Migrate from Vaulta to Microsoft Dynamics 365 Sales

Vaulta's account-type vault objects map directly to D365 Accounts. Each vault object record becomes one Account row. The vault object ID is preserved as a custom field (VaultObjectId__v) for traceability and delta-run de-duplication. During migration, any cross-reference fields linking accounts to other vault objects are converted to D365 lookup columns or custom relationship fields, ensuring referential integrity across the target CRM.

Contact-type vault objects migrate to D365 Contacts. Vaulta supports multiple email addresses per contact; the primary email populates Email, secondary addresses are stored in a custom multi-select text field on the Contact record. If a contact has more than one phone number, additional numbers are saved as custom phone fields, and any associated vault document attachments are linked via the VaultObjectId__c reference on the Contact.

Lead-type vault objects from Vaulta migrate as D365 Leads. Vaulta lead-source and qualification fields map to D365 Lead Status and Lead Source pick-list values. Records not yet qualified to a Contact become Leads in D365. Any custom fields on the Vaulta lead object are created as custom columns on the D365 Lead entity, preserving data such as lead scoring, industry classification, or product interest stored in the vault.

Opportunity-type vault objects map to D365 Opportunities. The vault object's deal value field migrates as Amount, close date as CloseDate, and the vault workflow state maps to Opportunity Stage via value-by-value mapping against your D365 sales process. All custom attributes such as product line, region, or competitor information are transferred as custom opportunity columns, and any attached vault documents are linked to the opportunity via VaultObjectId__c for audit trails.

Vaulta product content vault objects migrate to D365 Products. Product name, SKU, description, and base price transfer as Name, ProductNumber, Description, and Price (base). Bundle and product relationship hierarchies require additional junction table creation in D365. During migration, any product images or compliance documents stored in Vaulta are attached to the D365 Product record using the same VaultObjectId__c reference, and product categorization fields map to the D365 Product Type picklist.

Vaulta document records do not map to a single D365 entity. File name, MIME type, version number, and file size migrate as a D365 Note record with an associated Attachment. The file binary itself re-uploads to D365 SharePoint or Dataverse attachments depending on your D365 file-storage configuration.

Vaulta's cross-vault-object reference fields (parent-child hierarchies and many-to-one lookups) decompose into D365 lookup fields on the child record for 1:N relationships. Vaulta N:N relationships require a junction table in D365 — we create one as part of the schema setup phase.

Vaulta lifecycle and state fields are vault-configuration-specific pick-lists with no native D365 equivalent. We create a custom pick-list field (VaultState__c) on the target D365 entity and map each Vaulta state value individually. State-transition timestamps are stored as VaultStateChanged__c custom datetime fields.

Vaulta assigns records to vault users identified by user_id and email within the vault. Owner resolution runs by email match against D365 SystemUser records. Unmatched owners are flagged before migration — your team either provisions the user in D365 first or assigns records to a fallback owner.

Vaulta's CreatedDate and ModifiedDate are preserved as VaultCreatedDate__c and VaultModifiedDate__c custom datetime fields. D365's native CreatedOn and ModifiedOn are set at migration time by the Dataverse API — preserving the original vault timestamps is required for audit continuity. These timestamp fields enable historical reporting on record age and change patterns, and they remain read-only after migration to maintain the original audit trail integrity across future D365 updates.

Vaulta Enterprise allows custom vault object types beyond the standard set. Each custom vault object maps 1:1 to a D365 custom table. If the custom vault object uses N:N relationships with other vault objects, a corresponding Dataverse N:N relationship entity is created.

Vaulta stores multiple file versions per document. We migrate the current (latest) version as the D365 file. If prior versions are required, they are listed in a VaultVersionHistory__c custom field as a text log with version number and date per revision.