How to Migrate from Salesforce to Rapitek CRM: Complete Guide

The Complete Guide to Migrating from Salesforce to Rapitek CRM

After helping over 50 companies successfully migrate from Salesforce to Rapitek CRM, we've perfected the migration process. This comprehensive guide covers everything you need to know about making the switch - from initial planning to post-migration optimization. Whether you're frustrated with Salesforce's complexity, tired of escalating costs, or simply need better local support, this guide will show you exactly how to migrate smoothly while saving 60-80% on your CRM costs.

Table of Contents

• Why Companies Leave Salesforce
• Migration Process Overview
• Pre-Migration Planning
• Data Assessment and Cleanup
• Data Extraction from Salesforce
• Field and Process Mapping
• Migration Execution
• Testing and Validation
• User Training and Adoption
• Go-Live Strategy
• Post-Migration Optimization
• Cost Savings Analysis
• Migration Success Stories
• Common Questions and Concerns

Why Companies Leave Salesforce

The Breaking Points

After interviewing dozens of companies that migrated from Salesforce, we've identified the common breaking points:

1. Runaway Costs

• Initial quote: $50/user/month
• Reality after 2 years: $200+/user/month
• Hidden costs discovered monthly
• Storage overages at premium rates
• Essential features requiring higher editions
• Forced purchases of additional clouds

Real Example: 50-User Company Cost Breakdown

• Year 1: $45,000 (Professional edition)
• Year 2: $90,000 (Forced to Enterprise)
• Year 3: $135,000 (Added Service Cloud)
• Year 4: $165,000 (Added Pardot, storage)
• Plus: $50,000+ annual customization

2. Complexity Overload

• 6-month implementation still not right
• Users need days of training
• Simple tasks require multiple steps
• Constant need for admin support
• Features nobody understands or uses

3. Support Nightmares

• 48-72 hour response times
• Support agents who don't understand the issue
• Tickets closed without resolution
• Premium support costs $15,000+ extra
• No accountability or ownership

4. Vendor Lock-in Tactics

• Annual contracts with penalties
• Data export limitations
• Proprietary customizations
• Dependency on consultants
• Fear of migration complexity

5. Local Business Needs Ignored

• No Turkish invoice support
• No understanding of local processes
• Everything requires customization
• Time zones issues with support
• No local language properly done

Migration Process Overview

The Rapitek Migration Framework

Our proven 4-phase migration framework ensures zero data loss and minimal disruption:

Phase 1: Discovery & Planning (Week 1)

• Current state assessment
• Data volume analysis
• Customization inventory
• Integration mapping
• Success criteria definition

Phase 2: Preparation & Setup (Week 2)

• Data extraction from Salesforce
• Data quality improvement
• Rapitek environment setup
• Configuration alignment
• Integration preparation

Phase 3: Migration & Testing (Week 3)

• Data import execution
• Process recreation
• Integration connection
• User acceptance testing
• Performance validation

Phase 4: Go-Live & Optimization (Week 4)

• Final data synchronization
• User training delivery
• Parallel run period
• Cutover execution
• Post-migration support

Pre-Migration Planning

Building Your Migration Team

Client Team Requirements:

• Executive Sponsor: Decision authority, change champion
• Project Manager: Daily coordination, timeline owner
• Salesforce Admin: System knowledge, data access
• Department Representatives: Process owners, UAT leaders
• Power Users: Training champions, adoption drivers

Rapitek Team Provided:

• Migration Specialist: Technical execution lead
• Implementation Consultant: Process and configuration expert
• Data Engineer: ETL and quality specialist
• Integration Developer: System connection expert
• Success Manager: Overall project ownership

Success Criteria Definition

Clear success metrics prevent scope creep and ensure satisfaction:

Data Migration Success:

• 100% of active records migrated
• All relationships preserved
• Historical data accessible
• No data quality degradation
• Attachments transferred

Process Migration Success:

• Core workflows operational
• Approval processes recreated
• Automation rules active
• Reports regenerated
• Dashboards functional

User Adoption Success:

• 80% login rate week 1
• 90% active usage week 2
• User satisfaction >8/10
• Support tickets <10/day
• Process compliance >95%

Data Assessment and Cleanup

Salesforce Data Audit

Volume Assessment:

• Record counts by object
• Storage usage analysis
• Attachment inventory
• API usage patterns
• Integration data flows

