An Admin’s Guide to Salesforce Data Migration

27 Feb 2023

10 min read

Ahana

Salesforce is a leading software platform that offers Customer Relationship Management (CRM) services to over 150,000 businesses globally. With the growing use of Salesforce, many organizations are looking for ways to migrate their data from their existing systems to Salesforce. In this article, we will discuss the key steps involved in data migration to Salesforce and steps on how to migrate data to Salesforce using different migration tools.

How to migrate data to Salesforce?

Migrating data from another platform or data repository to Salesforce can be a complex process, and there are several key challenges that organizations may face depending on the size, format, and accuracy of the source data. Salesforce data migration is the process of transferring data from any other CRM tools, software, and e-commerce platforms to Salesforce as well as from one Salesforce instance to another. The most complex part of the process is the work that needs to be done prior to the actual transfer.

To make data migration to Salesforce successful, IT admins can plan their migration process in 3 steps:

Step 1: Planning and preparation

Step 2: The process of migration

Step 3: Testing

Step 1: Planning and preparation

Effective planning is the most crucial step of a data migration process. A plan for your data migration must be comprehensive and well-crafted. It cannot simply involve getting CSV files from the client and loading them in, even for a relatively small migration. Rather, your plan should resemble a project plan complete with timelines, dependencies, and milestones.

1. Planning questions

The IT admin can plan and create a list of questions to be addressed before, during, and after migration. Such as,

What is the timeline for data delivery from the legacy system owners?
In what format will the data be delivered?
Who is the source data subject matter expert (SME)?
Are there any data security concerns or guidelines that need to be followed during the migration?
Which middleware or Extract, Transform, and Load (ETL) tool will you use for the migration?
How much time is required for data analysis?
What is the current state of the data cleanliness, and is data cleanup necessary? If so, who is responsible for it, when will it be done, and in what system?
When will the data mapping document be completed, and who will be responsible for creating it?
When will you review the data mapping document with your stakeholders?
What Salesforce environment will be utilized for quality assurance (QA), user acceptance testing (UAT), and the migration to production?
If the target Salesforce org is still under construction, when will the various objects be available for data loading?
When will you conduct the first complete end-to-end run of the migration?
Who will perform QA/UAT, and how many rounds will be conducted for each?
What is the go-live date for the migration?
What is the duration of the production cut-over period, which may result in user downtime in the legacy system or Salesforce?

2. Backup your data

It is always recommended to take a backup of your business data before any migration process to avoid any unforeseen issues. Having a backup guarantees that the original data is preserved even in adverse situations. Salesforce recommends using their AppExchange partner products or third-party tools to back up your data. Most of these tools provide comprehensive automated backup for both data and metadata. Third-party backup tools like SysCloud make taking a backup of your Salesforce data a simple and effortless task.

How can SysCloud help?

If the migration from one Salesforce instance to another fails in case of any unforeseen errors and the data is lost, admins can easily restore data from any point-in-time backup snapshot from SysCloud and maintain object relationships.

SysCloud automatically adjusts the backup data to any schema changes to standard and custom objects. It allows admins to restore individual records along with the ability to decide which child record to include/exclude.

SysCloud not only performs data backups but also offers the functionality of restoring metadata components individually, rather than restoring the entire metadata types. This allows developers to revert to an error-free metadata type instead of restoring the entire metadata component. For instance, instead of restoring the entire dashboard type, a developer can simply restore the Contacts dashboard.

Admins can also export all their backed-up data if they choose to edit natively and deploy it on their own.

3. Determine the scope of migration

Before data mapping, it is essential to first map out the entire project, including its scope, timeline, and budget. It helps to create a comprehensive plan that reviews potential risks and allocates all necessary resources in advance. Specifically, it assists in determining the amount of data to migrate and the timeframe to consider for any entity in your source, as well as constructing target data models.

For example, based on the objectives and budget of a Salesforce implementation, the scope of the migration can be:

Six months' worth of cases since the support team usually resolves them within that period and/or support metrics are not useful beyond six months.
One year of opportunities to enable year-over-year reporting.
All accounts since the client are likely to maintain ongoing business relationships with them.

