Salesforce Data Migration Best Practices in 2024

October 29, 2024
13 min

In the current era of digital transformation, efficient data migration is crucial, especially as cloud adoption accelerates.

According to Foundry’s research, 63% of IT leaders have ramped up cloud migrations; however, 90% face challenges, primarily due to budget-related issues.

Consequently, this underscores the need for careful planning and strategic execution.

Focusing specifically on Salesforce, this blog outlines why proper data migration to Salesforce is vital and provides a nine-step plan to ensure success.

Also, we explore solutions for data preparation and highlight the top five Salesforce data migration tools, thereby transforming these challenges into opportunities for growth.

Salesforce Data Migration Checklist 

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Why Do You Need Data Migration?

In 2010, I purchased my first smartphone and faced the challenge of transferring data from my antiquated old phone.

My contacts were particularly important, but the lack of data transfer functionality on my old device left me in a bind. Unwilling to manually re-enter all the data, I embarked on a quest for a solution.

After several days of extensive research, I stumbled upon an article that detailed a method to extract data from my old phone into a CSV file. To my relief, the process worked seamlessly. I then converted the CSV file into a vCard format and successfully transferred the data to my new smartphone.

This experience underscored the critical importance of data migration, not just for businesses but also for general use.

Overall, a data migration plan is essential for organizations seeking to modernize and enhance their IT infrastructure. It enables seamless data migration from legacy systems to more advanced platforms like Salesforce, thereby improving efficiency, scalability, and accessibility.

This process supports business growth by optimizing data management, reducing costs associated with outdated systems, and facilitating better decision-making through improved data analytics.

Furthermore, effective data migration ensures data integrity and security while aligning IT capabilities with evolving business needs, ultimately fostering innovation and maintaining a competitive edge in a rapidly changing technological landscape.

Learn how we helped Cresa migrate over 8,000 records with 100% accuracy to Salesforce

What is Data Migration in Salesforce?

Whether you are an existing Salesforce user or contemplating the adoption of the platform, one common question arises: “How do I migrate my data to Salesforce from another solution?“.

Salesforce data migration involves transferring information from external systems, such as local databases or legacy CRM platforms, into the Salesforce environment.

This essential Salesforce data migration process not only safeguards data integrity but also enables informed decision-making, enhances customer service, and promotes organizational growth.

Well-planned Salesforce data migration strategy is crucial for maximizing the benefits of Salesforce and ensuring a seamless transition to its robust capabilities.

Salesforce Data Migration Plan: 9 Key Steps

Preparing for a Salesforce data migration? This nine-step guide offers key strategies for a smooth transition.

9 Steps for a Successful Salesforce Data Migration Ascendix

9 Steps for a Successful Salesforce Data Migration | Ascendix

Explore essential Salesforce data migration steps, from data backup and cleansing to selecting appropriate tools and performing post-migration validation. Get started to streamline your data migration process.

 

1. Back Up Data

Data backup involves creating a copy of existing data to prevent loss during migration. It’s crucial for the Salesforce data migration process to ensure that, in case of errors or data corruption, you can restore original data and maintain business continuity.

ALWAYS make a backup before performing any form of data migration. This ensures that even if something goes drastically wrong, the original data remains intact and can be restored. This means that the business will continue to run as smoothly as possible, even in the worst-case scenario.

 

 

2. Define Objectives

When planning a data migration to Salesforce, it’s essential to clearly define your objectives. Are you aiming to create new records, update existing data, or both? Start by identifying the specific data types—such as Accounts, Contacts, Properties, and custom objects—that need to be migrated.

Additionally, assess whether any new custom objects need to be created to accommodate unique business requirements. Clearly defined goals ensure a focused and successful migration process.

 

3. Assess Current Data

A comprehensive audit of your current data is an essential step in the Salesforce data migration process. Evaluate its quality and structure to identify any unnecessary or outdated information.

This assessment will help pinpoint duplicates, inconsistencies, and data gaps, and addressing these issues upfront ensures a smoother, more efficient migration.