Quality Assessment:

• Duplicate detection
• Incomplete records
• Unused fields
• Data accuracy
• Standardization needs

Complexity Assessment:

• Custom objects inventory
• Relationship complexity
• Validation rules
• Formula fields
• Apex dependencies

Data Cleanup Strategy

What to Migrate:

• Active accounts (last 2 years)
• Open opportunities
• Contacts with activity
• Cases from last year
• Essential custom objects

What to Archive:

• Inactive records (2+ years)
• Closed/lost opportunities (old)
• Obsolete custom objects
• Test data
• Duplicate records

What to Transform:

• Complex processes → Simple workflows
• Over-customization → Standard features
• Multiple record types → Simplified structure
• Redundant fields → Consolidated fields
• Approval chains → Streamlined approvals

Data Extraction from Salesforce

Extraction Methods

Method 1: Data Loader (Recommended)

• Download Salesforce Data Loader
• Configure connection settings
• Use Enterprise WSDL for custom objects
• Export in CSV format
• Batch size: 10,000 records

Method 2: Weekly Export

• Setup → Data Management → Data Export
• Select all objects
• Include attachments
• Wait for email notification
• Download ZIP files

Method 3: API Extraction

• Use Bulk API for large volumes
• REST API for selective extraction
• SOQL queries for specific data
• Metadata API for configuration

Extraction Sequence

Order matters for maintaining relationships:

1. Users and Roles - System foundation
2. Accounts - Parent records
3. Contacts - With account relationships
4. Opportunities - With account/contact links
5. Activities - Tasks, events, emails
6. Cases - Support history
7. Custom Objects - Maintain hierarchy
8. Attachments - Document preservation
9. Email Templates - Communication assets
10. Reports - List for recreation

Common Extraction Challenges

Challenge: Governor Limits

Solution: Break into smaller batches, use Bulk API

Challenge: Relationship Complexity

Solution: Document relationships, maintain ID mapping

Challenge: Large Attachments

Solution: Separate attachment migration, use cloud storage

Challenge: Encrypted Fields

Solution: Decrypt before export, re-encrypt after import

Field and Process Mapping

Field Mapping Strategy

Standard Field Mapping:

Salesforce Field	Rapitek Field	Transformation
Account.Name	Company.Name	Direct
Account.Type	Company.Type	Value mapping
Opportunity.Stage	Deal.Stage	Stage rename
Task.Status	Activity.Status	Direct
Case.Priority	Ticket.Priority	Direct

Custom Field Handling:

• Evaluate necessity (50% usually unnecessary)
• Consolidate similar fields
• Standardize where possible
• Create only essential custom fields
• Document business purpose

Process Mapping

Workflow Migration:

• Salesforce Process Builder → Rapitek Visual Workflows
• Workflow Rules → Automation Rules
• Apex Triggers → No-code automation
• Approval Processes → Approval Chains
• Email Alerts → Notification Rules

Common Process Improvements:

• 10-step approval → 3-step approval
• Complex assignment → Smart routing
• Multiple workflows → Single automation
• Custom code → Configuration
• Batch processes → Real-time updates

Migration Execution

Week 3, Day 1-2: Initial Import

Test Migration (10% sample):

• Select representative data
• Execute import process
• Validate relationships
• Check data quality
• Identify issues
• Refine mapping

User and Security Setup:

• Create user accounts
• Assign roles and profiles
• Set permissions
• Configure territories
• Enable features

Week 3, Day 3-4: Full Migration

Production Data Import:

• Accounts: 2-4 hours
• Contacts: 2-3 hours
• Opportunities: 3-4 hours
• Activities: 2-3 hours
• Custom objects: 4-6 hours
• Attachments: 4-8 hours

Real-time Progress Tracking:

• Dashboard showing import status
• Error log monitoring
• Success rate tracking
• Relationship validation
• Duplicate detection

Week 3, Day 5: Configuration

Process Recreation:

• Sales process stages
• Lead conversion rules
• Assignment rules
• Escalation rules
• SLA policies

Communication Setup:

• Email templates
• Email integration
• Calendar sync
• Signature management
• Auto-responses

Testing and Validation

Data Validation

Automated Validation:

• Record count verification
• Relationship integrity check
• Required field validation
• Duplicate detection
• Data type verification

Manual Spot Checks:

• Random sample review (5%)
• VIP account verification
• Complex relationship validation
• Historical data accuracy
• Attachment accessibility