4. Data governance

Creating a robust data governance plan is critical to ensure the integrity and value of the data. The essential first step is to have a data governance process that focuses on ensuring clean source data and clearly defines the methods for managing data throughout the migration process, including pre and post migration. Assign specific duties and responsibilities to all stakeholders involved. Establish a system to verify the authenticity and accuracy of data before storing it and outline a policy for preserving legacy data.

5. Data selection

To begin the data migration process for Salesforce, it is essential to determine which data needs to be migrated and its source of origin. The backend, where customer transactions are stored, is typically the source of truth. However, not all business data originates from the backend. For instance, communication during the sales process could happen through calls, emails, and other means. It is advisable to identify the data gathered by different teams and determine what data is relevant to be stored in Salesforce.

6. Data mapping

The developer must identify the database tables and map the fields in the legacy system to the Salesforce fields. It is essential to ensure that each record in the source system has a unique identifier, especially if the data categories are related to another system. If any data category in one system is related to another data point in a different system, the related data point's ID is required. For example, when migrating customer data from the backend and importing past contract information from the previous CRM, every contract record must have a customer ID from the backend.

Before starting the migration process, it is crucial to perform data cleansing, removing outdated and duplicate accounts, and assigning unique identifiers to records that lack them. To map the data successfully, it is essential to obtain metadata samples from the source system/s to understand how the data is structured. Every field and table must be included in this sample. After obtaining the metadata, the developer should map the tables, fields, and values in the source system/s to Salesforce objects, fields, and values.

The complexity of the data mapping process increases with the differences between the Salesforce data model and the data structures in the source systems. Therefore, it is crucial to identify a responsible person for creating the data mapping document and review it with stakeholders to ensure that the document is completed within the expected time frame.

Step 2: Data migration to Salesforce

Once your data has been prepared, it's time to migrate it to Salesforce. There are several tools available that can help you perform the migration, including the Salesforce Import Wizard, the Data Loader, and third-party migration tools. When migrating your data, consider the following:

Use a tool that is appropriate for your needs, such as the Salesforce Import Wizard for small data sets, the Data Loader for larger data sets, or a third-party migration tool for complex data sets.
Test the migration process to ensure that all data is transferred correctly.
Monitor the migration process and make any necessary adjustments to ensure that the data is migrated accurately and completely.

Migrate the metadata

Begin by cleansing the data to remove outdated accounts and duplicates from the data that needs to be migrated. Next, sample the metadata from the source org(s) to understand how the data is organized. After that, map the objects, fields, and values from the source system to the corresponding objects, fields, and values in the target system. The difference between the data model structures in the source and destination environments governs how complex the data mapping process is. It's important to verify that all required data fields are available in the destination organization's Salesforce system.

Migrating the data

After successfully transferring the metadata, you can proceed with migrating the data to the new environment.

Use a single source of truth. Identify which data is to be migrated to the destination environment by first determining which data is accurate. If necessary, mask sensitive information such as personal identifiable information (PII) or sales revenue.

Pro tip

Salesforce Data Mask provides a secure and compliant way to mask data when using Sales Cloud, Work.com, Service Cloud, AppExchange applications, Salesforce Industry products, and platform customizations.

It's essential to create checklists to guide you through the data migration process, particularly if you're using tools such as Data Loader or Dataloader.io. These checklists should include a list of all the necessary fields on your spreadsheets. It’s also helpful to create a list of how to load individual files. For example, begin with the Parent Object, then the Child Object, etc.

Migrating relational data

Migrating relational data can be a complex process because record relationships can be complicated. To manage complex relationships during the migration process, ensure that every record in the source system is assigned a unique identifier. Then, map related records to their corresponding parent IDs. For instance, when migrating Contacts, link them to their relevant Accounts, so that the complete context is imported. This enables you to locate the matching account for contacts with a unique ID, given that Salesforce record IDs will be altered during the data migration.

After migrating the relational data, it's important to verify the accuracy of the data types being migrated. Ensure that fields requiring numeric values don't contain any letters or other incorrect data types.

Determine if audit fields are necessary for each record. To know who originally created the record or when it was originally created, turn on audit fields. Load data in the appropriate sequence to preserve data dependencies, starting with the parent record first. For instance, when migrating, first load the Account and then the associated Contacts.

