How long does a Virtual Case Management to Dynamics 365 Sales migration take?

Most VCM-to-Dynamics 365 migrations complete in 48-72 hours for clients under 25,000 records. Complex setups with extensive custom fields, multiple referral types, or large activity histories extend to 7-10 days. The longest planning phase is custom entity design for referrals, programs, and goals — typically 3-5 days of setup before data migration begins. Timeline also depends on VCM API rate limits and Dynamics 365 Dataverse throughput during bulk create operations.

Will my VCM workflows and automation rules migrate to Dynamics 365?

No. VCM workflows, automation rules, and case routing logic do not migrate. They must be rebuilt in Dynamics 365 using Power Automate or the Dynamics 365 workflow designer. FlitStack AI exports a VCM workflow definition package — documenting each rule's trigger, conditions, and actions — as a rebuild reference for your Dynamics admin or implementation partner. This export does not include the workflows themselves; manual recreation is required. We do not offer workflow rebuild services as part of the standard migration.

What happens to VCM referral records in Dynamics 365 Sales?

VCM referral records — including referring agency, service type, referral date, and client — do not have a native Dynamics 365 equivalent. We create a custom Referral entity in Dataverse and map all referral fields to custom columns on that entity. Referral records are linked to the Contact record. Your Dynamics admin must configure the referral lookup view on the Contact form. Without this custom entity, referral history does not transfer or lands as unstructured notes on the client record.

Can I migrate VCM custom database fields to Dynamics 365 custom fields?

Yes. VCM custom fields map to Dynamics 365 custom fields on the appropriate entity (Contact, Case, or a custom entity). Each custom field requires individual mapping and field-type matching — if VCM stores a date as free text, we create a text field in Dynamics 365 to accept it, or your team cleanses the data beforehand to enable a proper datetime field. We deliver a field-profiling report identifying every custom field, its VCM data type, and the recommended Dynamics 365 field type before migration runs.

What happens to VCM service directory entries in Dynamics 365?

The VCM service directory — a catalog of agencies, services, locations, and contacts — requires a custom Service_Directory table in Dataverse because Dynamics 365 has no native service directory entity. We create the entity and map agency names, services offered, phone numbers, and addresses to custom fields. The migrated directory does not automatically link to referral records; your admin must configure the relationship or build a Power App lookup interface. We provide the entity schema and suggested relationship configuration.

Does the migration affect my VCM account during cutover?

No. FlitStack AI uses read-only API access to VCM during migration — your team continues working in VCM throughout the process. A delta-pickup window of 24-48 hours captures any records created or modified in VCM during the cutover window after the initial migration completes. We recommend coordinating a final data freeze with your VCM users for the last few hours before go-live to minimize delta volume. Records created after delta-pickup require a follow-up sync or manual entry.

How does FlitStack handle VCM staff records that don't have Dynamics 365 user accounts?

We match VCM staff records to Dynamics 365 SystemUser accounts by email address. Staff without existing Dynamics 365 accounts are flagged in an owner-resolution report delivered before migration runs. Your admin reviews the list and either provisions Dynamics 365 user accounts for active staff or designates fallback owners for their records. Without resolution, client and case records would land without an assigned owner — causing accountability gaps. This step prevents orphaned records at go-live.

What data does FlitStack NOT migrate from VCM to Dynamics 365 Sales?

We do not migrate VCM workflows, automation rules, or case routing logic (must be rebuilt in Power Automate). We do not migrate the VCM service directory interface (we migrate the data to a custom Dataverse entity, but the lookup interface requires Power App configuration). We do not migrate VCM report definitions — these must be recreated as Power BI dashboards or Dynamics 365 reports. Integrations and third-party connections in VCM are not migrated and must be re-established for Dynamics 365 independently.

