Data Migration

Data migration is one of the most underestimated workstreams in any Salesforce implementation. It touches data modeling, security, integration, and governance at once. Getting it wrong means launch delays, data quality problems, and eroded stakeholder confidence.

Migration Phases

Every migration follows a lifecycle regardless of scale. Skipping phases is the primary cause of migration failures.

Figure 1. Every migration follows this seven-phase lifecycle regardless of scale. The feedback loops are intentional: post-execution issues send the team back to testing, and structural problems discovered in testing can require a return to design. Skipping phases is the primary cause of migration failures.

Phase 1: Planning

Define scope, timeline, and success criteria before touching any data.

Planning activities include:

Inventory all source systems and data stores
Identify which data migrates (not everything should)
Define data ownership and migration team roles
Establish cutover window and downtime tolerance
Set success criteria: record counts, field completeness, relationship integrity
Plan rollback strategy

Phase 2: Data Profiling

Analyze source data to understand quality, completeness, and structure before designing mappings.

Profiling checklist:

Record counts per entity and per source system
Field completeness rates (% populated)
Data type mismatches between source and target
Duplicate detection rates
Referential integrity (orphan records, broken relationships)
Character encoding issues (UTF-8, special characters)
Date format inconsistencies
Picklist value mapping requirements

Phase 3: Design

Create the migration architecture: field mappings, transformation rules, load sequence, and error handling.

Design deliverables:

Field mapping documents (source field to target field)
Transformation rules (data cleansing, format conversion, value mapping)
Load sequence diagram (parent objects before child objects)
External ID strategy
Error handling and retry logic
Validation rules to temporarily disable during load

Phase 4: Build

Develop migration scripts, ETL jobs, and automation.

Build considerations:

Configure ETL tool connections and credentials
Build and unit test transformation logic
Create External ID fields where needed
Prepare pre-migration scripts (disable triggers, workflows, validation rules)
Build post-migration scripts (re-enable automations, run sharing recalculation)

Phase 5: Test (Trial Migrations)

Run the migration in a sandbox, ideally multiple times.

Trial migration objectives:

Validate record counts match expectations
Verify relationship integrity (lookups resolve correctly)
Test data transformations produce correct results
Measure timing (will it fit in the cutover window?)
Identify and fix errors before production run
Train the migration team on the execution procedure

Phase 6: Execute (Cutover)

Run the production migration with the full team mobilized.

Cutover activities:

Freeze source systems (or capture delta changes)
Disable automations (triggers, workflows, flows, validation rules)
Run migration in defined sequence
Monitor progress and error logs in real-time
Execute delta migration for changes during cutover window
Re-enable automations
Run sharing recalculation if needed

Phase 7: Validate

Post-migration validation confirms data integrity and completeness.

Validation checks:

Record count reconciliation (source vs target)
Spot-check random records for field accuracy
Verify all relationships resolve (no orphan records)
Run standard reports and compare to source system reports
Test business processes with migrated data (create records, run automation)
User acceptance testing with business stakeholders

Migration Tools

Tool Comparison

Tool	Best For	Volume	Complexity	Cost
Data Loader	Simple loads, ad-hoc	Up to millions	Low	Free
Bulk API 2.0	High-volume programmatic	Millions+	Medium	Platform included
Informatica Cloud	Complex ETL, multiple sources	Unlimited	High	Licensed
MuleSoft	API-led integration + migration	Unlimited	High	Licensed
Jitterbit	Mid-complexity ETL	Millions	Medium	Licensed
Talend	Open-source ETL	Millions	Medium	Free/Licensed
Import Wizard	Small volumes, simple	< 50K	Very Low	Free

Data Loader Deep Dive

Salesforce Data Loader is the standard tool for most migrations:

Insert: Creates new records
Update: Updates existing records (requires Salesforce ID or External ID)
Upsert: Insert or update based on External ID match
Delete: Soft delete records
Hard Delete: Permanently delete (requires Bulk API enabled)
Export / Export All: Extract data including soft-deleted records

Command-line mode supports scripting and scheduling:

# Example: command-line Data Loader for automated loads
process.bat <config-directory> <operation>

Bulk API 2.0

For high-volume migrations, Bulk API 2.0 does the heavy lifting:

Feature	Bulk API 2.0
Record limit	100 million records per 24-hour period
File format	CSV
Processing	Asynchronous
PK Chunking	Supported (for queries)
Serial mode	Supported (avoids lock contention)
Parallelism	Automatic

Migration Sequence

Load sequence matters. Parent records must exist before child records can reference them. External IDs enable upserts that handle this gracefully.

Figure 2. Parent objects must be loaded before their children so that lookup and master-detail fields can resolve correctly. Activities and files load last because their polymorphic fields (WhoId, WhatId) reference records across multiple objects that must all exist first.

Sequence Rules

Users and roles first: OwnerId and sharing depend on users existing
Reference data: Picklist values, record types, products, price books
Parent objects before children: Account before Contact, Contact before Case
Master-detail parents before children: Cannot create detail without master
Junction objects last: Both parents must exist first
Files and attachments last: ContentVersion records reference parent IDs
Activities (Tasks/Events) last: WhoId and WhatId reference multiple object types

Object Dependency Map

For complex migrations, map the full dependency chain to visualize load order constraints. The diagram below shows a typical CRM migration with dependencies.