Process Testing

End-to-End Scenarios:

• Lead to opportunity conversion
• Opportunity to close process
• Case creation to resolution
• Quote to order workflow
• Campaign to lead flow

User Acceptance Testing:

• Department-specific scenarios
• Real transaction processing
• Report accuracy verification
• Dashboard functionality
• Mobile app testing

User Training and Adoption

Training Strategy

Pre-Migration Training:

• "What's changing" webinar
• Feature comparison guide
• Benefits communication
• Q&A sessions
• Excitement building

Migration Week Training:

• Role-based sessions
• Hands-on practice
• Process walkthroughs
• Common tasks focus
• Quick reference cards

Post-Migration Support:

• Daily office hours
• Video library
• Peer champions
• Success stories
• Continuous improvement

Adoption Strategies

Making It Stick:

• Simplicity emphasis
• Quick wins celebration
• Gamification elements
• Usage competitions
• Success metrics visibility

Overcoming Resistance:

• Address fears directly
• Show time savings
• Highlight improvements
• Provide extra support
• Recognize adapters

Go-Live Strategy

Parallel Run Approach

Week 4, Day 1-3: Soft Launch

• Pilot team uses Rapitek
• Salesforce remains primary
• Issues identified and fixed
• Confidence building
• Success stories created

Week 4, Day 4: Full Launch

• All users on Rapitek
• Salesforce read-only
• Support team ready
• Real-time monitoring
• Quick issue resolution

Week 4, Day 5: Celebration

• Success announcement
• Metrics sharing
• Team recognition
• Feedback collection
• Optimization planning

Cutover Checklist

✅ Final data sync completed
✅ All users trained
✅ Integrations tested
✅ Backup created
✅ Support team briefed
✅ Communication sent
✅ Salesforce licenses downgraded
✅ Success metrics defined

Post-Migration Optimization

Month 1: Stabilization

• Daily health checks
• User feedback collection
• Process refinement
• Performance optimization
• Additional training

Month 2-3: Enhancement

• Advanced features activation
• Deeper automation
• Custom reports
• Integration expansion
• Process improvement

Ongoing: Evolution

• Quarterly reviews
• Feature updates
• Best practice sharing
• Continuous training
• Strategic planning

Cost Savings Analysis

Immediate Savings

50-User Company Example:

• Salesforce monthly: $7,500
• Rapitek monthly: $1,750
• Monthly savings: $5,750
• Annual savings: $69,000
• Percentage saved: 77%

Hidden Savings

• No consultant dependency: $30,000/year
• No storage overages: $5,000/year
• No premium support: $15,000/year
• No additional clouds: $20,000/year
• Total hidden savings: $70,000/year

5-Year TCO Comparison

• Staying with Salesforce: $835,000
• Switching to Rapitek: $105,000
• Total 5-year savings: $730,000
• ROI of migration: 30 days

Migration Success Stories

Story 1: SaaS Company (45 users)

Challenge: Salesforce costs exceeded revenue growth

Migration: 3 weeks, zero downtime

Results:

• 75% cost reduction
• 2x faster sales cycle
• 95% user adoption
• 10-minute support response

Story 2: Manufacturing (85 users)

Challenge: Complex customizations impossible to maintain

Migration: 4 weeks including simplification

Results:

• $150,000 annual savings
• 50% reduction in process steps
• 100% user satisfaction
• Turkish compliance achieved

Common Questions and Concerns

Q: Will we lose any data?
A: No. We guarantee 100% data migration with full backup at every step.

Q: What about our customizations?
A: We recreate essential customizations, often improving them. Most customizations aren't needed with Rapitek's built-in features.

Q: Can we go back if needed?
A: Yes, we keep Salesforce data for 90 days. But in 50+ migrations, no one has gone back.

Q: How do we handle the contract?
A: We help negotiate exit or wait for renewal. ROI is so quick that even penalties are worth it.

Q: What about our integrations?
A: Rapitek has better integration capabilities. We reconnect all systems, often with improvements.

Ready to Break Free?

Stop letting Salesforce complexity and costs hold your business back. Join the growing number of companies that have successfully migrated to Rapitek CRM. Our proven process, expert team, and superior platform make migration not just possible, but profitable from day one.

Get Free Migration Assessment

Questions? WhatsApp us at +90 555 555 5555 or email [email protected]