 

4. Choose Migration Tools

Choosing the right tools is essential for a successful data migration to Salesforce. For smaller migrations involving up to 50,000 records per object, I’d recommend the Data Import Wizard due to its simplicity, ease of use, and user-friendly interface.

For medium to large migrations, the Data Loader is highly recommended. While not as visually appealing as the Data Import Wizard, it is more powerful and capable of processing up to 5,000,000 records per object.

If you have specific requirements that go beyond the capabilities of both the Data Import Wizard and Data Loader, consider utilizing third-party ETL tools. For instance, the SSIS Integration Toolkit by KingswaySoft offers advanced functionality to accommodate complex migration needs.

 

5. Map Data Fields

In this step you need to map source fields to their corresponding fields in Salesforce, serving as a blueprint for the migration process.

If gaps exist, consider creating new fields in Salesforce to meet your specific needs.

Additionally, define necessary conversions—such as date formats, currency transformations, and picklist values—to ensure seamless data integration and maintain data accuracy.

 

6. Cleanse Data

Before migrating to Salesforce, thorough data cleansing is necessary. This involves removing duplicates and correcting any errors to ensure data integrity. When exporting data from the old system, verify its accuracy and consistency.

Normalize data formats to align with Salesforce requirements, and diligently check the connections between objects.

 

 

7. Test Data Migration

A frequently overlooked yet critical step in the migration process is conducting a test migration. This phase allows you to identify and address unforeseen issues that may have been missed in earlier stages.

By executing a test migration with a smaller subset of data, you can ensure a smoother transition.

Carefully verify the integrity of the migrated data within Salesforce to confirm its accuracy and reliability before proceeding to full-scale implementation.

 

8. Execute Data Migration

To minimize disruption, schedule migrations during weekends or off-peak hours. Transparently communicate these schedules to all stakeholders.

After completing a successful test migration and resolving any errors, proceed with the actual data migration methodically.

Patience is key—as rushing can compromise results. Continuously monitor the migration process for any issues to ensure a seamless transition.

 

9. Ensure Post-Migration Validation

After completing the migration, verify that all data has been accurately transferred and is functioning as intended within Salesforce.

Utilize Salesforce’s reporting features to thoroughly check the consistency of migrated data against the original dataset.

Pay special attention to the volume of data, relationships between objects, and other critical aspects to ensure everything aligns perfectly, maintaining data integrity and functionality.

Need Help with Data Migration to Salesforce?

We provide comprehensive consulting services to address your data management challenges: from auditing data sources to guidance on data migration strategies

How Does a Data Migration Process Looks Like in Salesforce?

Let’s explore the process of migrating data to Salesforce using Data Loader with a practical approach.

To demonstrate, I’ve prepared a small test case: migrating a list of companies within my organization.

A List Of Companies for Data Migration to Salesforce Ascendix

A List Of Companies for Data Migration to Salesforce | Ascendix

Step #1: Open Data Loader, a robust tool for managing data in Salesforce. Our focus will be on the ‘Insert‘ function, which allows us to create new records efficiently.

Data Loader for Salesforce

Data Loader for Salesforce | Ascendix

Step #2: In the next window, you’ll be prompted to log in to Salesforce. Click ‘Log in‘ and complete the authorization process.

How to Log Into Data Loader

How to Log Into Data Loader | Ascendix

Step #3: You’ll see a list of all available objects in your organization. Since we are interested in Accounts, select that option.

Step #4: Choose the CSV file you prepared for migration.

How to Select Data Objects for Migration to Salesforce

How to Select Data Objects for Migration to Salesforce | Ascendix

File validation is underway. If no primary errors are detected, a confirmation message will appear. Let’s proceed to the next step.

Data Migration Initialization Message

Data Migration Initialization Message | Ascendix

Step #5: Mapping the columns from your file to the corresponding columns in Salesforce. Select ‘Create or Edit a Map’ to begin this process.

