Migrate from Onsite CRM to Microsoft Dynamics 365 Sales

Scoping and export feasibility assessment

We conduct a scoping call with the customer to identify the Onsite CRM objects in use (Contacts, Companies, Deals, Pipeline Stages, Activities, Tasks, Custom Fields), approximate record volumes, and any known custom field configurations. We request customer-supplied screenshots of the Onsite CRM data structure to confirm what the UI exposes for export. If activity history is required, we explicitly ask whether the UI export includes call logs, SMS, and email records or whether those must be handled as manual re-entry. The scoping output is a written migration scope document with a confirmed object list, record counts, and any export gaps flagged as scope limitations.

Customer-side CSV export and data delivery

We guide the customer through the in-app CSV export process for each object. Exports are requested in the following order: Companies (first, because they are parent to Contacts), Contacts, Deals, Pipeline Stages (captured as a separate mapping reference), Activities (where available), Tasks, and Custom Field values. We provide a data delivery checklist and a field header reference so the customer knows exactly what columns to include. Exports are delivered to us via a secure transfer mechanism. We validate row counts and spot-check field completeness against the scoping snapshot before proceeding.

Microsoft Dynamics 365 Sales environment preparation

We provision or validate the destination Microsoft Dynamics 365 Sales environment: confirming the Dataverse API is enabled, the migration user has the necessary Dataverse permissions (Create, Read, Update on the relevant entities), and any required custom fields and entities are pre-created. We coordinate with the customer's Dynamics 365 admin to temporarily disable or extend validation rules that could reject Onsite CRM-formatted data, and to grant field-level security relaxation for the migration user during the load window.

Data normalization and transform

We normalize the exported CSV data: standardizing date formats to UTC, cleaning phone number formatting, splitting combined name fields where present, resolving Onsite CRM company identifiers to Account GUIDs, and resolving owner emails to Dynamics 365 User GUIDs. Custom field values are mapped to the destination custom field schema. Any records with missing required fields are flagged in a reconciliation report for the customer to address before load. We do not suppress or auto-correct data without the customer's approval; the reconciliation report is the decision point.

Sandbox migration and reconciliation

We run the first full migration into a Microsoft Dynamics 365 Sales Sandbox environment using the Dataverse REST API with batch chunking. The customer reconciles record counts against the source CSV exports, spot-checks 20-30 records for field-level accuracy, and signs off before production migration begins. Any mapping corrections identified during sandbox reconciliation are applied before the production phase. Sandbox migration typically takes one to three days depending on record volume and any API rate-limit pauses required.

Production migration in dependency order

We run production migration in record dependency order: Accounts (from Companies), Contacts (with parentaccountid resolved), Opportunities (with regardingobjectid resolved and stage mapping applied), Tasks, Activities (via Dataverse API with batch processing and exponential backoff on rate-limit responses), and Custom Field values. Each phase emits a row-count reconciliation report. After all standard objects load, we run a final validation pass comparing source record counts to destination record counts and surface any discrepancies in a written report.

Cutover, delta capture, and handoff

We freeze Onsite CRM writes during the cutover window and run a final delta export of any records modified after the initial export date. The delta is merged into Microsoft Dynamics 365 Sales and validated. We enable Microsoft Dynamics 365 Sales as the system of record and deliver the migration completion report including record counts by object, any unmapped fields or dropped records, and a list of automations or custom fields requiring post-migration configuration. We support a three-day hypercare window for reconciliation issues. We do not rebuild Onsite CRM automations as Power Automate flows; we deliver a written inventory of any automations discovered during scoping for the customer's admin to rebuild.