testing, and user training.
Establish communication protocols (status reports, feedback meetings).
A cross-functional team prevents gaps and ensures no critical data or process is overlooked.
Start with a deep dive on your legacy data:
Audit data quality: flag duplicates, incomplete records, and non-standard entries.
Assess custom fields, relationships, and business rules in the source system.
Document unique IDs, dependencies, and critical records for mapping.
Auditing now saves headaches later—because “garbage in = garbage out” applies to migrations too.
Effective mapping is the backbone of a smooth migration.
Match fields in your legacy database to Salesforce’s data model.
Note changes in field types, picklists, and validation rules between platforms.
Plan any data transformations (e.g., splitting merged fields or converting date formats).
Document parent-child relationships (like Accounts–Contacts) and sequence records appropriately.
Fail to map, plan to fail—alignment here is vital for data integrity.
Not all Salesforce data migration tools are created equal!
Compare features like bulk processing, error handling, scheduling, and rollback options.
Evaluate tools for compatibility with both your legacy and Salesforce orgs (think Data Loader, Informatica, Dataloader.io, MuleSoft, or custom APIs).
Consider budget, support, and ease of use for ongoing needs.
The right tool can mean the difference between a smooth transfer and a long weekend of manual fixes.
Data cleansing is a must before migration.
Deduplicate records, standardize formats, and remove obsolete or inactive data.
Validate mandatory fields and correct errors in relationships.
Take full backups of all data (always) before starting migration.
Clean data accelerates migration speed and boosts post-launch user confidence.
Make Salesforce migration-ready:
Disable auto-assignment rules, triggers, and unnecessary automations during initial loads.
Set up necessary custom objects, fields, and record types.
Assign roles and permissions for migration activities.
Test data loads in a sandbox or staging environment first.
A prepared Salesforce org eliminates rework and surprises during cut-over.
A migration runbook is your master playbook:
Sequence migration steps: which records first, order of related objects, timing.
List rollback protocols, error-handling strategies, and escalation contacts.
Schedule time windows to minimize business disruption.
The runbook keeps everyone aligned, organized, and nimble for real-time pivots.
Before “go live,” test with a sample set of data:
Select representative records, including parent-child relationships and edge cases.
Migrate pilot data, then validate in Salesforce—check mappings, field types, and business rules.
Collect feedback from project owners and power users.
Document lessons learned.
Pilots catch issues early and give the team practice for the big day.
With pilot learnings incorporated, it’s time to migrate:
Run the full migration per your runbook, monitoring progress and logging errors.
Track data volumes, issue rates, and system performance.
Resolve exceptions quickly and maintain a log for lessons learned.
Eyes on the dashboard mean glitches get squashed before users even notice.
Once the bulk migration is complete:
Validate data completeness, accuracy, and relationships in Salesforce.
Assign users to interact with real records, reporting missing info or discrepancies.
Check workflow, automation, and reporting—nothing left to chance.
Clean up duplicates, perform final data cleansing.
End-user feedback ensures a smooth transition and fast adoption.
Keep your investment secure going forward:
Document all mapping, transformation rules, tool settings, and lessons learned.
Train users on new data structures, custom fields, and processes.
Set up data governance for ongoing quality—a critical “after” step most teams forget.
Great documentation delivers value long after go-live; well-trained users make the difference.
Define goals and scope
Build a migration team
Audit and analyze source data
Map data and plan transformations
Select migration tools
Cleanse and back up data
Prep your Salesforce org
Create the migration runbook
Test with pilot migration
Execute full migration
Post-migration QA & clean up
Document, train, and set governance
Start by defining migration goals, scope, and engaging key stakeholders for alignment and planning.
Correct mapping and transformation prevents lost records, keeps relationships intact, and ensures data usability in the new org.
Popular options include Salesforce Data Loader, Dataloader.io, Informatica, MuleSoft, and custom ETL solutions.
Thorough data cleansing, pilot migration runs, and post-migration QA are vital to reduce risk and ensure accuracy.
Validate data, clean up duplicates, train users, and establish ongoing governance for data quality.Final Thoughts
Salesforce data migration doesn’t have to mean broken workflows or chaotic launches. With the comprehensive checklist above, your team can plan, test, and execute with confidence.
Ready for a migration that delights users and sets your business up for CRM success? Put this checklist to work—and celebrate your clean, complete, and valuable Salesforce data.
Read more : Salesforce Data Migration: The Top 5 Pitfalls ; How to Avoid Them (2025)
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