The playbook
CRM Data Migration: Review Process
A useful CRM data migration review ends with a supported decision for each item examined. Define the evidence required before opening the report: source ID, target ID, field mapping, exception. These fields give reviewers a shared basis for agreeing what is working, what needs attention, and who should act.
Put the task in context
Keep the original source identifier during migration so records can be reconciled. Map relationships as well as fields. Test duplicate matching, blank values, stage translation, and dates on a small sample before moving the remaining records.
Set the review boundary
Choose the records or journeys that matter to the current question. Include a normal case, a recently changed case, and an exception where available. This is a diagnostic sample, not a claim that every item has been checked. Record how the sample was selected and what would justify expanding it.
Use explicit review criteria
| Criterion | Review question |
|---|---|
| Inventory source objects fields and identifiers | Is the supporting source ID current and traceable? |
| Clean duplicates and map values before import | Does target ID support the decision being made? |
| Reconcile counts relationships and sample histories | Can the next owner verify exception? |
Inspect the evidence before assigning a result
For each item, compare the intended behavior with the observed behavior. Pay particular attention to importing duplicate people as separate unrelated contacts. If it appears, record where it occurs and which assumption it contradicts. Distinguish a verified defect from an unanswered question and from a preference about how the work should look.
Where the evidence supports the known correction, define matching rules and test a small representative migration. Give that action to an accountable owner with a description of the expected result. If you cannot yet identify the cause, assign a diagnostic action rather than prescribing a speculative repair.
Record a decision that can be acted on
| Decision | When to use it |
|---|---|
| Keep | The current state serves the intended task and the evidence is adequate. |
| Revise | A specific gap is confirmed and the proposed action addresses it. |
| Investigate | Important information is missing or conflicting. |
| Retire or combine | The item has no distinct useful purpose in the current scope. |
Verify corrections and expand selectively
Recheck the affected customer or opportunity record after the owner completes the action. Then inspect other items sharing the relevant cause. A shared template, process rule, or data source may justify expanding the review. Similar wording or appearance alone is a weaker reason.
Turn the review into a decision summary
Summarize the affected scope, confirmed findings, actions, and open questions. Connect the findings to reconciled migrated records using the same definition as the baseline. A good summary lets the responsible person decide what happens next without reading every working note.
Make communication preferences and conversation status visible to the responsible owner. An automated action should not continue blindly after a meaningful reply or a request to stop. Route uncertain cases to a person.
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