Migrate from VAIL-CRM to Salesforce Sales Cloud

VAIL-CRM Contacts are the primary customer records compiled from website, telephone, email, live chat, and social media channels. Standard fields (name, email, phone, address) map directly to Salesforce Contact fields. Multi-channel source attribution — which VAIL-CRM captures per contact — migrates to a custom field channel_source__c using the original channel label. We preserve the contact-company relationship by matching on company name or external ID and resolving the AccountId before Contact insert.

VAIL-CRM Company records store organizational-level data linked to multiple contacts. They map 1:1 to Salesforce Account. The Account record is created before any Contact import so that the AccountId lookup is satisfied at the moment of Contact insert. VAIL-CRM stores no equivalent to Salesforce's Account Type (Person Account vs. Business Account), so we default all Accounts to Organization type and flag for customer review if Person Accounts are needed.

VAIL-CRM Deals track sales opportunities with monetary value, stage assignment, close date, and owner. They map directly to Salesforce Opportunity. The VAIL-CRM deal stage maps to Salesforce StageName using a stage mapping table built during discovery. Closed-Lost and Closed-Won outcomes migrate as-is with their original monetary values preserved. Owner resolves via email match to the Salesforce User table.

VAIL-CRM custom pipeline configurations and stage sequences differ by instance. We extract the full pipeline definition — stage order, names, probability weights, and stage-to-stage transition rules — during discovery and use it to configure a Salesforce Record Type with a corresponding Sales Process. Each stage in VAIL-CRM maps to an Opportunity Stage with its probability percentage preserved and rounded to Salesforce's integer constraint.

VAIL-CRM email activity linked to a Contact migrates to a Salesforce Task record (the activity timeline entry) with the email body stored as an EmailMessage record linked via the WhatId or WhoId. Subject, body, direction (inbound/outbound), and timestamp migrate. Attachments stored in VAIL-CRM as linked files migrate as ContentDocument records attached via ContentDocumentLink to the parent record.

VAIL-CRM call engagements map to Salesforce Task with TaskSubtype set to Call. Call disposition, duration, and recording URL transfer to custom Task fields (call_disposition__c, call_duration_seconds__c, recording_url__c). ActivityDate is set to the original VAIL-CRM call timestamp to preserve timeline ordering.

VAIL-CRM meeting records map to Salesforce Event. StartDateTime, EndDateTime, Location, and meeting title migrate. Attendees associated with a Contact or Company resolve to EventRelation records linked to the appropriate Salesforce Contact or Account. If the attendee is not yet a Salesforce record, we create a Contact stub during migration.

VAIL-CRM notes attached to Contacts, Companies, or Deals migrate to Salesforce Note records linked via ContentDocumentLink to the parent record (Contact, Account, or Opportunity). Note body migrates as plain text with any embedded images preserved as separate ContentDocument records. If the customer uses rich-text notes in VAIL-CRM, we convert to Salesforce's rich-text format before insert.

VAIL-CRM marketing automation campaigns migrate to Salesforce Campaign records. Campaign name, type, status, start date, and end date map directly. Campaign Members (contacts enrolled in campaigns) migrate as CampaignMember records linked to the corresponding Contact and Campaign. We do not migrate campaign logic, enrollment rules, or automation triggers as these require rebuild in Salesforce Flow or Marketing Cloud Account Engagement.

VAIL-CRM marketing automation workflows do not migrate as automation logic. We extract the workflow inventory — trigger type, conditions, enrolled audience, and action sequence — as a written document that the customer's admin uses to rebuild equivalent automation in Salesforce Flow (record-triggered, scheduled, or screen flow). Marketing email templates migrate as content files for manual re-association in Salesforce.

VAIL-CRM service automation support tickets migrate to Salesforce Case if the destination org includes Service Cloud or a service-tier add-on. Ticket pipeline becomes Case Record Type, ticket status becomes Case Status, and ticket priority maps to Case Priority. Open ticket assignee resolves by email to the Salesforce User table. Ticket conversations migrate as EmailMessage records linked to the Case. Custom ticket fields require pre-creation in Salesforce before Case migration begins.

VAIL-CRM service automation workflows (ticket routing, escalation rules, SLA timers) do not migrate as automation logic. We deliver a written inventory of every active service workflow with its trigger, conditions, and actions for the customer's admin or a Salesforce partner to rebuild in Salesforce Flow or Omni-Channel. SLA configuration requires rebuild in Salesforce Entitlement Processes.

VAIL-CRM custom fields added to standard objects vary by implementation. We capture the full custom field schema during discovery — field label, API name, data type, required status, and picklist values — and pre-create the equivalent Salesforce custom fields (with __c suffix) before any data import. VAIL-CRM picklist values map to Salesforce picklist or multi-select picklist fields; multi-select values use the Salesforce multi-select delimiter and require validation that no values exceed the 255-character limit.

VAIL-CRM record owners (users assigned to Contacts, Companies, Deals, and Activities) map to Salesforce User records by email match. Any VAIL-CRM owner without a matching Salesforce User goes to a reconciliation queue for the customer's admin to provision before the migration resumes. We do not create Salesforce Users as part of the migration; that is an admin provisioning step.