Virtual Case Management to Microsoft Dynamics 365 Sales Migration — Field-Level Mapping & Rollback

Overview

What this migration involves

Virtual Case Management (VCM) is a client-centric case-management platform designed for nonprofit and social-service organizations, storing client records, activity histories, referral data, and service directories in a custom database schema optimized for longitudinal case tracking. Microsoft Dynamics 365 Sales runs on Dataverse (Common Data Model), organizing data around Account, Contact, Lead, and Opportunity entities with robust Power BI reporting and Power Automate workflow capabilities. FlitStack AI extracts VCM client records, activity logs, case histories, and custom fields via the VCM API, transforms them into Dynamics 365 Accounts, Contacts, and Cases using value-by-value field mapping, and loads them through the Dynamics 365 Web API with bulk-create for large datasets. Workflows, automation rules, and the VCM service directory require manual rebuilding in Power Automate and Power Apps respectively — we deliver export-for-rebuild packages for your Dynamics admin. The migration runs in a 48-72 hour window with a 24-48 hour delta-pickup covering in-flight changes during cutover, and our audit log plus one-click rollback ensures reconciliation confidence before you decommission VCM.

Field-level fidelity

Every standard and custom field arrives verified.

Schema-aware mapping

AI proposes the map; you confirm before any record moves.

Relationships preserved

Parent–child, lookups, and ownership stay linked.

Full activity history

Calls, emails, meetings — with original timestamps.

Attachments & notes

Documents, uploads, and inline notes move with the record.

Why teams make this switch

Two sides of the same decision

Leaving

Virtual Case Management

What's pushing teams away

Reporting and demographic tools are severely limited, making it difficult to extract meaningful business intelligence or comply with funder data requests.
The platform is challenging for users unfamiliar with database-style data entry, creating adoption friction for non-technical staff.
Agencies outgrow the platform as they scale, needing advanced workflow automation or deeper integrations that VCM does not provide.
Lack of flexible export options makes it difficult to move data to other systems when switching platforms.

Choosing

Microsoft Dynamics 365 Sales

What's pulling them in

Deep Microsoft 365, Teams, and Outlook integration makes Microsoft Dynamics 365 Sales a natural fit for Microsoft-first organizations already invested in that ecosystem
Sales Enterprise and Premium tiers offer unlimited custom tables and advanced AI-driven forecasting and predictive analytics not available in lower tiers
Professional tier pricing at $65 per user per month offers a lower entry cost than Salesforce for SMB teams with straightforward CRM needs
Flexible customization options allow businesses to build bespoke apps, tailor forms and views, and integrate with other Dynamics 365 modules
Microsoft Copilot AI tools are embedded directly into the sales workflow on Enterprise and Premium, automating routine tasks and providing deal intelligence

Object mapping

How Virtual Case Management objects map to Microsoft Dynamics 365 Sales

Each row shows how a Virtual Case Management object lands in Microsoft Dynamics 365 Sales , including any object-level transformations, lookup resolution, or schema-design dependencies.

Typical mapping — final map is confirmed during the sample migration step.

Virtual Case Management

Client Record

maps to

Microsoft Dynamics 365 Sales

Account + Contact

1:1

Fully supported

VCM client records contain personal information, demographics, and case identifiers. We split this into a Dynamics 365 Account for the household or organization and a Contact for the individual client. The VCM client ID is preserved as a custom field for traceability. Primary service address maps to the Account address fields.

Virtual Case Management

Activity Log (calls, emails, meetings)

maps to

Microsoft Dynamics 365 Sales

Task + Email (activitypointer)

1:1

Fully supported

VCM activity logs map to Dynamics 365 Tasks and Email activities. Each activity preserves its original timestamp, owner (resolved by email match to Dynamics users), and the linked client record via the regardingobjectid lookup. Activity type (call, email, meeting) maps to the ActivityTypeCode value.