Data Mapping to Salesforce Objects

Data Mapping to Salesforce Objects | Ascendix

Here, you’ll see a list of all available fields in your organization. If the field names in your file match those in Salesforce, you can use the ‘Auto-Match Fields to Columns‘ feature.

However, if the column names differ—as in my case—you’ll need to manually drag and drop fields from the top table to the corresponding columns in the bottom table.

Once you have completed the mapping, click ‘OK.’

Additionally, you can save this mapping for future migrations by clicking the ‘Save Mapping‘ button. This will allow you to reuse the mapping file, streamlining your next data migration process.

Mapping Dialog Window In Salesforce Data Loader

Mapping Dialog Window In Salesforce Data Loader | Ascendix

Step #6: After mapping the fields, click ‘Next’.

Field Mapping Scheme in Data Loader

Field Mapping Scheme | Ascendix

Step 7: Select the folder where both successful and error logs will be saved.

Select the Folder Where Successful and Error Logs Will Be Saved

Select the Folder Where Successful and Error Logs Will Be Saved | Ascendix

Step #8: Once set, click ‘Finish‘ to complete the process.

A final prompt will ask you to confirm whether you’re sure you want to proceed with this operation.

Confirm You Want to Proceed with Data Migration

Confirmation Window You Want to Proceed with Data Migration | Ascendix

The data migration is complete. Noticed an issue? While 39 records were successfully created, 1 error occurred. Let’s review it.

Error Message Window

Error Message Window | Ascendix

Step #1: Navigate to the folder where you chose to save the migration logs.

Data Migration Logs

Data Migration Logs | Ascendix

Step #2: Examine the successful log. Everything appears to be in order. This log is essentially the same file you prepared for migration but with two additional columns.

The first new column is ‘ID‘, which provides the system-generated ID of the created record—useful for linking objects in the future if necessary.

The second column is ‘Status‘, indicating whether the record was successfully created.

The File with Data Migration Logs

The File with Data Migration Logs | Ascendix

Step #3: Examine the second file, the error log. Like the successful log, it mirrors the entries from your source file.

However, it includes an additional ‘Error‘ column that specifies what went wrong.

In this instance, the error log reveals that one record wasn’t created due to an invalid phone number entry.

A Detected Error During The Data Migration to Salesforce

A Detected Error During The Data Migration to Salesforce | Ascendix

Experience Hassle-Free Data Migration

Reach out for a customized migration plan that minimizes downtime and maximizes your operational efficiency.

Top 5 Salesforce Data Migration Tools

 

Salesforce Data Migration Tools - Selection Matrix

Tool
Key Features
Best Suited For
Considerations
Salesforce Data Import Wizard
- Intuitive graphical interface
- Supports import into standard and custom objects
- Pre-import error checking
Users with small to medium data import needs without technical expertiseLimited to small to medium record volumes
Salesforce Data Loader
- Handles large data volumes
- Supports all custom objects
- Generates CSV logs for auditing
Administrators and developers managing bulk data operationsRequires technical understanding for effective use
JitterBit Data Loader
- Supports insert, update, upsert, query, delete, and bulk load
- Works with various data sources and formats
- Intuitive UI for data mapping
Short ad-hoc tasks and client/lead data inputsRequires understanding of API integration
Dataloader.io
- Intuitive interface with Vlookup support
- Import, export, delete, and schedule jobs
- Auto-mapping and audit history tracking
Dynamic environments such as health and education sectorsNo volume restrictions, may overload administrators
SSIS Integration Toolkit by KingswaySoft
- Integrates diverse data sources
- Processes large data volumes
- User-friendly interface
Complex data integration tasks across systemsMay require significant customization effort
Salesforce Data Transition Solutions Comparison

1. Salesforce Data Import Wizard

  • Maximum number of records: up to 50,000

Salesforce Data Import Wizard is a built-in tool designed to streamline the data import process within Salesforce.

Its intuitive graphical interface makes it accessible to users without technical expertise, facilitating a smooth import experience.

