Migrate from SortScape to Salesforce Sales Cloud

SortScape client records map 1:1 to Salesforce Account records. The client's business name becomes Account.Name, primary address maps to Account.BillingAddress fields, phone to Account.Phone, and website to Account.Website. The SortScape client ID is stored as Source_System_ID__c on the Account for traceability. Clients without a company name (individual homeowners) are handled as individual Account names.

The primary contact name, email, and phone stored on a SortScape client record map to Contact.FirstName, Contact.LastName, Contact.Email, and Contact.Phone. Each Contact requires an AccountId — we link to the parent Account created from the SortScape client. Secondary contacts from SortScape create additional Contact records under the same Account.

SortScape jobs map to Salesforce Case records representing field service work orders. Job name becomes Case.Subject, job status maps to Case.Status (Open/Closed), job type/service category maps to Case.Type or a custom Service_Type__c pick-list. The SortScape job ID is preserved as Source_System_ID__c on the Case. Jobs without an assigned contact link to the parent Account directly.

SortScape visit records map to Salesforce Event records. Visit start time becomes Event.StartDateTime, end time becomes Event.EndDateTime, and the visit address becomes Event.Location. The Event links to the parent Case via WhatId and to the Contact via WhoId. Visit status (completed, skipped, no-access) maps to Event.Status or a custom Visit_Status__c pick-list.

SortScape's route-optimization produces ordered run-sequence numbers for visits within a day. These sequences migrate as either a custom Route__c object with a lookup to Case (for complex multi-stop reporting) or as a Route_Sequence__c integer field on Case (for simpler needs). Your Salesforce admin chooses the approach before migration — we document both options in the schema plan.

SortScape's native Xero integration stores invoice IDs and statuses per job. These cannot connect to Salesforce's native objects. We migrate Xero invoice references as Xero_Invoice_Ref__c (text) and Xero_Status__c (text) fields on Case. Your team reconnects the link by installing a Xero-Salesforce connector (e.g., from AppExchange) and mapping these fields post-migration.

SortScape job photos and file attachments download as part of the export. We re-upload them to Salesforce Files (ContentVersion linked to ContentDocument), with a ContentDocumentLink pointing to the parent Case record. Photos maintain original filenames. File size limits (25MB default per file in Salesforce) are enforced during re-upload.

SortScape allows custom properties per client record. Each custom property becomes a Salesforce custom field on Account, named using the property label (e.g., Preferred_Mowing_Frequency__c). Field type is inferred from the data (text, number, pick-list). We create all custom fields in the migration schema plan before data loads.

Custom properties specific to SortScape job records (e.g., equipment required, site access instructions) migrate as custom fields on the Case object. Each property is reviewed for type compatibility — multi-select values become Salesforce multi-select pick-lists, free-text values become text fields.

SortScape does not have a formal user directory beyond team member names. We match SortScape job assignees to Salesforce Users by email address. If a SortScape team member has no matching Salesforce User, their records are assigned to a fallback owner (your designated admin) and flagged in the migration report for manual reassignment.

SortScape records job-created and job-updated timestamps that capture the full lifecycle of each work order. Salesforce's native CaseHistory table tracks field changes after migration but not before — it has no record of pre-migration status transitions. We preserve SortScape's original created date as Original_Create_Date__c and last modified as Original_LastModified_Date__c on Case, ensuring audit continuity and historical visibility into when each job originated in SortScape.

SortScape visit notes and scheduling instructions transfer to Salesforce as Case.Description for short-form text, or as a custom Visit_Notes__c long-text area field when notes exceed Salesforce's standard Description length limit. The original formatting — including newlines, bullet points, and paragraph breaks — is preserved exactly as it appears in SortScape, so field technicians retain any special instructions or access codes at the job site.