Migrate from Xapsys CRM to Microsoft Dynamics 365 Sales

Xapsys Company records map directly to Microsoft Dynamics 365 Account. Company name, address fields, classification tags, and any firm-specific custom fields transfer to the equivalent D365 Account fields or custom fields pre-created on the Account object. Account is imported first so that the parent reference is available when Contact import begins. If Xapsys and an ERP (Sage or Xero) share a company record, scoping determines which system is the system of record to avoid duplication.

Xapsys Contact records map to D365 Contact with the parent Account reference resolved from the Account import phase. Email, phone, job title, address, and classification tags transfer directly. Any Xapsys custom fields on Contact are mapped to pre-created D365 Contact custom fields. A small percentage of Xapsys Contacts may not have a parent Company; these are imported as Contacts without an AccountId and flagged for admin review.

Xapsys Opportunities map to D365 Opportunity with AccountId and OwnerId resolved from the preceding import phases. The critical mapping is the pipeline stage: Xapsys stores stage names as user-defined strings, which must be mapped to D365 Sales Process stage values. We capture every distinct Xapsys stage name during discovery and create a corresponding stage entry in D365 with the correct probability percentage before importing any Opportunity records.

Each Xapsys pipeline with its distinct stage sequence maps to a D365 Sales Process. We create the Sales Process in D365 before Opportunity import, whitelist the correct stage values per process, and set probability percentages that match the customer's historical win-rate data. A stage map document is produced during scoping and validated against a sample of live Opportunity records before the full import runs.

Xapsys custom entities are the defining migration variable. We extract the live schema from the source instance (object names, field names, field types, lookup relationships) and build a per-field map to D365 Dataverse custom tables. We pre-create the destination custom tables with all fields, data types, and lookup relationships before importing any custom entity data. Custom entity data with lookup references to Companies or Contacts is imported after the parent standard records, in dependency order.

Xapsys associates documents with both Companies and Opportunities. We extract document metadata (name, type, size, created date, linked parent entity and ID) and import them to D365 SharePoint integration or to Note records with the parent reference preserved. If SharePoint is not yet configured, we use D365 Notes as a holding location and flag the document association for the admin to resolve in the SharePoint admin settings post-migration.

Activity history attached to Xapsys Contacts and Opportunities is mapped to D365 Task records. We preserve activity type (call, email, meeting, task), date, description, and owner. The WhoId on Task is resolved to the migrated Contact record; the WhatId is resolved to the migrated Opportunity or Account. Activity records are imported after Contact and Opportunity import so that parent-record lookups are satisfied.

Xapsys classification tags on records are extracted as a distinct value set and mapped to D365 multi-select picklist fields on the equivalent object. Tags with no direct D365 equivalent are preserved in a custom text field for admin review. The tag strategy is agreed during scoping, with a preference to use multi-select picklist where the tag set is under 150 distinct values.