Migrate from Dent-O-Soft to Freshsales

Every Dent-O-Soft patient becomes a Freshsales Account. The patient's primary contact details (name, email, phone) load into the Account's contact fields. Addresses map to the Account Address fields. A custom field preserves the original Dent-O-Soft patient_id for audit and delta-run matching.

Dent-O-Soft status values — active, inactive, recall — map to Freshsales lifecycle stages. Active patients become 'Customer'; inactive and recall patients become 'Lead' or a custom status value. Mapping is defined value-by-value before migration runs so no records land with mismatched status.

Dent-O-Soft treatment plans map to a Freshsales Custom Module with a lookup relationship to Account. Plan name, type, cost, start date, and completion status each become a custom field in the module. If Freshsales Custom Modules are unavailable on the target plan, plans collapse into custom fields on the Account record with plan details concatenated.

Each Dent-O-Soft appointment becomes a Freshsales Sales Activity of type 'Appointment'. Subject carries the visit type, start_time carries the scheduled time, and the associated provider maps to the activity owner by email match against Freshsales users. Original appointment timestamps are preserved on the activity record.

Dent-O-Soft clinical notes migrate as Freshsales Notes linked to the Account record. Notes carry the original creation timestamp and provider attribution. Rich-text formatting in Dent-O-Soft notes is preserved where the export format supports it; plain-text fallback applied otherwise. We also capture any embedded images or attachments as separate File records linked to the note, ensuring comprehensive clinical context is retained in Freshsales.

Dent-O-Soft doctor and staff records resolve to Freshsales Users by email address. If Dent-O-Soft staff have no email, they are flagged as unmapped owners; the practice either creates Freshsales users for them or assigns their records to a fallback owner before migration commits.

Dent-O-Soft outstanding balance and total charges are monetary fields with no native equivalent in Freshsales CRM. We create custom currency fields (Outstanding_Balance__c and Total_Charges__c) on the Account object and load the values during migration. Billing history detail maps to a custom long-text area field if volume warrants.

Dent-O-Soft tracks referral source as a property on the patient record. Freshsales has no native referral source field on Accounts. We create a custom text field (Referral_Source__c) and migrate the value directly. Practices using Freshsales Campaigns for referral tracking can populate Campaign Member after migration.

Dent-O-Soft file attachments (X-rays, consent forms, images) re-upload to Freshsales as Files linked to the Account. Freshsales file size limits apply (25MB per file). Inline images embedded in clinical notes are extracted and rehosted as individual File records. During the upload process, we preserve original file names and timestamps, map them to the corresponding Account record, and ensure that any duplicate files are handled to avoid redundant storage.

Dent-O-Soft billing history does not map to any Freshsales native object. We create a custom long-text area field on the Account and populate it with a formatted summary of charges, payments, and adjustments. Practices that need full billing detail in Freshsales should use Freshsales Finance Suite or a linked billing tool post-migration.