Virtual Case Management

Case / Service Case

maps to

Microsoft Dynamics 365 Sales

Incident (Case)

1:1

Fully supported

VCM service cases map directly to Dynamics 365 Cases (Incident entity). Case status, priority, and resolution fields map value-by-value. The VCM case ID is stored in a custom field on the Case record. Case activities and notes migrate as related Activity records attached to the Case.

Virtual Case Management

Referral Record

maps to

Microsoft Dynamics 365 Sales

Custom Referral Entity + Note

1:1

Fully supported

VCM referrals include referring agency, service type, and referral date. Dynamics 365 has no native referral entity, so we create a custom Referral table in Dataverse and map referral fields to custom columns. Referral history is preserved as notes on the Contact record for quick reference by case managers.

Virtual Case Management

Service Directory Entry

maps to

Microsoft Dynamics 365 Sales

Custom Service Entity

1:1

Fully supported

VCM service directory entries contain agency names, services offered, locations, and contact information. We create a custom Service_Directory table in Dynamics 365 to store these records. Service categories map to a custom picklist field. Geographic data (addresses, service areas) maps to custom address fields.

Virtual Case Management

Program Enrollment

maps to

Microsoft Dynamics 365 Sales

Custom Program Enrollment Entity

1:1

Fully supported

VCM tracks client enrollment in specific programs with start dates, end dates, and enrollment status. Dynamics 365 Sales has no native program enrollment object. We create a Program_Enrollment custom entity linked to the Contact record, preserving enrollment dates, program name, and status as custom fields.

Virtual Case Management

Outcome / Goal Tracking

maps to

Microsoft Dynamics 365 Sales

Custom Goal Entity + Note

1:1

Fully supported

VCM stores client goals and outcome records with target dates and completion status. We create a custom Goal_Tracking entity linked to the Contact, with fields for goal description, target date, completion date, and outcome status. Milestone notes migrate as related Activity records.

Virtual Case Management

Document Attachment

maps to

Microsoft Dynamics 365 Sales

SharePoint Document Location + Attachment

1:1

Fully supported

VCM documents attached to client records are extracted and re-uploaded to the SharePoint document location associated with the Dynamics 365 Contact or Case. File size limits apply (Dynamics 365 default 32MB per file for notes attachments). We preserve the original file name and upload date metadata.

Virtual Case Management

User / Staff Record

maps to

Microsoft Dynamics 365 Sales

SystemUser

1:1

Fully supported

VCM staff records map to Dynamics 365 SystemUser records. Owner resolution happens by email match — VCM staff email addresses are matched to existing Dynamics 365 users. Unmatched staff are flagged before migration for admin to either invite to Dynamics 365 or assign records to a fallback owner.

Virtual Case Management

Custom Field (VCM Database Entry)

maps to

Microsoft Dynamics 365 Sales

Custom Field on Target Entity

1:1

Fully supported

Each VCM custom database entry is mapped to a corresponding custom field on the appropriate Dynamics 365 entity. Field types are matched (text to text, number to whole number, date to datetime). Multi-select values map to choice fields or delimited text depending on the target field configuration.

Virtual Case Management	Microsoft Dynamics 365 Sales	Compatibility
Client Record	Account + Contact1:1	Fully supported
Activity Log (calls, emails, meetings)	Task + Email (activitypointer)1:1	Fully supported
Case / Service Case	Incident (Case)1:1	Fully supported
Referral Record	Custom Referral Entity + Note1:1	Fully supported
Service Directory Entry	Custom Service Entity1:1	Fully supported
Program Enrollment	Custom Program Enrollment Entity1:1	Fully supported
Outcome / Goal Tracking	Custom Goal Entity + Note1:1	Fully supported
Document Attachment	SharePoint Document Location + Attachment1:1	Fully supported
User / Staff Record	SystemUser1:1	Fully supported
Custom Field (VCM Database Entry)	Custom Field on Target Entity1:1	Fully supported

Gotchas + challenges

What specifically takes care here

Platform-specific issues from each side, plus the pair-specific challenges that don't show up on either platform's page on its own.

