Migrate from RETAINUSER CRM to Microsoft Dynamics 365 Sales

RETAINUSER Contact records with a defined buyer stage (status indicating active sales engagement) map to Microsoft Microsoft Dynamics 365 Sales Contact. Contacts representing unqualified prospects or early-stage entries map to Lead. We apply the split rule during scoping based on the customer's pipeline stage matrix, preserving the original RETAINUSER contact status in a custom field ret_contact_status__c on both Lead and Contact for post-migration audit.

RETAINUSER Lead records map directly to Microsoft Dynamics 365 Sales Lead. Lead source, lead status, and owner assignment carry across as LeadSource, StateCode/StatusCode, and OwnerId respectively. We resolve owner assignment by email match against the destination User table. Any Lead without a matching User is placed in a reconciliation queue for the customer admin to provision before the Lead import phase completes.

RETAINUSER Company records map to Microsoft Microsoft Dynamics 365 Sales Account. The company name becomes AccountName, and any website domain stored on the Company record maps to the Website field. Account is created before any Contact or Opportunity import so that the parent AccountId lookup is satisfied at the moment of child record insert. We preserve the Company-Contact linkage by exporting the association table and reconstructing it via Contact.ParentCustomerId or a dedicated Account-Contact relationship table during migration.

RETAINUSER Deal records map to Microsoft Dynamics 365 Sales Opportunity. The dealstage property maps to StageName, and the pipeline identifier maps to a Salesforce-style Sales Process or Record Type that we configure in Dynamics before migration. Deal value maps to Amount, close date maps to CloseDate, and the owner maps to OwnerId via the User lookup. We flag Deals without an associated Company for the customer to resolve before import because Opportunities in Microsoft Dynamics 365 Sales typically attach to an Account.

Each RETAINUSER pipeline becomes a Microsoft Dynamics 365 Sales Record Type on Opportunity with a corresponding Sales Process that whitelists the relevant stage values. Stage order and stage names migrate to the Sales Process stage definitions. Stage probability percentages migrate to stage-level probability fields. If RETAINUSER stores win/loss criteria, we map those to Opportunity Closed fields (OpportunityState or custom fields) and document the mapping in the migration specification.

RETAINUSER Activity records (emails, calls, meetings, tasks, notes) map to Microsoft Dynamics 365 Sales ActivityPointer subtypes. We export activity history as chronological entries preserving timestamps, owner attribution, and the associated Contact or Deal linkage. Activity migration uses Dataverse batch API operations with parent-record resolution (regardingobjectid linking to the correct Contact, Lead, or Opportunity). Note content migrates to the Annotation entity (Dynamics 365 Notes) linked via objectid to the parent record.

RETAINUSER User records (name, email, role, team assignment) map to Microsoft Microsoft Dynamics 365 Sales User records. We match users by email address during migration. Any RETAINUSER user referenced as an Owner on a record but without a corresponding Dynamics User is flagged in a reconciliation report. The customer admin provisions any missing Users before record import resumes, as OwnerId is a required reference on most standard entities.

Custom fields on RETAINUSER Contacts, Companies, and Deals require field-level mapping. We extract the full custom field schema including field type, picklist values, and default values. Field types are mapped to equivalent Dataverse column types (string, integer, decimal, boolean, datetime, picklist). Picklist values are mapped explicitly to the destination Dataverse option set values. We pre-create destination custom fields in the Dynamics 365 environment before any record import begins to avoid import errors from undefined columns.

RETAINUSER email templates migrate as text content to Microsoft Dynamics 365 Sales Email Templates. We extract template bodies, subject lines, and merge field placeholders. RETAINUSER merge field syntax (its own placeholder format) is documented in a mapping table against Dynamics 365 token syntax. The destination admin maps these to Dynamics email template tokens or Power Automate expression syntax during the template rebuild phase. Template-to-contact associations are not preserved; we document the template usage context for the admin to reapply post-migration.

SMS and WhatsApp templates are text-based in RETAINUSER. We export the full template library as structured text artifacts. Character limits and messaging constraints differ between platforms; we flag templates that exceed Microsoft Dynamics 365 Sales or Power Automate SMS connector limits. Template-to-contact associations do not migrate; we deliver a template inventory document for the customer admin to rebuild using the destination's messaging tools. WhatsApp Business integration, if used, requires separate configuration in the Microsoft ecosystem post-migration.