A clean Salesforce migration starts with decisions, not an import button: define exactly what moves, prepare the destination org, map fields and relationships, then test and reconcile the load. Use the eight steps below whether you are moving records from a legacy CRM or between Salesforce orgs. The right sequence and settings depend on your editions, objects, volume, permissions, and automation.
1. Define what the migration includes
Inventory the objects, fields, business units, and records in scope before building import files. Decide whether you are moving complete object data or selected divisions and their related records. An importer cannot determine which information the business intends to keep; scope is a project decision. Salesforce recommends making an inventory before preparing import templates in its data migration best practices.
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- List each object and the fields that must move.
- Identify record subsets, such as particular business units or date ranges.
- Note related records and any source data that must remain outside the new org.
2. Prepare the destination Salesforce org
Before importing production records, make sure the target org has the metadata and configuration the records need: fields, record types, layouts, validation rules, automation, sharing, ownership, and user access. Consider adding a custom legacy-ID field if you need to match source records, perform upserts, or reconcile records after loading. Test the migration process in a sandbox before production; Salesforce Help makes the same recommendation in its org-to-org migration guidance.
Configuration can affect whether a record is accepted and how it behaves after import. Review validation and duplicate rules, automation, and access with the relevant Salesforce administrator before the production run.
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3. Choose the Salesforce import method
Choose based on more than record count: confirm edition, object support, permissions, whether you need export, and whether the job requires insert, update, upsert, or delete. Salesforce Help’s method comparison publishes the following ranges, but they are not throughput guarantees for every org or load.
| Method | Published record range | Objects and capabilities | Access considerations |
|---|---|---|---|
| Data Import Wizard | Up to 50,000 records at a time, according to Salesforce Help | In-browser CSV importer for standard and custom objects in supported editions; check field mappings before running. | Permissions vary by object and record type; confirm the required access for the specific job. |
| Data Loader | 5,000 to 5 million records in Salesforce Help’s comparison for specified editions | Supports import and export, with insert, update, upsert, and delete operations. | Salesforce lists Read, Create, Edit, and Delete on objects, plus API Enabled. Confirm the applicable requirements for the org and operation. |
Check Salesforce’s Data Import Wizard documentation, Data Loader documentation, and data import method comparison for current edition and object-specific details. Grant only the access needed for the migration.
4. Clean the files and map every field
Prepare CSV files for the selected records, standardize values, identify required fields, and map each source field to its Salesforce destination field. Review the mapping screen carefully when using the Import Wizard: fields left unmapped are not imported. Salesforce Help advises testing a small CSV first in its Data Import Wizard guidance.
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- Normalize formats and values that must match target picklists or validation rules.
- Confirm required target fields have values or an appropriate default.
- Check that identifiers intended for matching are present and consistent.
- Keep a copy of each prepared file so the exact input can be traced later.
5. Preserve relationships between records
Load parent records before dependent child records so the destination records exist when relationships are assigned. For org-to-org transfers, Salesforce relationships use record IDs. IDs from the source org do not identify the newly created records in the target org; map the source records to their destination IDs and update relationship columns before importing dependent records. Salesforce explains this in its org-to-org migration guidance.
A legacy external ID can help match records across loads. With an upsert, Salesforce can update a matching record or insert one without a match, using a Salesforce ID or an External ID field. Validate the matching key and the relationship mapping before the full run.
6. Run a pilot migration
Test a small, representative load before the production migration. Inspect at least one imported record and exercise the mappings, relationships, automation, ownership, and permissions that matter to the project. Salesforce recommends both a small-file test for the Import Wizard and a sandbox migration test in its import guidance and org migration guidance.
Use the pilot to catch configuration or data issues while the load is small. Correct the source files or target setup and repeat the test until the records and relationships behave as intended.
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Use the approved files and load records in dependency order. Retain the files used for each operation and the resulting logs. Data Loader creates success and error CSV files, which provide a record of processed and failed rows. If using upsert, confirm whether the match is based on Salesforce IDs or an External ID field before starting.
8. Validate and reconcile the results
Compare source and destination record counts using reports, spot-check records manually, and review success and error logs. Investigate duplicate-rule rejections rather than assuming that a failed insert is a missing record: an existing matching record may have triggered a rule. Salesforce’s duplicate-rule import troubleshooting article addresses the “Use one of these records?” failure.
- Reconcile counts for each object and scope segment.
- Inspect representative records, including their fields, owners, and relationships.
- Review error files and exception reports; correct and retry failed rows as appropriate.
- Check for duplicate-rule rejections and determine whether to update an existing record or resolve the duplicate before retrying.
Salesforce states that project planning, scoping, implementation, execution, and required data manipulation fall outside the scope of Salesforce Support and Admin Assist. Its guidance points readers who need additional assistance toward discussing Professional Services with an Account Executive or engaging a Consulting Partner; availability and terms depend on the reader’s circumstances.
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