Migrate from Dental-Exec to Freshsales

Dental-Exec patient contacts migrate to Freshsales Contact. The patient's primary practice association maps to AccountId via the contact's linked dental practice. Phone, email, address, and job title fields migrate directly. Dental-Exec contact IDs preserved as Source_System_ID__c for delta-run de-duplication. This ID also enables audit trail across migrations.

Dental-Exec contacts with no scheduled appointment and status 'Referral Only' or 'Cold Prospect' route to Freshsales Lead. This split happens during migration based on Dental-Exec contact status field value. The lead's source dentist or practice name maps to Lead Company field.

Dental-Exec referring-dentist contacts migrate to Freshsales Contact with a Referrer__c custom checkbox set to true. Their practice name becomes the Account lookup. Referring-dentist notes and specialty fields map to custom text fields on the Contact. We also capture the dentist’s NPI number in a separate custom field for compliance verification.

Dental-Exec dental practice companies migrate to Freshsales Account. Practice name maps to Account Name. Website, address, phone, and industry ('Healthcare / Dental') migrate directly. Multi-location dental groups require Account hierarchies via ParentId when Dental-Exec stores parent-organization relationships. We also preserve the original practice identifier as Source_System_ID__c for future reference.

Dental-Exec treatment cases migrate to Freshsales Deals with the dental practice as AccountId and the patient as ContactId. Deal amount represents the case value. Deal stage maps to Freshsales pipeline stage values via value-by-value mapping per pipeline. We preserve original case-create date as Original_Create_Date__c since Freshsales Deal CreatedDate reflects migration time.

Dental-Exec case status workflows become Freshsales Deal Pipelines. Each Dental-Exec status type (Restorative, Ortho, Perio, Oral Surgery) can become its own Freshsales pipeline so stage pick-list values are scoped per treatment type. Pipeline configuration is delivered as a setup plan before data lands.

Dental-Exec scheduled appointments map to Freshsales Appointments with original start/end times, owner, and linked ContactId preserved. Pre-appointment tasks (e.g., insurance verification) migrate as Freshsales Tasks with due date and status. Original Dental-Exec activity timestamps preserved for reporting continuity. All activity records retain their source IDs for traceability.

Dental-Exec clinical notes and general notes migrate to Freshsales Notes linked to the appropriate Contact or Deal. Rich-text formatting is preserved where the source exports allow. Notes created by specific users map to Freshsales owner by email match. Each note includes a link to its originating record for quick navigation.

Dental-Exec custom fields storing ADA procedure codes (DXXXX format) migrate to Freshsales custom text fields on the Deal object. We cannot map procedure codes to Freshsales native pick-lists without Freshsales admin configuring the pick-list values. The mapping plan identifies every ADA code in use for admin configuration before migration.

Dental-Exec insurance carrier custom fields map to Freshsales custom pick-list or text fields on Contact (primary insured) and Deal (case-level insurance). Carrier name value mapping is required when Dental-Exec uses free-text and Freshsales wants pick-list for reporting. We flag inconsistent carrier spellings for cleanup during migration.

Dental-Exec claim status flags (Submitted, Pending, Paid, Denied, Appeal) map to Freshsales custom pick-list values on the Deal. Each Dental-Exec status value gets a corresponding Freshsales pick-list entry. Claim status change dates migrate as additional custom datetime fields for audit trail.

Dental-Exec user records resolve to Freshsales users by email match. Unmatched owners are flagged before migration — the team either invites them to Freshsales first or assigns their records to a fallback user. No record lands in Freshsales without a valid OwnerId.

Dental-Exec file attachments (treatment plan PDFs, insurance cards, consent forms) re-upload to Freshsales Files linked to the appropriate Contact or Deal record. We handle file download, re-upload, and re-link as part of the migration. Large files may be subject to Freshsales storage limits on the target plan.