Migrate from Virtual Case Management to Salesforce Sales Cloud

VCM clients map directly to Salesforce Contacts. We set the Contact's AccountId to the agency Account resolved by agency lookup on the VCM client record. Primary address fields and phone/email map to Contact standard fields. Unassigned clients attach to a default 'Unassigned Agency' Account.

VCM cases map 1:1 to Salesforce Cases. Case number maps to Salesforce Case.CaseNumber; status (Open/Closed/On Hold) maps to Case.Status via value-mapping. Priority maps to Case.Priority. The VCM case description populates Case.Description. Parent Case relationships in VCM map to Case.ParentId in Salesforce.

VCM agencies map to Salesforce Accounts. Agency name becomes Account.Name; website and address fields map directly. Parent-agency hierarchies in VCM map to Account.ParentId. Multi-agency security is not automatic — Salesforce sharing rules must be configured post-migration to replicate VCM's cross-agency visibility model.

VCM workers map to Salesforce Users by email match. Active workers in VCM become active Salesforce users; inactive workers become inactive users to preserve historical case-assignment data. Role and department from VCM populate User.Role and a custom Department__c field. We also map the worker's phone number to User.Phone for contactability.

VCM case notes migrate as Salesforce Notes attached to the corresponding Case. Note Title uses the VCM note type (e.g., 'Progress Note', 'Intake Note'); Body contains the full note text. Original note date maps to Note.CreatedDate. Owner resolves via worker-to-user email match.

VCM file attachments are re-uploaded as Salesforce Files (ContentVersion). The file name and content are preserved; ContentDocument is created automatically on upload. We link each file to the target Case via ContentDocumentLink. Files exceeding Salesforce's 25MB default limit are flagged for chunked upload.

VCM's referral system (Sending Agency → Receiving Agency for a client) has no Salesforce standard equivalent. We create a custom Referral__c object with lookup fields to Contact (client), Account (sending agency), Account (receiving agency), and a Status__c pick-list (Pending, Accepted, Completed, Declined). Referral date and service type become custom fields.

VCM service and treatment plans map to a custom Service_Plan__c object linked to Case. Fields include Plan_Type__c (text), Start_Date__c, End_Date__c, Goals__c (long text), and Status__c pick-list. If VCM stores plans as documents rather than structured fields, those files migrate as Salesforce Files with a custom ContentVersion metadata field linking to the Case.

VCM worker-to-case assignments map to Salesforce CaseTeamMember for the built-in role model. If VCM uses specific assignment types (Primary Worker, Supervisor, Referral Worker), we create a custom CaseAssignment__c junction object to preserve the assignment role, since CaseTeamMember's Role field has a limited pick-list.

VCM demographic fields beyond standard Contact fields (household size, income bracket, risk level, funding source) migrate to custom fields on Contact: Household_Size__c (number), Income_Bracket__c (pick-list), Risk_Level__c (pick-list), Funding_Source__c (text). We create these as Salesforce custom fields before migration runs. All fields are indexed for fast search and reporting.

VCM's internal client ID (generated ID number that reviewers highlight as a valued feature) is preserved in Contact.Source_System_ID__c. This supports delta-run de-duplication and allows your team to cross-reference records back to the original VCM system during the transition period. It also facilitates audit trails.

VCM case numbers are preserved in Case.Source_System_Case_Number__c so case files in Salesforce retain their original identifiers for audits and cross-referencing. This field is indexed for fast lookup. This ensures that reporting can reference original case IDs without manual lookup and supports integration with external case management systems.

Any VCM custom objects beyond the standard set map 1:1 to Salesforce custom objects. We inspect the VCM API schema during discovery to identify all custom object definitions, then create matching Salesforce custom objects with equivalent field types before mapping data.