Validate the migrated data by verifying record counts and conducting spot checks using custom reports. To identify any data that wasn't successfully migrated, review exception reports.

Salesforce data migration tools

Note: To migrate data into a new Salesforce organization using data migration tools, the data has to be properly exported from another Salesforce organization or any other CRM tool. Read our in-depth article “Salesforce Data Export Options: A Complete Guide for IT Admins” to explore multiple export options.

Some of the most used tools that can be used to migrate data to Salesforce include:

Salesforce data import wizard

The Salesforce data import wizard is a tool accessible from Salesforce that allows you to import data into Salesforce from a CSV file. The tool provides a step-by-step process for mapping fields from the source file to Salesforce fields and performs data validation before the data is imported.

Required editions

Available in both Salesforce Classic (not available in all orgs) and Lightning Experience.

How to migrate data into Salesforce using the Salesforce data import wizard

To import data using Data Import Wizard, follow the below steps:

Step 1: Go to Setup, enter “Data import” in the Quick Find box, and select Data Import Wizard.

Step 2: Click on Launch wizard to start importing data to Salesforce.

Step 3: Select what kind of data has to be imported to Salesforce. You can choose to add new records, update existing records, or add new and update existing records.

Step 4: Map the CSV data fields to Salesforce data fields. The Data Import wizard maps as many of your data fields as possible to standard Salesforce data fields. But if there are any fields that cannot be mapped by the wizard, you must do it manually by clicking on Map to the left of each unmapped field.

Step 5: Edit the field mapping and click on Next.

Notes:

Unmapped fields are not imported into Salesforce.

To change mappings that Salesforce performed automatically, click Change to the left of the respective field. Delete the Salesforce fields you do not want to map, choose the fields you want to map, and click Map.

Step 6: Review import information and click on Start import.

Pros of migrating data using Salesforce Data Import Wizard:

It has a graphical user interface making it accessible and easy to use for non-technical users.
Designed specifically for data import and provides a streamlined process for importing data into Salesforce.
Supports partial imports which means you can choose to import only specific columns or rows from the source file.

Cons of migrating data using Salesforce Data Import Wizard:

Can only import data to Salesforce, not export.
Field mapping cannot be saved for later use.
Not suitable for organizations with large datasets.

Salesforce Data Loader

Salesforce Data Loader is a Salesforce client application for the bulk import or export of data. It stands out from the rest for its high security and efficiency in handling large volumes of data. This tool is available for both Windows (Command Line and user interface) and Mac (user interface) operating systems, and it supports various file types including .csv and .xls.

Required editions

Available in both Salesforce Classic (not available in all orgs) and Lightning Experience

Available in: Enterprise, Performance, Unlimited, and Developer editions

How to migrate data into Salesforce using Salesforce Data Loader

Step 1: Go to Setup and search for Data loader in the Quick Find box. Download the Data Loader installation files and install the application. See detailed steps on how to install Data Loader on Windows or macOS.

Step 2: Open the Data Loader. Click Insert.

Step 3: Enter your Salesforce username and password, and click Log in. When you are logged in, click Next.

Note: If your organization restricts IP addresses, logins from untrusted IPs are blocked until they are activated. Salesforce automatically sends you an activation email that you can use to log in. The email contains a security token that you need to add to the end of your password. For example, if your password is "example” and your security token is “1234567890”, you must enter example1234567890 to log in.

Step 4: Select the Salesforce object and your CSV file that is to be migrated. Click Next.

Step 5: Define how the columns in your CSV file map to Salesforce fields. To select an existing field mapping, click Choose an Existing Map. To create or modify a map, click Create or Edit a Map. Click Next.

Step 6: For each operation, the Data Loader generates two unique CSV log files. One file name starts with success, and the other starts with error. Click Browse to specify a directory for these files.

Step 7: To complete the operation, click Finish, and then click “Yes” to confirm.

Pros of migrating data using Salesforce Data Loader:

Easy to use wizard interface
Can be used for both data import and export
Supports bulk data migration
Can schedule the data load process
Supports all Salesforce objects including the custom ones

Cons of migrating data using Salesforce Data Loader:

Limited mapping and transforming capabilities which may not be suitable for more complex data migration scenarios.
Does not support real-time data migration; so, data migration is limited to batch processing.
Can be error-prone particularly if large amounts of data are being migrated.

