Migrate from VaultRE to Microsoft Dynamics 365 Sales

VaultRE contacts map directly to Dynamics 365 Contacts. However, VaultRE allows contacts to hold multiple simultaneous roles (buyer, seller, tenant, landlord) while Dynamics 365 Contacts have a single primary role. We capture all roles as a custom multi-select picklist field on the Contact record so no role assignment is lost during migration.

VaultRE properties have no direct Dynamics 365 equivalent. We create a custom RealEstateProperty table in Dataverse with fields for property type, address components, listing status (rental/sale/both), and original VaultRE property ID for traceability. Status values map to custom picklists matching your VaultRE listing workflow.

VaultRE listings attach to properties and track rental listings, sales listings, and auction events. We create a custom Listing table linked to the Property table via a lookup relationship. Listing type (rental, sale, auction), asking price, and available date migrate as fields on this entity.

VaultRE landlords are a specialized contact type. We map landlord records to Dynamics 365 Contacts and set a custom Landlord_Flag__c boolean field and link to associated properties. The contact's primary role is preserved in the multi-role custom field alongside any buyer/seller/tenant roles they may also hold.

Similar to landlords, VaultRE tenants migrate as Contacts with Tenant_Flag__c set to true. Active lease details (start date, end date, rent amount) store as custom fields on the Contact record, with a lookup to the associated Property record for rental history continuity.

VaultRE's built-in trust accounting has no Dynamics 365 native equivalent. We create a TrustAccount table and a TrustLedgerEntry table in Dataverse. Each ledger entry links to a Contact (payee/payer) and a Property (reference). Trust account balances and transaction history preserve as audit fields on each entry.

VaultRE tracks commission splits per transaction with agent-level attribution. Dynamics 365 Opportunity product lines support pricing but not native split attribution. We create a CommissionSplit table linked to Opportunity, capturing agent name, split percentage, and commission amount as custom fields.

VaultRE tasks and calendar events map to Dynamics 365 Tasks and Appointments. Original due dates, assigned staff, and task descriptions preserve with original timestamps. Completed status maps to the StateCode field on the Dynamics 365 Task entity. Activity type (call, email, meeting) preserves via the ActivityTypeCode field to maintain a complete audit trail of all historical interactions recorded in VaultRE.

VaultRE staff records map to Dynamics 365 System Users. Owner resolution happens via email matching—if a VaultRE staff email matches an existing Microsoft 365 user, we link the records directly. Unmatched staff are flagged for admin assignment before migration runs. A pre-migration reconciliation report identifies mismatches so admins can create new Microsoft 365 accounts, manually link accounts, or assign a placeholder user before the migration batch executes.

VaultRE custom fields on contacts and properties (created via Settings > Database Fields) require equivalent custom fields in Dynamics 365. We enumerate all custom fields pre-migration, create the corresponding new_<schemaname> fields in Dataverse, and map values during the data transfer phase.

VaultRE file attachments on properties and contacts migrate as Dynamics 365 Notes with file attachments. Files re-upload to SharePoint or Dataverse storage. File size limits of 128MB per attachment apply in Dynamics 365; larger files are flagged for manual handling.