Figure 3. The dependency map reveals why load sequencing errors are so common. Objects like Opportunity Line Items have multiple upstream dependencies (Opportunity and Price Book Entry) that must both be resolved before the line item can be inserted. Build this map before writing a single migration script.

External ID Strategy

External IDs are the foundation of clean, repeatable migrations. They enable upserts and relationship resolution without Salesforce IDs.

Why External IDs Matter

Benefit	Explanation
Upsert capability	Insert new records, update existing ones in a single operation
Relationship resolution	Reference parent records by External ID instead of Salesforce ID
Idempotent loads	Re-running a load does not create duplicates
Source system traceability	Map back to the original system’s record ID
Delta migration	Easily identify records that changed since last load

External ID Design

Create an External ID field on every object that will be migrated
Use the source system’s primary key as the External ID value
Mark the field as unique and external ID (indexed automatically)
For multi-source migrations, prefix with source system identifier (e.g., SAP-12345, LEGACY-67890)

Cutover Strategies

The cutover approach is a major architectural decision that affects risk, downtime, and complexity.

Strategy Comparison

Figure 4. Cutover strategy is primarily a risk-vs-cost trade-off. Big Bang concentrates risk into a single window. Phased Migration spreads risk across multiple smaller events. Parallel Run minimizes data risk but doubles operating cost and requires coordinated dual data entry for the overlap period.

Strategy	Description	Pros	Cons
Big Bang	All data migrated in a single cutover event	Simple to plan, clean cut, no dual maintenance	High risk, requires downtime, no fallback to old data
Phased	Migrate in stages (by object, by business unit, by geography)	Lower risk per phase, progressive learning	Longer timeline, data split across systems temporarily
Parallel Run	Both old and new systems run simultaneously	Lowest risk, side-by-side validation	Highest cost, dual data entry, reconciliation burden

Cutover Timeline Comparison

Figure 5. The timeline comparison makes the cost of risk mitigation visible. Big Bang completes in 4 days with maximum risk concentration. Phased Migration spans 13 days with incremental risk. Parallel Run extends 3+ weeks and demands reconciliation work throughout, which is the price of having a live fallback system at all times.

Trial Migrations

Trial migrations are rehearsals that validate every aspect of the production cutover.

What to Measure

Metric	Why It Matters
Total load time	Must fit within the cutover window
Records per hour	Throughput rate for capacity planning
Error rate	Target < 1%; investigate any errors
Relationship success	% of lookups that resolved correctly
Data accuracy	Spot-check sample vs source system

Trial Migration Best Practices

Use a full-copy sandbox for realistic volume testing
Run trials with production-equivalent data volumes (not subsets)
Time every phase: accurate estimates feed directly into the cutover plan
Document all manual steps - they become the cutover runbook
Run at least three full trials before production cutover
Include rollback testing - verify you can restore if needed

Post-Migration Validation

Automated Validation

Record count reconciliation: Source system count vs Salesforce count per object
Checksum validation: Hash comparison on critical fields
Relationship integrity: Query for orphan records (child records with null lookup to expected parent)
Automation verification: Test that re-enabled triggers, flows, and validation rules fire correctly

Manual Validation

Business stakeholder spot-checks: Have business users verify their own data
Report comparison: Run key business reports and compare to source system reports
Process walkthroughs: Execute end-to-end business processes using migrated data
Edge case verification: Check records with special characters, large text fields, attachments

Pre-Migration Preparation

What to Disable Before Loading

Item	Why Disable	How to Re-enable
Validation rules	Migrated data may not meet current rules	Re-enable after load, backfill violations
Triggers	Avoid unintended automation during load	Re-enable, consider running trigger logic post-load
Workflows	Prevent email alerts and field updates	Re-enable after validation
Process Builder (deprecated) / Flows	Prevent automation side effects	Re-enable, test with sample records
Duplicate rules	Legacy data may have intended duplicates	Re-enable, run dedup after migration
Assignment rules	Prevent reassignment of migrated records	Re-enable for new records
Sharing recalculation	Defer until all data is loaded	Trigger manually after migration

Migration Anti-Patterns

1. No Trial Migrations

Going directly to production cutover without rehearsal. Every migration has surprises; discover them in sandbox.

2. Ignoring Data Quality

Loading dirty data and planning to “clean it up later.” Later never comes. Profile and cleanse before migration.

3. Wrong Sequence

Loading child records before parents, then trying to fix relationships afterward. Use External IDs and correct sequencing.

4. No Rollback Plan

Assuming the migration will succeed. Always plan for how to restore the system if migration fails.

5. Underestimating Volume

Testing with 10K records and discovering the production load of 10M records takes 40 hours instead of the planned 8-hour window.

Data Modeling: migration sequence depends on relationship types and parent-child order
Integration Patterns: migration tools (Bulk API, middleware) are integration tools
Sharing Model: migrated data must respect sharing model; disable/re-enable sharing recalculation carefully
Data Quality & Governance: pre-migration profiling and cleansing are data quality exercises
Development Lifecycle: migration is a deployable workstream requiring environment strategy and sandbox planning
Large Data Volumes: data volume drives tool selection, batch sizing, and cutover window estimation

Sources

Personal study notes for the Salesforce CTA exam. Content compiled from VJ's study notes, official Salesforce documentation, community sources, and online publicly available content, then organized and presented with AI assistance. Not affiliated with Salesforce. © 2025–2026 VJ Srivastava.