Virtual Case Management gotchas

High

No publicly documented bulk export API

Medium

Report definitions are not exportable

Low

Database-entry interface creates training burden

Medium

Multi-agency security level mapping requires manual verification

Microsoft Dynamics 365 Sales gotchas

High

Professional tier 15-table custom table limit blocks migrations

High

October 2024 pricing increase applies at renewal for all customers

Medium

Custom fields must be created in the UI before API writes

Medium

Power Platform request limits apply to bulk migrations

Medium

Activity records orphaned to inactive owners fail silently

Virtual Case Management gotchas		Microsoft Dynamics 365 Sales gotchas
Severity	Issue	Severity	Issue
High	No publicly documented bulk export API	High	Professional tier 15-table custom table limit blocks migrations
Medium	Report definitions are not exportable	High	October 2024 pricing increase applies at renewal for all customers
Low	Database-entry interface creates training burden	Medium	Custom fields must be created in the UI before API writes
Medium	Multi-agency security level mapping requires manual verification	Medium	Power Platform request limits apply to bulk migrations
		Medium	Activity records orphaned to inactive owners fail silently

Pair-specific challenges

VCM reporting constraints mean historical data lacks standardized formatting for import

VCM users report that the platform's reporting limitations create inconsistent data entry across staff members — date formats vary, custom fields use free-text instead of structured pick-lists, and demographic data is stored in non-standard fields. Dynamics 365 requires field-type consistency for bulk imports. We flag inconsistent data during the profiling phase and provide a cleansing worksheet so your team standardizes values before migration. Skipping this step causes import errors and requires manual correction post-migration.
Custom fields in VCM require individual mapping with no automated field-type detection

VCM stores custom fields as database entries without a UI-driven field builder, meaning each custom field must be manually mapped to a corresponding Dynamics 365 custom field with the correct field type (text, number, datetime, choice). If VCM stores a date as a text field, Dynamics 365 will reject it as invalid during import. Our migration plan includes a field-by-field profiling report that identifies type mismatches and specifies whether to transform the data or create a text field in Dynamics 365 to accept the legacy format.
VCM referral records have no native Dynamics 365 equivalent and require a custom entity

Dynamics 365 Sales has no built-in referral tracking entity — referrals in VCM (referring agency, service type, referral date, and client relationship) must be mapped to a custom Referral table in Dataverse. This requires pre-migration creation of the custom entity with appropriate fields, forms, and security roles. We deliver the entity schema and form design as part of the migration plan so your Dynamics admin can create it before data loads. Without this, referral history either does not migrate or lands as unstructured notes.
Owner resolution by email match fails for staff without Dynamics 365 user accounts

VCM staff records (caseworkers, program managers) map to Dynamics 365 owners via email matching. Staff without existing Dynamics 365 user accounts are flagged during the pre-migration audit. If not resolved, their client records and cases default to a fallback owner or remain unassigned. We provide an owner-mapping worksheet before migration so your admin can either provision Dynamics 365 users for all active staff or designate fallback owners. This is a common cause of data accountability gaps post-migration.
VCM service directory entries require a separate custom entity and do not auto-link to client records

The VCM service directory — a catalog of agencies, services offered, and contact information — is a core VCM feature with no Dynamics 365 native equivalent. We create a custom Service_Directory table in Dataverse to store these records, but the directory does not automatically link to client referral records. Your Dynamics admin must configure the relationship or build a Power App lookup view. We deliver the entity schema and suggested relationship configuration but do not configure the Power App interface as part of the data migration.

