How to Keep Your Microsoft MS Dynamics 365 CRM Data Clean During a Data Migration

What You Need to Know Before Moving Data Into MS Dynamics CRM 

A data migration is the perfect opportunity to fix problems you’ve been putting off. But without preparation, you risk moving messy, duplicate, or non-standard data straight into your new CRM. 

When you migrate dirty data into a new system like Microsoft MS Dynamics 365, you’re importing every underlying issue that was hiding in your legacy database. What once looked like a few inconsistencies can turn into widespread of problems, especially once automation kicks in.  

Campaigns get sent to the wrong addresses. Incomplete records break dashboards. Entire workflows grind to a halt because the system doesn’t know how to process “missing suburb” or “invalid mobile”. 

Now, you don’t want your users to lose faith in the new CRM from day one. Change can be tough, and it might have already been a struggle to get them onboard with a new tool in the first place. What should be a fresh start becomes a system no one wants to use. And by the time your team is deep into the new environment, it’s exponentially harder to fix those mistakes.  

Cleaning before or during migration isn’t just a best practice — it’s the only way to stop bad data from hijacking your rollout. 

So before you import a single record, start with a detailed audit. 

Start With a Pre-Migration Data Audit 

When you pull old CRM data into view, issues can multiply fast. What once looked “good enough” can quickly turn into a real headache. 

Look for: 

• Duplicate contacts and customer records 

• Invalid or non-standard addresses 

• Incomplete fields (missing suburb, postcode, etc.) 

• Unverified phone numbers or incorrect email formats 

This helps you prioritise what to clean, what to archive, and what to flag for further review. 

Validate and Standardise Core Fields 

Once you’ve identified problem areas, it’s time to fix your most critical fields: 

• Addresses (including postcodes, residential/commercial flags, PO Boxes) 

• Phone numbers (with correct country and area codes) 

• Emails (valid syntax, deliverable [check datatools email validation product page) 

Real-time or batch validation tools like DataTools Kleber or our other solutions may help you verify and correct this data quickly and at scale. Rather than just flagging errors, look for tools that automatically repair common issues like converting messy casing to sentence case, adding missing postcodes or suburbs, and cleaning phone formats across Australia, New Zealand, and international records.  

Use a Staging Environment to Catch Problems Early 

Never move straight into your live CRM. Use a staging or sandbox environment to test how your newly cleaned data may behave in production. 

Things to check: 

• Field mappings and formatting consistency 

• Behaviour of forms and lookups 

• Compatibility with downstream platforms (e.g. marketing automation, fulfilment systems) 

This step gives you a safe space to iron out issues before the rest of the business logs in. 

And if possible, time your go-live during a quiet period. Give your teams time to test and get familiar with the updated system before campaigns or reporting deadlines roll in. 

Build Automation Into Your New Setup 

Manually checking and cleaning data isn’t scalable. You need automation that quietly keeps things tidy behind the scenes. 

We hear that one of the biggest reasons organisations move to Microsoft MS Dynamics 365 CRM is for its advanced automation and reporting capabilities. But those tools are only as good as the data feeding into them.  

If your email field has inconsistent formatting, your address fields are missing the suburb or state, or your records are full of duplicates — you can’t segment accurately, can’t trigger campaigns properly, and your reports lie. 

Automation doesn’t fix bad data, it just amplifies it. And that can cost you dearly in missed leads, wasted resources, and poor customer experiences. By cleaning your data at the migration stage, you’re ensuring your new CRM delivers on the promise it was purchased for: smarter, faster, and more effective customer engagement. 

MS Dynamics 365 CRM Integrations and Workflows 

So, what’s your game plan? Consider using Dynamics integrations and workflows to: 

• Validate data at the point of entry (e.g. web forms, manual input) 

• Fix common formatting issues automatically 

• Enrich incomplete records using lookups or integrations 

Platforms like DataTools Kleber make this easy. You can validate address, phone, and email fields in real time through a highly customisable interface, so you have full control over how our API enters your workflow and suits your preferred customer experience.  

Once set up, your system becomes self-cleaning, reducing friction for both staff and customers. 

What Happens After Migration? Set Up Maintenance Routines 

Many teams treat data migration as a one-and-done job. But without a maintenance plan, your new CRM will slowly start to resemble the old one. 

Here’s what to do post-migration: 

• Run quarterly batch cleanses to catch outdated records 

• Set up validation prompts at all data entry points 

• Train your team to check whether a record exists before creating new ones 

• Review integrations and workflows for data consistency 

Consider simple onboarding checklists, user prompts, and refresher sessions to achieve a habit of maintaining clean data in your CRM. 

Final Thoughts 

Migrating to Microsoft MS Dynamics 365 CRM is the perfect opportunity to clean up your customer data and set your business up for growth. But the work doesn’t stop at launch. 

With proper audits, automated validation, smart deduplication, and ongoing training, you can keep your CRM data clean and your operations running smoothly—whether you’re in sales, marketing, support, or fulfilment. 

The difference is real: faster processes, better campaigns, fewer support tickets, and a system your whole team can rely on.