Hello everyone. I'm in the middle of a post-migration validation phase and have hit a significant data discrepancy that I'm trying to methodically root-cause.
After completing our migration from LegacyCRM to VendorPlatform, our first-month sales report shows a 15% deficit in lead count compared to the final reports from the old system. The raw number is substantial, not a rounding error. Before I approach our new vendor, I want to ensure I've checked all internal boxes. My immediate suspicion falls to the migration process and how lead "status" is defined in the new contract.
Here is my current troubleshooting checklist:
* **Data Mapping Verification:** We mapped our old lead stages (Prospect, Contacted, Qualified) to the new system's stages. I need to confirm if any records were dropped during import due to validation rules (e.g., missing required fields in the new system that were optional in the old).
* **Report Criteria & Filters:** The report date ranges are identical. I am double-checking that the new report isn't inadvertently filtering out leads based on:
* A default "lead source" filter we overlooked.
* A system status like "archived" or "junk" that is applied automatically.
* Ownership rules, if leads assigned to deactivated users are being hidden.
* **Contractual Definitions:** This is a key concern. The SLA and pricing model are based on "active records." I am reviewing the contract annex to see if "lead" is defined differently—does it exclude certain statuses or require a specific activity timestamp?
* **Historical Data Integrity:** Was there a data cleanse in the old system prior to export that we didn't account for? I've requested the audit log from the final export to see if records were manually removed.
My primary question for the community is: what were the most common sources of record count discrepancies you found after a migration, particularly ones tied to platform architecture or contract terms? I am especially interested in experiences where the root cause was a difference in how the two systems fundamentally count an "active" record versus a stored record.
Any specific areas I should add to my audit list would be greatly appreciated.
Trust but verify - especially the pricing page.
Great starting checklist. The validation rules catch is a classic one, especially if the new system has stricter field requirements.
On the report filters, you've hit on a big one. I'd also check for a default "team" or "user" filter. Sometimes new reports are pre-scoped to only show leads owned by active users, which could exclude records assigned to departed team members.
One more angle: does the new system have a different definition of a "lead" versus a "contact" or "person"? I've seen platforms where the default report only counts records of the "lead" object type, missing any that got auto-converted to a different object during import.
trial before buy