The process of migrating from an on-premises Dynamics CRM to a cloud-based Dynamics 365 environment involves several detailed steps. Below is a comprehensive guide based on current best practices and considerations:
Overview
Migrating from an on-premise Dynamics CRM to Dynamics 365 in the cloud requires careful planning, especially with regard to system configurations, data migration, and customization. The steps outlined here will guide you through preparing your system for the migration, setting up necessary environments, and testing the integration to ensure a smooth transition to the cloud.
Step 1: Review Current On-Premise Integration
Begin by reviewing how the current on-premise system is integrated. Specifically:
- Navigate to Settings > Integrations > Dynamics CRM > Manage > Field Mapping in your current on-premise setup.
- Document or capture screenshots of all custom fields and recipient fields integrated in your system. This step ensures you understand how your fields are configured.
- Confirm with the client whether these fields will remain unchanged or if they will need modifications in the cloud version. Additionally, ensure that the API names of these fields are correctly noted for future integration.
Step 2: Set Up a Sandbox Workspace in Dynamics 365
To prepare for the migration, create a sandbox workspace in your Dynamics 365 environment:
- Go to Settings > Workspace > Add Workspace, and name it "Sandbox."
- Then, duplicate the custom fields from your current setup to the Sandbox workspace by navigating to Settings > Custom Fields.
- It's essential to assign the correct API names for each field in the cloud CRM and add them to the Field Configuration in the Dynamics CRM Integration settings. This ensures the fields are replicated accurately for the cloud environment.
Step 3: Configure Dynamics 365 Cloud
After setting up the sandbox, configure the Dynamics 365 cloud environment:
- Switch to the Sandbox workspace by selecting it from the workspace dropdown.
- Navigate to Settings > Integration > Dynamics CRM > Manage > Configure. Make sure the "Online" option is selected and input the organization URL that the client provides after installing the managed solution.
- The client needs to install the managed solution in their environment by using the latest version of the solution from the shared drive. They will also need to authorize ClientPoint within their Dynamics CRM.
- Provide the client with the necessary installation guides and documentation to ensure the setup is done correctly. This may include a PDF with installation instructions specific to Dynamics CRM Cloud.
Step 4: Testing the Integration
Once the setup is complete in the sandbox environment:
- Duplicate or create test versions of all tools and merge documents that utilize the integration.
- Run tests to verify that data flows correctly between the sandbox CRM environment and the sandbox workspace in ClientPoint.
- After testing on your end, ask the client to conduct their own tests to confirm that everything works as expected.
Step 5: Move to Production
Once the sandbox testing is complete and all functionalities are verified:
- Schedule a production migration date with the client. Ensure that they will not be using the CRM to create proposals during this period.
- Update all API names and configuration settings in the live workspace.
- Have the client install the managed solution in their production environment and provide the production organization URL.
- Update the live workspace with this production URL by going to Settings > Integration > Dynamics CRM > Manage > Configuration.
- Once the migration is complete and the client has transitioned to the production environment, delete the Sandbox workspace and disconnect it from the CRM.
Conclusion
Migrating from on-premise to cloud-based Dynamics 365 CRM is a multi-step process that requires careful preparation, testing, and client collaboration. It’s essential to ensure that all custom fields, integrations, and configurations are correctly replicated in the cloud environment. Thorough testing in the sandbox environment helps minimize issues during the production rollout. By following these steps, you can ensure a smooth and successful migration to Dynamics 365 in the cloud.
This migration also presents an opportunity to evaluate new features available in the cloud version of Dynamics 365, potentially optimizing your CRM's functionality and performance. Make sure to leverage the latest advancements that may not be available in the on-premise version
Have questions? Please contact support@clientpoint.net.