Salesforce Data Import Wizard Interface

Salesforce Data Import Wizard Interface

Key Features:

  • The tool offers an intuitive design, ensuring that users can easily navigate the import process without requiring technical skills.
  • It allows for the import of data into both standard and custom Salesforce objects, providing flexibility in handling various data types.
  • Before uploading, the Data Import Wizard checks for errors and inconsistencies, which helps prevent potential data quality issues and ensures a reliable data import process.
  • This Salesforce data migration tool is particularly well-suited for users who need to import small to medium amounts of data quickly and effortlessly into Salesforce.

Salesforce Data Import Wizard is an effective solution for users seeking to manage data imports efficiently without extensive technical knowledge.

 

2. Salesforce Data Loader

  • Maximum number of records: up to 5,000,000.

Salesforce Data Loader is a robust tool designed to facilitate data management within Salesforce, particularly benefiting administrators and developers engaged in bulk data operations.

Salesforce Data Loader Interface

Salesforce Data Loader Interface

Key Features:

  • Salesforce Data Loader is especially effective for handling large volumes of data, making it an invaluable resource for complex data management tasks.
  • This data migration tool supports all Salesforce custom objects, providing versatility in managing a wide range of data types and structures.
  • By generating CSV files that log successes and errors, Data Loader enables users to assess the effectiveness of their data operations. This feature ensures transparency and allows for easy troubleshooting and validation of data uploads.

Overall, Salesforce Data Loader is an essential tool for professionals looking to perform detailed and large-scale data operations within Salesforce.

 

3. JitterBit Data Loader

  • Pricing: Free

JitterBit Data Loader integrates AI, integration, and API capabilities to enhance data migration processes.

Its intuitive design and versatile functions make it highly suitable for inputting data on prospective clients or leads, especially for short ad-hoc tasks.

The user-friendly API development technology further allows for the reuse of applications and data.

Jetterbit Interface

Jetterbit Interface | Source: AppExchange

Key Features:

  • It supports standard operations such as insert, update, and upsert.
  • JitterBit Data Loader offers additional functionalities including query, delete, and bulk load.
  • This Salesforce data migration tool facilitates data uploads from various sources such as local disks, FTP servers, and databases.
  • It is compatible with major databases like MySQL, Oracle, and SQL Server.
  • JitterBit is configurable to work with CSV files as well as other database formats.
  • This solution provides a practical interface for mapping object fields, enhancing the ease of data handling.

JitterBit Data Loader is designed to streamline data migration tasks efficiently and effectively, accommodating a wide range of data handling needs with its comprehensive features.

4. Dataloader.io

  • Pricing: Free

Dataloader.io, developed by MuleSoft, is a cloud-based tool designed to facilitate data management tasks through a simple and intuitive user interface.

Dataloader.io is commonly used in sectors such as health and education, where data is frequently updated, emphasizing its reliability in dynamic environments.

It has three versions of pricing plans: free and two paid ones, catering to different user needs and budgetary constraints.

Dataloader.io Interface

Dataloader.io Interface | Source: AppExchange

Key Features:

  • Dataloader.io provides a straightforward interface that simplifies the use of Vlookups by allowing text-based searches instead of relying on record IDs.
  • It supports essential data management operations such as import, export, and deletion.
  • This Salesforce data migration tool includes the capability to schedule jobs for automated processing.
  • Dataloader.io features auto-mapping and the ability to export rules as objects, enhancing efficiency.
  • It offers audit history capabilities for tracking and reviewing completed tasks, ensuring accountability and transparency.
  • The solution lacks volume restrictions on downloads.

Dataloader.io is a versatile tool tailored for efficient data management in cloud environments, offering robust features that support various operational and sector-specific needs.

 

5. SSIS Integration Toolkit by KingswaySoft

  • Price: You can use its limited solution for free, but must pay to increase usage, users, or features.

The SSIS Integration Toolkit from KingswaySoft is an extension designed for Microsoft SQL Server Integration Services (SSIS), offering enhanced integration capabilities with a variety of data sources.

