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Mapping workbookCRM Migration Toolkit

CRM Field Mapping Template

Plan exactly how fields, values and relationships move from your existing CRM into the new system.

This is not a CRM evaluation checklist. It is a working data-mapping artifact used to specify exactly how source CRM data becomes target CRM data — objects, fields, transforms, picklists, lookups, ownership, validation, and migration readiness.

Download Excel TemplateView PDF GuidePreview checklist

Free to use · No email required · Updated 15 Aug 2026

CRM field mapping flow: source CRM to object mapping to field mapping to transform to validation to target CRM.
Best for
Migration leads
Stage
Implement
Time
Per object set — workshop to multi-day
Format
XLSX + PDF + MD + CSV

  • 8

    PDF guide pages

  • 10

    Excel workbook sheets

  • Field matrix

    primary working artifact

  • Readiness

    BLOCKED · NOT READY · TEST · PRODUCTION

What's inside

Diagram of field mapping needs: objects, fields, transforms, value maps, validation, and readiness.

  • Object mapping

    Source→target objects, migrate yes/no, volumes, owners, and status.

  • Field mapping matrix

    Source and target fields, types, mapping type, transforms, owners, status.

  • Picklist & value maps

    Source value → target value with approval and unknown-value handling.

  • Transformations & lookups

    Rule IDs, examples, expected outputs, and reference resolution.

  • Validation & readiness

    Test log plus dashboard counts — BLOCKED through PRODUCTION READY.

  • Decisions & sign-off

    Issues, exceptions, and formal approval for test or production load.

What this tool helps you do

  • Inventory source fields

    Know what exists before deciding what moves.

  • Map objects and fields

    Explicit source→target with mapping type on every included row.

  • Define transforms and value maps

    Testable rules with examples — not tribal knowledge.

  • Assign ownership

    Business and technical owners for required and complex rows.

  • Surface unmapped fields and risks

    Excluded, blocked, and open issues stay visible.

  • Decide migration readiness

    Deterministic readiness from workbook state — not a decorative score.

How to use this template

Six-step field mapping workflow: inventory, object map, field map, transforms, validate, sign off.
  1. 1

    Inventory source objects

    Export real schema and volumes — do not invent headers.

  2. 2

    Map target objects

    Decide Full / Reference / None per object with an owner.

  3. 3

    Map fields

    Fill the field matrix — required targets first.

  4. 4

    Define transformations

    Value maps, lookups, parses, concatenations, defaults.

  5. 5

    Validate sample records

    Run sample tests; log pass/fail and issues.

  6. 6

    Sign off mapping

    Freeze for test or production only when readiness allows.

Example field mapping structure

Download Excel

Representative modules from the Excel mapping workbook and PDF guide. Full pack includes object map, field matrix, value maps, transforms, lookups, validation, and readiness.

  1. Step 1

    1. Project setup

    Source and target CRM, owners, and migration date.

    • Source CRM / Target CRM named — Edition and environment matter for field availability.
    • Migration and business owners named — Who freezes the map and who accepts exceptions.

  2. Step 2

    2. Object mapping

    Which objects move, which are reference-only, which are excluded.

    • Source object → target object — Keep names identical to the Data Migration Template.
    • Migration scope and status — Full / Reference / None — Blocked needs a decision.

  3. Step 3

    3. Field mapping matrix

    The core artifact — one row per field mapping decision.

    • Source and target field + types — Copied from schema, not recalled from memory.
    • Mapping type and transformation — Direct, Rename, Transform, Value mapping, Lookup, Do not migrate…

  4. Step 4

    4. Value maps & transforms

    Picklists, rule IDs, and lookup keys that break loads when skipped.

    • Picklist / value mapping sheet — Including unknown-value handling.
    • Transformation and lookup sheets — Example input → expected output before pilot.

  5. Step 5

    5. Validation & sign-off

    Tests, issues, readiness, and formal approval.

    • Dashboard readiness — BLOCKED → NOT READY → TEST READY → PRODUCTION READY.
    • Sign-off and remaining blockers — Then hand off to Migration Checklist / cutover.
  6. Flow: Source CRM → Object mapping → Field mapping → Transform → Validation → Target CRM

Worked example (illustrative)

Hypothetical Pipedrive → HubSpot teaching scenario — not a SoftwareGlimpse vendor endorsement or migration case study.

Requirement

Show how source objects and a mix of mapping types become a freeze-ready field map — teaching only, not product research.

  • Person → Contact (email Direct; owner Lookup)

    PASS

    Illustrative Pipedrive → HubSpot teaching row — email Direct; owner email Lookup with fallback queue.

  • Organization → Company (Rename / Transform)

    PARTIAL

    company_name → name ready; annual_revenue_text parse still needs sample validation.

  • Deal stage Value mapping

    PARTIAL

    “Contract Sent” mapped; remaining source stages still need approval.

  • Legacy Note excluded

    PASS

    Explicit Do not migrate so tribal notes are not imported by accident.

Evidence: EXAMPLE rows in Excel/PDF labelled ILLUSTRATIVE — replace with fields copied from a real export and the configured target CRM.

What counts as evidence?

Counts

  • • Field names copied from a real source export or API schema
  • • Target field confirmed in the configured CRM org / portal
  • • Sample source value with expected output for non-trivial transforms
  • • Named business and technical owners on required rows

Does not count

  • • Field names recalled from memory or a sales deck
  • • “The importer will figure it out”
  • • Transforms described only in chat
  • • Silent defaults added only to silence load errors

Related resource journey

Use before

Use with

Use next

FAQ

Is this a CRM evaluation checklist?

No. Pass / Partial / Fail belongs on evaluation and migration gate checklists. This workbook specifies how source data becomes target data.

Why is Excel the primary download?

Field mapping is interactive: hundreds of rows, filters, formulas, and readiness counts. The PDF is the workshop guide and sign-off record.

Do we map every source column?

No. Map what the team will operate and report on. Explicitly mark Do not migrate / Archive for the rest so legacy noise is not imported by accident.

What if a required target field has no source?

Record the decision on the row: derive it, use an approved default, leave blank with a named post-load owner, or remediate before load. Do not leave it to the importer.

How does this relate to the Data Migration Template?

That template inventories objects, volumes, owners, and load order. This one defines field-level transforms inside those objects. Keep object names identical across both.

When is the map PRODUCTION READY?

Only when required target mappings are approved, required validation tests pass, and blocker issues are closed — per the Excel Dashboard formula. Decorative percentage scores are not used.

Ready to map source fields to your target CRM?

Download the Excel mapping workbook first, then use the PDF as the workshop and sign-off guide — replace EXAMPLE rows with your schema.

Download Excel TemplateView PDF Guide

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