Migrate from Dental-Exec to Nutshell

Dental-Exec patients map directly to Nutshell People. All core fields — name, date of birth, phone, email, and address — transfer as‑is. The original patient ID is stored as Source_System_ID__c on the Nutshell Person for traceability, and the original create date is preserved in Original_Create_Date__c. Owner assignment (provider) is resolved via email match and recorded on the Person record.

Primary phone number on the Dental‑Exec patient record maps to Nutshell Person.phone without transformation. If Dental‑Exec stores a mobile or secondary phone number in separate fields, those values are mapped to Person.alt_phone or a custom phone field as appropriate. Any missing phone field results in a blank entry in Nutshell; no data is dropped.

Email address moves directly from Dental‑Exec to Nutshell Person.email. Nutshell enforces uniqueness per account, so if the same email appears on multiple patient records, the migration pauses the duplicate record and flags it for your admin to resolve before the final commit. This prevents duplicate contacts while preserving the original email data.

Dental-Exec insurance carrier references (a lookup or string field on the patient) become a Company record in Nutshell representing the insurance carrier, plus a custom field (Insurance_Carrier__c) on the Person linking back. This lets practices track carrier-specific data separately from patient records.

Dental-Exec treatment plans map to Nutshell Deals. Deal name derives from the treatment plan description or a patient-name + date composite. Deal.Amount maps from the treatment plan estimated cost if present. Deal.stage maps from the treatment plan status (proposed, in-progress, completed).

Dental‑Exec treatment plan status values such as 'Scheduled', 'In Progress', 'Completed', or 'Cancelled' map to corresponding Nutshell Deal stage values through a value‑by‑value lookup. If Dental‑Exec uses custom status labels beyond these defaults, we create a custom mapping table during discovery, ensuring each label resolves to the most appropriate Nutshell stage or a custom stage when necessary.

Dental‑Exec provider records are matched to Nutshell Users by email address, the preferred key for owner resolution. When a provider record lacks an email, we fall back to name matching and flag the record for your admin to either map to an existing Nutshell user or invite the provider as a new user before the migration runs. All resolved owners are set on the related Deals, Activities, and Tasks, preserving accountability across the CRM.

Dental‑Exec appointments convert to Nutshell Activities, preserving the appointment type (checkup, cleaning, procedure) as the Activity type field. Start and end times are transferred directly, linked to the corresponding Person (patient) and, when present, to a Company (insurance carrier or practice). The owning User is set to the provider who performed the appointment, and original timestamps are retained for historical reporting.

Dental-Exec production goal tracking per provider has no native Nutshell equivalent. We create custom fields — Production_Goal__c and Production_Actual__c — on Nutshell Deals to capture the goal context, and link to the responsible User. Nutshell's reporting can then surface provider performance by querying these custom fields.

Dental‑Exec tasks and reminders migrate to Nutshell Tasks with subject, due date, assigned User, and completion status all transferred directly. Completed tasks retain their original completion timestamp, while open tasks keep their due date and owner. Each task is linked to the associated Person (patient) record so that the task appears in the patient’s activity feed within Nutshell.

Dental-Exec clinical notes (drug interactions, clinical observations) merge into Nutshell Notes attached to the Person record. For compliance-relevant notes (e.g., allergy flags), we also populate a custom field on Person (e.g., Clinical_Flag__c) so the flag surfaces without opening the note.

Dental-Exec custom fields on patient records map to Nutshell Person-level custom fields. Each custom field gets created in Nutshell under the Person tab before migration. Field type is preserved — text, number, date, pick-list — using Nutshell's corresponding field types.

Dental‑Exec custom fields attached to treatment plans are recreated as custom fields on the corresponding Nutshell Deal. Field types such as text, number, date, or pick‑list are matched to Nutshell’s equivalent field types during the discovery phase. If the custom field holds provider‑specific metrics or compliance data (e.g., a drug‑interaction flag), we map it to a custom field with an appropriate type and include it in Deal reporting views.

Dental‑Exec file attachments such as treatment images, consent forms, and insurance documents are migrated as file attachments on the related Nutshell Person or Deal record. File size is limited to the standard upload limit defined by the Nutshell plan tier; files exceeding this limit are flagged for your admin to upload manually after cutover or to increase storage. Original file names and creation timestamps are preserved where possible.