Migrate from RETAINUSER CRM to Salesforce Sales Cloud

RETAINUSER CRM uses a unified Contact record that encompasses both unqualified prospects and qualified buyers. We define a split rule during scoping based on the customer's lead status matrix, mapping prospects to Salesforce Lead and active customers to Salesforce Contact attached to an Account. RETAINUSER contact properties including lead source, owner, and any custom fields migrate to typed Salesforce fields. The original RETAINUSER record identifier is preserved as an external ID on both Lead and Contact for audit traceability.

RETAINUSER Leads captured via Facebook Forms, WhatsApp, or manual entry map directly to Salesforce Lead. Lead source attribution (Facebook, WhatsApp, website) migrates as a custom picklist field since Salesforce's standard LeadSource values may not cover all channels used in RETAINUSER. Owner assignment migrates by email resolution against the Salesforce User table.

RETAINUSER Company records map to Salesforce Account. The company name becomes Account Name; the domain or website migrates to Account Website. We preserve the Contact-to-Company linkage by exporting the association table and reconstructing it as Contact.AccountId lookups during the Contact import phase. Accounts are imported before Contacts so the Lookup relationship is satisfied at insert time.

RETAINUSER Deals map to Salesforce Opportunity. Pipeline stage names map to Salesforce StageName via a stage-mapping table created during scoping. Deal value, currency, owner, and expected close date migrate to Amount, CurrencyIsoCode, OwnerId, and CloseDate. Deals without an assigned owner are flagged for reconciliation before the Opportunity import batch runs to avoid OwnerId validation failures.

RETAINUSER's multiple pipelines with configurable stages become Salesforce Record Types on Opportunity, each paired with a Sales Process that whitelists the relevant stage values. Stage probability percentages migrate from RETAINUSER to Salesforce StageProbability. We extract the full pipeline configuration including stage order, win/loss criteria, and stage names, then configure the equivalent Salesforce Record Type and Sales Process in a Sandbox before production migration.

RETAINUSER Activities including calls, emails, meetings, and notes export as chronological entries with timestamps and owner attribution. Emails migrate as Salesforce EmailMessage records linked to an Activity Task; calls migrate as Task with TaskSubtype=Call; meetings migrate as Event with StartDateTime and EndDateTime preserved. Note content migrates as Salesforce Note records linked via ContentDocumentLink to the parent record. We handle special characters in note bodies that may exceed Salesforce field length limits through truncation with a flag.

Email templates export as text content with subject lines, body text, and merge field placeholders. RETAINUSER uses double-brace syntax (e.g., {{first_name}}, {{company_name}}) which transforms to Salesforce merge field format (%first_name%, %account.name%) during the transform phase. We flag any template that references a field with no Salesforce equivalent so the customer can address personalization gaps before the template library is imported into Salesforce.

SMS and WhatsApp templates export as text content. Character limits from the source platform map to Salesforce SMS character constraints. Template-to-contact associations are not preserved in migration; we document the template library as a text artifact for re-import into Salesforce's messaging tools or a connected SMS platform. The customer rebuilds the association logic in Salesforce Flow or a connected messaging tool post-migration.

Workflow rules are not directly portable across platforms. We document the complete workflow logic including trigger events, condition branches, and action sequences as a structured JSON artifact. The destination team uses this document to rebuild equivalent automations in Salesforce Flow. This adds post-migration implementation time that is often underestimated and is why we flag it as a pair-specific gotcha before the migration contract is signed.

Custom fields on Contacts, Companies, and Deals require field-level mapping with type validation. We extract the full custom field schema including field type, picklist values, and default values from RETAINUSER. Picklist values are mapped explicitly to Salesforce picklist or multi-select picklist equivalents; any value with no Salesforce match is flagged for the customer's admin to resolve before the import batch runs.

File attachments stored against Contacts, Companies, or Deals export as individual files and re-upload to Salesforce as ContentDocument records linked via ContentDocumentLink to the parent record. Attachments are handled in a separate file batch after the main record migration to avoid timeout failures during the migration window. The parent record's Salesforce ID must exist before the attachment upload batch runs, which is why attachments always load last.

RETAINUSER User records (name, email, role, team assignment) map to Salesforce User by email resolution. Any RETAINUSER Owner referenced on a record but without a matching Salesforce User goes to a reconciliation queue. The customer's Salesforce admin provisions missing Users before record migration resumes. Inactive RETAINUSER users are migrated as inactive Salesforce Users to preserve historical attribution on closed records.

RETAINUSER tags stored as multi-checkbox properties migrate to Salesforce multi-select picklist fields on the relevant object. Tags used for content classification migrate to Salesforce Topics with TopicAssignment records. The customer chooses the tag strategy during scoping because Salesforce's multi-select picklist has a 255-character limit per field that may require splitting into multiple fields for high-volume tag sets.