Migrate from Vaulta to Salesforce Sales Cloud

Direct map. Vaulta stores contact name, email, phone, and title as structured fields. We map these to Salesforce Contact fields and resolve the AccountId lookup by matching Vaulta Company name to an Account record — Company must be migrated first.

Direct map. Vaulta Accounts map to Salesforce Accounts with no transformation required for standard fields. Parent-account hierarchy in Vaulta maps to Salesforce ParentId lookup field, preserving organizational structure. Multi-contact accounts in Vaulta are preserved as a single Account with multiple Contact records linked via the AccountId lookup — this keeps account-level rollup reporting intact in Salesforce.

Direct map. Vaulta Products become Salesforce Product2 records with name, code, and description fields transferring directly. Vaulta product classifications and regulatory fields (if stored as structured fields rather than as VaultDocuments) migrate as custom fields on Product2 using the __c suffix. Price book entries are not created automatically — they require separate mapping and entry creation after Product2 records are committed to Salesforce.

Vaulta Studies represent a primary business object in life-sciences CRM environments. We map this as a Salesforce custom object named Study__c created with the __c suffix. Study-to-Product and Study-to-Site relationships become custom lookup fields on Study__c that reference Product2 and Site__c respectively. Study status fields migrate as custom pick-list fields with values preserved from Vaulta to maintain regulatory and workflow tracking.

Vaulta Sites representing study sites or facility locations become a Salesforce custom object named Site__c. Site address components (street, city, state, postal code, country) map to custom address fields on Site__c. Classification fields specific to Vaulta migrate as custom pick-list or text fields. The relationship to Study__c is preserved via a custom lookup field that maintains the hierarchical connection between sites and their parent studies.

Vaulta VaultDocuments transform into a three-record chain in Salesforce. ContentVersion stores the file binary and associated metadata including title, version number, and owner. This insert automatically creates a ContentDocument parent record. ContentDocumentLink records then attach the document to its parent CRM record (Contact, Account, Product2, Study__c, or Site__c). Original upload date, version number, and owner are preserved on ContentVersion for full audit continuity.

Vaulta document lifecycle states (Draft, In Review, Approved, Released) have no direct equivalent in Salesforce's standard object model. We map these as a custom pick-list field named Vaulta_Lifecycle__c on the relevant Salesforce object (typically ContentVersion for documents). The exact state value from Vaulta is preserved at migration time, maintaining compliance and workflow context for regulated environments such as life-sciences documentation.

Vaulta custom Vaulta__c objects map directly to Salesforce custom objects using the __c suffix. Each Vaulta__c object requires pre-creation in the target Salesforce org before any data migration can occur for that object type. Custom fields on Vaulta objects (text, date, pick-list, number, currency) must be created as Salesforce custom fields with matching data types before field-by-field mapping can proceed.

Vaulta activity records including call logs, email threads, and meeting notes stored as structured activities map to Salesforce Tasks. Original timestamps, owners, and subject lines are preserved during migration. Task WhatId field links back to the parent CRM record — this can be Contact, Account, Opportunity, or custom objects such as Study__c. Status and priority values map to Salesforce Task standard values where applicable.

Vaulta calendar-based activities including scheduled meetings map to Salesforce Events with original start and end times preserved as Event StartDateTime and EndDateTime fields. Event WhatId links to the parent CRM record (Contact, Account, Opportunity, or custom object) maintaining the relationship context. Owner resolution follows the same email-match logic used for other owner fields — Vaulta user email is matched to Salesforce User email to resolve OwnerId.

Vaulta stores document-to-product links as relationship fields on the VaultDocument record. In Salesforce, each document link requires a separate ContentDocumentLink record where LinkedEntityId points to the Salesforce ID of the parent object (Product2, Contact, Account, or custom object). These ContentDocumentLink records are inserted as a separate pass after the ContentDocument parent record has been committed to Salesforce, ensuring referential integrity.

Vaulta user records are matched to Salesforce Users by email address using an owner-resolution pass before migration begins. Unmatched owners are flagged in a pre-migration report — teams either provision those users in Salesforce first or assign their records to a designated fallback owner such as the migration admin. No record lands in Salesforce without a resolved OwnerId, preventing orphaned records without an owner assignment.