Inventory the system you are leaving
List records, fields, attachments, automations, reports, integrations, permissions and unofficial workarounds. Interview daily users rather than relying only on administrator settings.
Mark legal retention and historical reporting needs. Old data should be archived intentionally, not copied blindly or lost by accident.
Clean and map a sample first
Export a small representative set containing duplicates, missing values, unusual characters and old records. Map fields and ownership before final migration.
Define reconciliation checks: record counts, totals, dates, relationships and sample documents. A successful import message is not proof of correctness.
Rebuild integrations with failure handling
For every connection, name credentials, triggers, fields, frequency, retry behavior and owner. Test rate limits and malformed records.
Avoid enabling both old and new automations against the same live process unless duplication is explicitly controlled.
Plan cutover and rollback
Choose a freeze window, communication route, support owner and decision point for rollback. Record which system is authoritative during any overlap.
A rollback must cover data entered after cutover, not only restoration of the old application. Rehearse the highest-risk steps.
Retire the old system deliberately
After acceptance, take final exports, revoke integrations and shared links, confirm billing cancellation and preserve required audit material.
Review adoption after thirty and ninety days. Remove duplicate work and close gaps the pilot did not reveal.