Migrate from Dentally to Microsoft Dynamics 365 Sales

Every Dentally patient maps to a Dynamics 365 Contact record. Fields including firstname, lastname, email, phone, mobilephone, address, and date of birth map directly. Practitioner_Assigned__c creates a lookup to the Practitioner__c custom table so the assigned dentist surfaces on the patient record. Original create and modify timestamps preserved as custom datetime fields.

Email is a required, unique field on Contact. If Dentally stores multiple email addresses, the primary address routes to Email and additional addresses populate a custom Email_2__c text field on Contact. Email validation and de-duplication runs before insert to prevent duplicate Contact records in Dynamics 365.

Dentally practitioners (dentists, hygienists, specialists) have no direct CRM equivalent. We create a Practitioner__c custom Dataverse table with fields for name, title, registration number, and email, linked to a Contact record via a lookup. The Contact lookup allows appointment queries to return the practitioner name directly without a custom join.

Dentally stores practice location against each practitioner. For multi-location groups, the Dentally location translates to an Account record, and Practitioner__c.Location__c stores a lookup to that Account. Single-location setups map the location name to a text field on Practitioner__c. Location lookups also enable reporting by site and support hierarchical sharing rules across business units in Dynamics 365.

If Dentally stores referring practices or corporate dental groups, those entities map directly to Dynamics 365 Sales Accounts. Account.Name receives the practice name, Industry defaults to Healthcare, and NumberOfEmployees reflects practice headcount. Multi-location groups map to a parent Account with subsidiary locations as child Accounts linked via ParentAccountId.

Dentally treatment plans contain procedure codes, clinical notes, proposed dates, and cost estimates with patient and practitioner links. We create a Treatment_Plan__c Dataverse table with a Contact lookup for the patient, a Practitioner__c lookup for the treating practitioner, and currency fields for estimated and actual costs. Clinical notes transfer as a large-text field.

Individual treatment line items within a plan carry procedure codes, descriptions, and costs. A Treatment_Item__c custom table links to Treatment_Plan__c via a lookup and to the Contact via a second lookup for direct patient queries. Dentally custom fields on treatment items become custom columns on Treatment_Item__c with the same field type (text, picklist, number) before migration.

Every Dentally appointment record — including historical ones — migrates to a custom Appointment__c Dataverse table with lookups to Contact (patient) and Practitioner__c (practitioner). Appointment_Date__c and Appointment_Time__c store the original scheduled datetime, Status__c maps via value mapping, and Duration_Minutes__c preserves the slot length. Clinical notes from the appointment transfer to Notes__c for chair-side reference.

Dentally appointment statuses (Scheduled, Confirmed, Arrived, In Progress, Completed, Cancelled, No Show) require value-by-value mapping to Appointment__c.Status__c picklist values. If Dentally uses custom status names, the mapping table is delivered before migration so your team can validate the status translation.

Dentally invoices (invoice number, status, total amount, outstanding balance, invoice date, due date) map to an Invoice__c custom Dataverse table with a Contact lookup pointing to the patient. Invoice_Status__c maps via value mapping (Paid, Partially Paid, Overdue, Written Off) and Outstanding_Balance__c preserves the remaining amount.

Dentally invoices (invoice number, status, total amount, outstanding balance, invoice date, due date) map to an Invoice__c custom Dataverse table with a Contact lookup pointing to the patient. Invoice_Status__c maps via value mapping (Paid, Partially Paid, Overdue, Written Off) and Outstanding_Balance__c preserves the remaining amount. Invoice_Date__c and Due_Date__c are preserved as date fields, allowing Power BI reports to calculate days‑outstanding and overdue aging buckets directly.

Line items from Dentally invoices migrate as Invoice_Line_Item__c records linked to Invoice__c via a lookup. Fields include Description__c, Quantity__c, Unit_Price__c, and Total_Amount__c. If a line item references a treatment, the Treatment_Item__c record ID is preserved in Treatment_Item_ID__c for cross-referencing.

Payment records in Dentally migrate as Payment__c with Payment_Date__c, Amount__c, and Payment_Method__c (Cash, Card, Insurance, Plan) mapped to custom picklist values. A lookup to Invoice__c ties each payment to the originating invoice so Dynamics 365 can reconstruct the full payment history from the patient record.

Clinical notes and medical history stored in Dentally transfer to a large-text (Memo) custom field on the Contact record. This field is created before migration and labelled Dental_Notes__c so practitioners can access relevant medical context directly from the Contact form without navigating away.

If Dentally tracks how patients were referred (e.g., Google, existing patient, insurance provider), that value migrates as a custom picklist or text field on Contact. The custom field is created before migration with the same field type as the Dentally source.

Every migrated record receives a Source_System_ID__c text field storing its original Dentally object ID. This field enables delta-run de-duplication, cross-referencing between Dentally and Dynamics records post-migration, and audit traceability. The field name is consistent across all custom tables. It also supports downstream integration by allowing external systems to reference the original identifier for synchronization tasks.