Migration approach

Six steps for a successful Virtual Case Management to Microsoft Dynamics 365 Sales data migration

Profile VCM data and create the Dynamics 365 custom entity schema

We extract a full export of your VCM data including client records, activities, cases, referrals, and custom fields. During profiling, we identify field-type inconsistencies, orphaned records, and duplicate entries. Simultaneously, we deliver a schema design for the custom Dataverse entities required (Referral, Program Enrollment, Goal Tracking, Service Directory) so your Dynamics admin can create them before migration begins. We provide a field-profiling report that flags data quality issues requiring cleansing before import.
Resolve owner and user mappings by email

VCM staff records are matched to Dynamics 365 SystemUser accounts by email address. We run an owner-resolution report that identifies matched users, unmatched users, and records assigned to unresolved owners. Your admin reviews the report and either provisions Dynamics 365 accounts for active staff or assigns fallback owners. No record migrates without a confirmed Dynamics 365 owner — this prevents orphaned cases and unassigned client records at go-live.
Create custom Dataverse entities and fields per the migration plan

We create the custom Dataverse entities specified in the migration plan — Referral, Program Enrollment, Goal Tracking, and Service Directory — with all mapped custom fields. For each custom field, we configure the correct field type based on VCM profiling data. Relationship lookups between custom entities and the Contact/Account/Case base entities are established. Forms and views for the new entities are configured so case managers can access migrated data immediately after go-live.
Run a sample migration with field-level diff

A representative slice of records (typically 200-500 covering clients, activities, cases, referrals, and enrollments) migrates first. We generate a field-level diff comparing source VCM values to destination Dynamics 365 values, highlighting any mapping discrepancies. You review the diff and confirm field mapping accuracy before the full migration commits. This step catches mapping errors — particularly around date formats, pick-list values, and owner resolution — before they affect production data.
Execute full migration with delta-pickup and rollback preparation

The full migration runs against your Dynamics 365 environment, loading clients, accounts, contacts, activities, cases, and custom entity records in the correct sequence (accounts before contacts, contacts before cases). A delta-pickup window of 24-48 hours captures any records modified in VCM during cutover. We activate a pre-configured rollback snapshot before migration commits — if reconciliation fails or data integrity issues surface, one click reverses all operations. The audit log records every record created, updated, or skipped for post-migration reconciliation.

Platform deep dives

Context on both ends of the pair

Virtual Case Management

Source

Strengths

Purpose-built for nonprofit and human services case management rather than adapted from a general CRM.
Referral system natively links client records across the VCM agency network without manual re-entry.
Multi-security-level architecture addresses inter-agency confidentiality requirements out of the box.
Responsive support team helps users resolve questions without extensive documentation.
Client auto-ID generation provides immediate record organization for new agencies.

Weaknesses

Reporting and analytics tools are shallow and do not meet typical funder or management reporting requirements.
No publicly documented bulk export or API, making data portability a significant hurdle.
Steep learning curve for users without database or structured data entry experience.
Limited customization compared to modern CRM platforms, restricting workflow adaptation as agencies grow.
No clear path to advanced automation or deep third-party integrations.

Microsoft Dynamics 365 Sales

Destination

Strengths

Native integration with Microsoft 365, Teams, Outlook, and SharePoint for unified productivity workflow
Unlimited custom tables and complex workflows on Enterprise tier enable deep customization for complex sales processes
AI-driven predictive analytics and deal intelligence on Enterprise and Premium tiers help sales teams prioritize pipeline
Dataverse unified data layer provides a consistent API and data model across all Dynamics 365 and Power Platform apps
Strong security model with Field-Level Security and Record Ownership rules for governance-conscious enterprises

Weaknesses

Sales Professional tier caps custom tables at 15, creating a migration ceiling for highly customized SMB environments
October 2024 pricing increases of $15 per user across all tiers apply to existing customers upon renewal
Implementation typically requires costly certified partners, adding 30–50% to total project cost
Updates and platform releases can disrupt customizations and plugins, requiring regression testing after each wave
Non-Microsoft integrations require additional configuration or middleware, limiting flexibility for heterogeneous tech stacks

