Migrate from Inspection Files to Salesforce Sales Cloud

Inspection Files inspection records map to a custom Inspection__c object in Salesforce. The object requires creation in Salesforce Setup before migration — we deliver the field list and object definition as part of the migration plan. Inspection__c links to Account (inspected location) and Contact (inspector) via lookup fields.

Original inspection completion timestamp maps directly to a custom datetime field. Salesforce's standard CreatedDate is set at migration time; the original date preserves historical reporting continuity and inspector scheduling context. This ensures that any reports referencing the original date will reflect the correct inspection timing after migration.

Inspection Files pass/fail/in-progress status values map to a custom pick-list on Inspection__c. We map each source value by name. Any unhandled values are flagged for admin review before the migration run commits. During migration, we also log any mismatches to a dedicated error report for rapid resolution.

Inspection Files locations or sites map to Salesforce Account records. The Account represents the physical location that was inspected. Address fields from Inspection Files map to Account.BillingAddress. Multiple inspections at the same location link to the same Account. If an Account does not exist, we create one automatically using the location name and address details.

Inspector records from Inspection Files map to Salesforce Contacts. If the inspector is also a Salesforce User, the Contact is associated via a lookup. If no Salesforce user exists, the inspector lands as a Contact without a user license — flagged for admin assignment.

Inspection Files templates define the checklist structure and cannot map directly to a Salesforce standard object. We export template definitions (JSON or PDF) as Salesforce Documents for admin reference. The template logic must be rebuilt as Salesforce Flow triggers or as a custom Lightning component.

Each checklist item from an inspection maps to a child Inspection_Item__c record with a lookup to the parent Inspection__c. Fields include Item_Name__c, Pass__c (checkbox), Notes__c (text), and Response__c. This structure mirrors Inspection Files' flat checklist model inside Salesforce. We also preserve the original item order by using a custom Sort_Order__c field for consistent reporting.

Equipment records in Inspection Files map directly to Salesforce Asset records. Asset links to the Account representing the location where the equipment is installed. Serial number, install date, and status fields map directly; custom inspection-specific fields become custom fields on Asset.

Inspection Files file attachments and photos re-upload to Salesforce as ContentVersion records. Each ContentVersion is linked to the parent Inspection__c record via ContentDocumentLink. File size limit is 25MB per file in Salesforce — larger files are split or flagged for chunked upload.

Inspection Files user email addresses resolve to Salesforce User records by exact email match. Unmatched users are flagged before migration — the admin either invites them to Salesforce first or assigns their records to a fallback owner. Records do not land without a resolved owner.

Free-text notes from the inspection record map to a custom long text area field on Inspection__c. Rich-text formatting in Inspection Files is flattened to plain text. Links to external systems stored in notes become plain text URLs. Any embedded images are extracted and reuploaded as Salesforce Files, with references updated in the notes field.

Inspection Files severity levels (critical, high, medium, low) map to a Salesforce custom pick-list field on Inspection__c. Source values are mapped one-by-one. Any unhandled severity values are logged to the audit report for admin review. We also verify that the pick-list includes all possible values before migration to prevent data loss.