Migrate from Merlin to Microsoft Dynamics 365 Sales

Merlin export and scoping

We guide the customer through the Merlin dashboard export process to capture conversation history, uploaded documents, and image generation outputs. We document the full file inventory, flag any documents that may exceed Free-tier upload limits (10-page cap), and collect account metadata (email, plan tier) for D365 User provisioning. The customer must complete the export before account closure to avoid data loss since there is no API-based backup option.

Document corpus parsing and entity extraction

We run NLP-based parsing on the exported document corpus (PDF, PowerPoint, Word) to extract person names, company names, email addresses, and phone numbers. Each extracted entity receives a confidence score and a source-document reference. We produce a deduplication candidate list merging entities that appear across multiple documents, and the customer reviews low-confidence candidates before we proceed to D365 schema design.

D365 schema design and entity creation plan

We design the destination D365 schema based on the extracted entity inventory. For Contact and Lead extraction, we determine the split rule (Contact if a company affiliation is also extracted, Lead if only contact information is present). We pre-create any custom fields required to store Merlin-specific metadata (source document reference, original file name, conversation thread reference). Schema is validated in a D365 Sandbox environment before production deployment.

Sandbox migration and reconciliation

We run a full migration into a D365 Sandbox using production-like document volume and entity count. The customer's admin reviews extracted Contact, Account, and Lead records against source documents, validates deduplication decisions, and confirms that conversation context has attached to the correct CRM entities. We correct any mapping errors before production migration begins.

Production migration in dependency order

We run production migration in record-dependency order: Users (from Merlin account metadata), Accounts (from company name extraction), Contacts and Leads (from person and email extraction), Notes (from conversation thread export), and ContentDocuments (from uploaded file export). Each phase emits a row-count reconciliation report before the next phase begins. Image generation outputs attach to Notes via Annotation entities.

Cutover, validation, and handoff documentation

We freeze Merlin exports and run a final delta check for any documents or conversations created between initial export and cutover. We enable D365 as the system of record and deliver a written inventory of every migrated Note, ContentDocument, Contact, Account, and Lead with source-document references. We do not rebuild any Merlin automation patterns as D365 Automation rules; we deliver a written guide describing observed conversation patterns for the customer's admin to redesign manually.