Salesforce Dataloader.io

Dataloader.io is a 100% cloud-based solution to import, export, update, and delete data in Salesforce. Originally developed by MuleSoft, dataloader.io has been brought into Salesforce family through Salesforce’s acquisition of MuleSoft. It can be accessed through your browser and has all the features available in Salesforce Data Loader, with some additional functionality such as the ability to schedule tasks, pull/push information from/into remote directories like FTP, Dropbox, and Box, and automatically find parent records based on text, not an ID.

Required editions and user permissions

Dataloder.io is designed for all Salesforce users and all Salesforce editions, from Group to Professional, everyone can use dataloader.io.

How to migrate data into Salesforce using Salesforce Dataloader.io

Step 1: From Setup, enter Dataloader.io in the Quick Find box, then select Dataloader.io.

Step 2: Click Launch dataloader.io.

Step 3: Click Login with Salesforce. Uncheck the option I have a custom Salesforce domain and choose Production as the Environment. Check the option I agree to the Terms and Conditions and click Login. Click Allow.

Step 4: In the dataloader.io application, click NEW TASK-> IMPORT.

Step 5: Leave the Connection selection as it is and select the object that needs to be imported from the Objects list. For example, select Contacts. Click Next.

Step 6: Upload the files that are to be imported and map the fields that are to be migrated. Click Next.

Step 7: A summary of the import task will be displayed.

Pros of migrating data using dataloader.io:

Easy-to-use and advanced user interface
Compatible with all custom and standard Salesforce objects
Keeps a history of tasks performed with success and error files
No installation required

Cons of migrating data using dataloader.io:

The free version has a limit of 10,000 records per month; Professional and Enterprise editions are very costly ($99/user/month and $299/user/month respectively)
Only one task can be scheduled at a time in the free version
It is a freemium product so you will have to pay for advanced features
Supports only CSV file format

Data import wizard vs. Data Loader vs. Dataloader.io

The following are the key differences between data import wizard, Data Loader, and dataloader.io:

Feature	Data import wizard	Data Loader	Dataloader.io
Data source	CSV files, Microsoft Excel	CSV files, databases, spreadsheets, and other cloud-based systems	CSV files
Volume of data	Small to medium	Large	Small to medium
Speed	Slow	Fast	Moderate
Show more

Other third-party tools

Talend: Talend is an open-source data integration platform that provides a wide range of tools for data migration. It supports a range of sources and targets, including Salesforce.

Jitterbit: Jitterbit is a cloud-based data integration platform that supports a range of sources and targets, including Salesforce. It provides a visual design interface for easy data mapping and provides a wide range of data migration options.

Step 3: Testing

Testing is a critical component of any data migration project to Salesforce. It ensures that the data is accurate, complete, and that all system requirements have been met.

Two types of testing should be conducted: User Acceptance Testing (UAT), performed by the users using the data, to validate that the migrated data is meeting the needs of the end users, and Quality Testing (QT), conducted by the development or QA team, to ensure that the migrated data meets the required quality standards. The QT phase focuses on identifying any issues that could potentially impact the system's stability, security, and overall performance.

During the testing phase, it's essential to review the data validation rules, such as field validation and record validation. These rules ensure that the data is accurate and meets the organization's requirements. Additionally, verify that the workflow rules, triggers, and automation rules have been configured correctly and that they are functioning as expected.

SysCloud backup for Salesforce

Even though Salesforce is a secure platform, data loss due to human error is inevitable. While Salesforce recommends using third-party cloud backup solutions, most businesses still rely on Salesforce Data Import/Export Service or similar tools to back up and restore their Salesforce data.

With third-party cloud backup solutions like SysCloud, administrators can effortlessly back up all standard and custom objects, metadata, and Apex triggers, easily restore data from any point-in-time backup snapshot, and maintain object relationships. Admins also have the option to export all Salesforce objects as .csv or .xlsx files.

Having a single pane of glass to manage all SaaS (Software as a Service) applications will save a lot of time and effort required to manage SaaS data, which in turn can be used to focus on the core business. SysCloud backup provides a unified platform from which administrators can manage all critical SaaS applications.

Click here to learn more about SysCloud backup for Salesforce.

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