The playbook
CRM Data Migration: Template and Field Guide
This CRM data migration template turns a broad task into a record another person can use. It captures source ID, target ID, field mapping, then connects that information to a decision. Copy the table into your working document or system and create a separate record for each item in scope.
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.
Copyable worksheet
| Field | Entry instructions |
|---|---|
| source ID | Record the source ID associated with this customer or opportunity record. Use a stable reference so later updates can be matched. |
| target ID | Record the target ID associated with this customer or opportunity record. Keep the value specific enough for another owner to interpret. |
| field mapping | Record the field mapping associated with this customer or opportunity record. Keep the value specific enough for another owner to interpret. |
| exception | Record the exception associated with this customer or opportunity record. Keep the value specific enough for another owner to interpret. |
| Decision field | Entry instructions |
|---|---|
| Observed problem | Describe the actual condition and where it was observed. |
| Recommended action | State the smallest action that resolves the documented problem. |
| Evidence | Link to the record, observation, or test supporting the action. |
| Owner and next review | Name the accountable person and when the decision should be revisited. |
How to complete the worksheet
Begin with source ID. Use the same reference throughout the record so notes are not attached to the wrong item. Then inventory source objects fields and identifiers. This establishes the information required before the worksheet becomes a request for action.
Next, clean duplicates and map values before import. Use the observed problem and evidence fields to explain why that step is needed. A useful entry describes an actual condition, such as importing duplicate people as separate unrelated contacts, rather than a broad instruction to “improve performance.”
Finally, reconcile counts relationships and sample histories. Put define matching rules and test a small representative migration in the action field only when it addresses the observed condition. If the problem is different, change the action. The template is a structure for judgment, not a reason to apply the same fix everywhere.
Illustrative completed decision
| Part | Illustrative entry |
|---|---|
| Problem | Importing duplicate people as separate unrelated contacts |
| Action | Define matching rules and test a small representative migration |
| First check | Inventory source objects fields and identifiers |
| Follow-up check | Reconcile counts relationships and sample histories |
| Outcome to define | reconciled migrated records |
Adapt the fields without losing meaning
You can add fields required by your team, but each should change a decision or preserve necessary context. Keep factual observations separate from recommendations. If target ID changes, record the new value and its effective date instead of silently rewriting the context of an earlier decision.
Use the record in a handoff
Ask the receiving owner to explain the next action using only the worksheet. Missing context becomes visible quickly during that exercise. Repair the record before applying the structure to a larger batch. Keep reconciled migrated records connected to the item so the team can later assess whether the action was useful.
Review a small sample of underlying records before trusting a summary. Duplicates, stale close dates, and missing outcomes can make a dashboard misleading even when the calculation is correct. Correct the record-level cause.
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