Migrate from PromoXcrm to Microsoft Dynamics 365 Sales

PromoXcrm Lead records with industry-specific stage labels (Quote Sent, Artwork Approved, Order Confirmed) map to Dynamics 365 Sales Lead. We transform PromoXcrm stage names into standard Lead Status values (New, Contacted, Qualified, Unqualified) during migration. The original PromoXcrm pipeline stage is preserved in a custom field px_original_stage__c on the Lead for audit. Any PromoXcrm custom properties on the Lead record require corresponding custom fields to be created in Dynamics 365 before import.

PromoXcrm Client records combine contact and company data into a single object. We split this into Dynamics 365 Account (company name, domain) and Contact (individual name, email, phone) records. The Account is created first so the Contact can reference it via the AccountId lookup. PromoXcrm custom properties on Client records migrate as custom fields on Contact, with any company-level properties mapped to the Account.

PromoXcrm customizable pipelines with promo-specific stage names (e.g., Quote Sent, Artwork Approved, Order Confirmed) map to Dynamics 365 Sales Process and Opportunity Stage values. We configure a Sales Process per PromoXcrm pipeline, preserving stage probability percentages as StageProbability values. The customer reviews and approves the stage mapping during the sandbox validation phase before production migration.

PromoXcrm Projects represent individual promo orders or campaigns tied to a Client. We map the core order fields to Dynamics 365 Opportunity (deal value, close date, owner) and create a custom PromoOrder custom entity in Dataverse to carry promo-specific fields: product type, supplier, quantity, artwork status, and client-facing proof approval dates. The Opportunity and PromoOrder custom entity are linked via a custom lookup field so the promo order context is visible within the sales record.

PromoXcrm Task records with assignees, due dates, and status map directly to Dynamics 365 Task. PromoXcrm's task automation rules (triggered by pipeline stages) do not migrate; we document every active automation rule during discovery and provide a written handoff specifying the trigger, conditions, and recommended Dynamics 365 Workflow or Power Automate equivalent for the customer's admin to rebuild.

PromoXcrm Presentation files are stored internally and tied to Projects or Clients. We export available file references and re-link them in Dynamics 365 as Note records with file attachments, or migrate to a SharePoint or OneDrive document library linked via the native Dynamics 365 document management integration. Actual file hosting transfer depends on whether PromoXcrm provides direct file download access or if files are retrieved via the web-service API.

Commission Records are a PromoXcrm-specific feature with no native equivalent in Dynamics 365 Sales. We create a custom Commissions entity in Dataverse with fields for rep name, commission percentage, promo order reference, payout date, and payout status. Historical commission data from PromoXcrm migrates as a one-time import. Ongoing commission calculations after cutover require a separate solution: either a Power Apps canvas app or a Power Automate flow built post-migration. We provide the custom entity schema document and the field mapping for the one-time data import.

PromoXcrm custom objects accessible via web-service API migrate to Dynamics 365 custom entities of equivalent name. We query the custom object schema during discovery to determine field names, data types, and any lookup relationships. Custom entities are pre-created in Dataverse with matching field types and relationships before data import begins. The destination schema is deployed to a Sandbox for validation before the production migration phase.

PromoXcrm Owners referenced on Leads, Clients, Projects, and Tasks are resolved by email match against the Dynamics 365 destination User table. Any PromoXcrm Owner without a matching Dynamics 365 User is held in a reconciliation queue. The customer's Dynamics 365 admin provisions missing Users (active or inactive depending on the original Owner's status) before record import resumes.

PromoXcrm engagement history (calls, emails, meetings, notes) migrates to Dynamics 365 Sales via the Dataverse Bulk API with parent-record lookup resolution. Calls map to Task with TaskSubtype=Call and duration preserved. Emails map to EmailMessage linked to a Task activity record. Meetings map to Event with attendee relationships via EventRelation records. Notes map to Note linked via ContentDocumentLink to the parent Lead, Contact, or Opportunity. Historical timestamps are preserved by setting ActivityDate to the original PromoXcrm engagement date.

PromoXcrm reporting generates analytics from live data. Saved report and dashboard configurations are not exportable as standalone objects. We export the underlying data as structured CSV so reports can be rebuilt in Dynamics 365 native dashboards or Power BI. We document the list of PromoXcrm reports with their data sources and metric definitions as a rebuild guide for the customer's admin.