It supports seamless data migration and integration across CRM systems, ERP solutions, cloud services, and other applications.

SSIS Integration Toolkit by KingswaySoft Interface

SSIS Integration Toolkit by KingswaySoft Interface | Source: AppExchange

Key Features:

  • It enables integration with diverse data sources, including CRM systems, ERP platforms, cloud services, and other applications, providing flexibility and comprehensive data connectivity.
  • Capable of processing large volumes of data efficiently, ensuring high performance and reliability during data migration and integration tasks.
  • Offers an intuitive user interface that simplifies standard integration tasks and enhances user experience.
  • While the interface is user-friendly, more complex integration scenarios may require substantial effort and expertise to customize and implement effectively.

The SSIS Integration Toolkit by KingswaySoft is a robust Salesforce data migration tool for organizations seeking to enhance their data integration processes, offering powerful features tailored for comprehensive data management across various systems.

How Ascendix Can Help with Data Migration to Salesforce

Steering through the complexities of data migration —from detailed business analysis and careful data transfer to precise system configurations—demands expertise and precision.

By leveraging our extensive Salesforce consulting experience, you can unlock substantial and long-lasting benefits.

At Ascendix, a leading Salesforce Crest Consulting and Microsoft Partner based in Dallas, Texas, we offer unmatched proficiency in Salesforce data migration services.

With over two decades of experience, our team has successfully managed over ten CRM systems, expertly transitioning data from Excel spreadsheets, platforms like Dynamics 365, or migrating data from legacy systems to Salesforce or AscendixRE, our Salesforce-based CRM tailored for commercial real estate professionals.

Our dedicated team of over 70 certified Salesforce specialists conducts a thorough assessment of your current CRM system to facilitate a seamless transition to the Salesforce platform, ensuring that your data and workflows are optimized for enhanced business efficiency and performance.

As your Salesforce data migration consultant, we’ll:

  • Conduct a thorough analysis of existing data sources and quality to develop a customized migration strategy.
  • Ensure that data migration strategies are tailored to meet specific business needs and objectives, reducing potential risks and addressing unique data challenges upfront.
  • Implement secure migration practices and ensure adherence to industry regulations.
  • Guarantee accurate and seamless data transfer, maintaining data relationships and usability within Salesforce.
  • Identify and rectify errors, duplicates, or inconsistencies in the data before migration.
  • Enhances data quality, leading to more reliable insights and better decision-making within Salesforce.
  • Execute the data migration process using best practices and monitor progress to address any issues in real time.
  • Minimize downtime and disruptions, ensuring a seamless transition to the new platform with minimal business impact.
  • Validate the success of Salesforce data migration and provide ongoing support to resolve any post-migration issues.
  • Ensure that the data is correctly integrated and functional within Salesforce, providing peace of mind and ongoing adjustments as needed.
  • Train staff in data management best practices within Salesforce, ensuring they are equipped to handle data post-migration.

Our professionals will ensure your Salesforce migration flows seamlessly, keeping your project aligned and on target every step of the way. Need help with complex data migration to Salesforce? Book a free Salesforce consulting call.

Salesforce Data Migration FAQ

What is data migration in Salesforce?

Data migration in Salesforce involves transferring data from legacy systems, other CRM software or third-party solutions to the Salesforce platform. This process includes extracting, transforming, and loading data, ensuring that all records are accurately moved while maintaining data integrity, consistency, and alignment with business objectives.

What is the recommended order for data migration in Salesforce?

The recommended order for data migration in Salesforce typically begins with foundational data like Accounts and Contacts, followed by related data such as Opportunities and Cases. Subsequent steps include custom objects and child records, ensuring dependencies and relationships are preserved and accurate throughout the process.

How long does Salesforce data migration take?

The duration of Salesforce data migration varies based on data volume, complexity, and quality. Small to medium migrations may take a few weeks, while larger, more complex projects can span several months. Proper planning and testing are crucial to ensuring a smooth and efficient migration process.

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