	Virtual Case Management Source	Microsoft Dynamics 365 Sales Destination
Strengths	Purpose-built for nonprofit and human services case management rather than adapted from a general CRM. Referral system natively links client records across the VCM agency network without manual re-entry. Multi-security-level architecture addresses inter-agency confidentiality requirements out of the box. Responsive support team helps users resolve questions without extensive documentation. Client auto-ID generation provides immediate record organization for new agencies.	Native integration with Microsoft 365, Teams, Outlook, and SharePoint for unified productivity workflow Unlimited custom tables and complex workflows on Enterprise tier enable deep customization for complex sales processes AI-driven predictive analytics and deal intelligence on Enterprise and Premium tiers help sales teams prioritize pipeline Dataverse unified data layer provides a consistent API and data model across all Dynamics 365 and Power Platform apps Strong security model with Field-Level Security and Record Ownership rules for governance-conscious enterprises
Weaknesses	Reporting and analytics tools are shallow and do not meet typical funder or management reporting requirements. No publicly documented bulk export or API, making data portability a significant hurdle. Steep learning curve for users without database or structured data entry experience. Limited customization compared to modern CRM platforms, restricting workflow adaptation as agencies grow. No clear path to advanced automation or deep third-party integrations.	Sales Professional tier caps custom tables at 15, creating a migration ceiling for highly customized SMB environments October 2024 pricing increases of $15 per user across all tiers apply to existing customers upon renewal Implementation typically requires costly certified partners, adding 30–50% to total project cost Updates and platform releases can disrupt customizations and plugins, requiring regression testing after each wave Non-Microsoft integrations require additional configuration or middleware, limiting flexibility for heterogeneous tech stacks

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Migrate from Virtual Case Management to Microsoft Dynamics 365 Sales

What this migration involves

Field-level fidelity

Schema-aware mapping

Relationships preserved

Full activity history

Attachments & notes

Two sides of the same decision

Virtual Case Management

Microsoft Dynamics 365 Sales

How Virtual Case Management objects map to Microsoft Dynamics 365 Sales

What specifically takes care here

Six steps for a successful Virtual Case Management to Microsoft Dynamics 365 Sales data migration

Context on both ends of the pair

How hard is this migration?

Estimate your Virtual Case Management to Microsoft Dynamics 365 Sales migration cost

What are you migrating?

Frequently asked questions about Virtual Case Management to Microsoft Dynamics 365 Sales data migrations

Can't find your answer?

Related migrations to explore

Move from Virtual Case Management.
Land in Microsoft Dynamics 365 Sales , intact.

Migrate from Virtual Case Management to Microsoft Dynamics 365 Sales

What this migration involves

Field-level fidelity

Schema-aware mapping

Relationships preserved

Full activity history

Attachments & notes

Two sides of the same decision

Virtual Case Management

Microsoft Dynamics 365 Sales

How Virtual Case Management objects map to Microsoft Dynamics 365 Sales

What specifically takes care here

Six steps for a successful Virtual Case Management to Microsoft Dynamics 365 Sales data migration

Context on both ends of the pair

How hard is this migration?

Estimate your Virtual Case Management to Microsoft Dynamics 365 Sales migration cost

Frequently asked questions about Virtual Case Management to Microsoft Dynamics 365 Sales data migrations

Can't find your answer?

How long does a Virtual Case Management to Dynamics 365 Sales migration take?

Will my VCM workflows and automation rules migrate to Dynamics 365?

What happens to VCM referral records in Dynamics 365 Sales?

Can I migrate VCM custom database fields to Dynamics 365 custom fields?

What happens to VCM service directory entries in Dynamics 365?

Does the migration affect my VCM account during cutover?

How does FlitStack handle VCM staff records that don't have Dynamics 365 user accounts?

What data does FlitStack NOT migrate from VCM to Dynamics 365 Sales?

Related migrations to explore

Move from Virtual Case Management. Land in Microsoft Dynamics 365 Sales , intact.

Move from Virtual Case Management.
Land in Microsoft Dynamics 365 Sales , intact.