Migration to Salesforce:
records types & sales processes

The reasons to migrate from one CRM to another may be very different: with the business growth, the company outgrew its CRM, unsatisfactory system performance, limited integration and data loss. Sometimes companies also want to switch to a new CRM system because of operating costs and ease of use. Regardless of the reason, migration from one CRM system to another is a complex task and often comes with many challenges. But one CRM platform that gives businesses an absolute advantage over others is Salesforce.

There are certain rules for migrating from one system to another. If they are followed, it is possible to move a business to a new platform without interfering with or pausing work. It is important to keep not only the deals themselves, but also the history of the customer relationship and much more.

In this article, we talk about how we helped to migrate our client, a cooling equipment plant, to Salesforce. Let's focus on a key aspect —the sales process.

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Organization of processes in a legacy system

Besides the production and sale of cooling equipment, our customer offers support and maintenance of sold equipment and also works with claims. Thus, three sales funnels were configured in the old CRM system: Sales, Service, Claims. By the way, for more information about how leads and deals can be distributed among sales agents based on certain rules, see our article ‘Territory Management’.

All the leads went into the Common Deal Funnel. But there were different types of Deals for the customer.
Three sales funnels in the old CRM: Sales, Service, Claims.
We implemented the Automatic transfer of deals from one sales pipeline to another. The trigger for this move is the transition of the deal to a certain stage.

We also configured access rights to the different funnel types. It limited the ability to view and edit data for "competitive" departments of the company.
Setting up automatic transfer of transactions from one sales pipeline to another.

Transferring rules and setting up record types in Salesforce

It was important to automatically migrate from the old CRM to Salesforce, while maintaining the rules of working in different sales funnels, without duplicating them or doing extra work.

Below are a few screenshots of how we set up the sales processes in Salesforce, taking into account the " company rules for working in CRM".
  • In the settings we find the "Sales Processes" section.
  • Select the tab - and create a new process
  • Fill in necessary fields
  • Set up Opportunity stages
  • Done. We've created a standard sales process. In the future we'll use this element for typical sales operations.
Using this element, we configured several Opportunity Record Types: Sales, Service and Claims.
  • In the settings in the object manager, find the Opportunity entity and go to the Record Types tab
  • Create a new record Type, fill in the required fields.

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  • Done. Created the first record type - Sales.
The key business process is set up. Sales phases are different from maintenance or claims phases. Let's go back to the record types (transaction funnels) and configure the necessary fields.
  • Done. Different Record Types are generated in the client's CRM system.
Different Record Types in the client's CRM system
When you try to create a new Opportunity, a window will appear with a choice of the record types created above.
A window with a selection of record types
An example of an Opportunity card with the Sales record type is below. In this case, in the details section of Opportunity , the record type will now be listed as Sales.
Example of an opportunity card
Once the equipment sale is completed, the opportunity moves to the maintenance funnel, because usually after a successful sale of cooling equipment, the customer may need maintenance.
After-sale service offer
Automating business processes and configuring the access rights was our next step in this Salesforce implementation case.

Results and conclusions

When a company offers at least two products or services, using one universal sales funnel is inconvenient. In situations where the same customer appears in different funnels, managers can get confused by documentation, analytics, etc. Smart IT tools and setting them up properly can help avoid confusion and errors.

If the company has already used any information systems or has accumulated a large amount of business-critical data, the transition to a new service can be quite time-consuming.

RIBERATEC can help to migrate to Salesforce preserving your data. In addition, we will fine-tune the necessary business processes and functions in accordance with business needs.