Revenue.io Data Export and Migration Checklist

A Revenue.io migration must preserve the relationship between people, Salesforce records, calls, SMS, emails, meetings, cadence/task state, recordings, transcripts, dispositions, AI outputs, permissions, suppression, consent and history. Salesforce may contain important copies, but it is not proof that every Revenue.io artifact or media file is portable.

This route owns Revenue.io exit and cutover. Use the Revenue.io CRM sync test for Salesforce association accuracy, Revenue.io alternatives for replacement selection, and the sales dialer guide for category choice.

Define the Revenue.io exit boundary

Define products, systems of record, capture paths, and authority. Record tenant/environments, Revenue.io products/licenses, Salesforce org/managed-package versions, Chrome/mobile apps, telephony carriers/numbers, email/calendar, Zoom/Teams/Meet, users/roles, contract term, support/export rights, retention, regions, subprocessors, and termination/deletion terms.

Revenue.io’s Salesforce page describes calls, emails, SMS, meetings, dispositions, recordings and AI insights logged or mapped into Salesforce, and Salesforce credentials/API access as foundational. Treat those as vendor-documented architecture claims. Confirm actual objects, fields, URLs versus files, package version, permissions and completeness in the buyer’s org.

Name migration owner, Salesforce admin, telephony owner, engagement/cadence owner, conversation/media owner, security/privacy/legal reviewers, cutover commander, rollback authority, deletion approver and evidence custodian. Assign one system to own capture, sending, dialing, cadence enrollment, CRM writes and recording during each phase.

Inventory communications, workflows, media, and rights

Create one manifest row per artifact or relationship. Inventory users, teams, roles, supervisors, admins, licenses, numbers, caller ID, routing/call flows, voicemail drops, SMS/MMS threads, email connections/messages, calendar/meeting sources, calls and call metadata; Salesforce leads, contacts, accounts, opportunities, campaigns, cases, tasks/events and custom objects.

Add cadences/sequences, entrance/exit criteria, participants, steps, templates, tasks, schedules, queues, dispositions, notes, callbacks and activity; recordings/audio/video, channels, conversation IDs, transcripts, speakers, summaries, highlights, annotations, scorecards, coaching, Moments, keyword groups, saved searches, AI agent outputs and field mappings; reports, dashboards, audit/history, exports and support deliveries.

Capture source Revenue.io ID, Salesforce ID and object, telephony/provider/meeting ID, email message/thread ID, cadence/participant/step ID, recording/transcript ID, parent-child edges, user/owner, timestamps/timezone, version, permission, consent/recording basis, suppression/opt-out, retention, file format/codec, bytes, checksum, export path, target ID, transformation, validation, rollback and disposition.

Label portability without assuming a complete export

Use four labels. Documented download requires a current official/tenant path, role, product/license, artifact scope, format, limits and sample. Support/contract-dependent requires written scope, fields, relationships, history, delivery, timing and fee. Reconstructable identifies an approved Salesforce, email/calendar, meeting provider or telephony source. Unavailable requires owner acceptance, retention or coexistence.

Revenue.io’s conversation documentation describes multiple recording/conversation types, role-based access, Salesforce conversation linkage and download permissions. An individual recording download does not prove bulk media, transcripts, AI history, annotations, configuration or all relationship edges export together.

Revenue.io’s getting-started documentation spans Communications Hub, Guided Selling, Conversation AI and Moments. Public sources opened here do not establish one complete export of every surface. This is an evidence gap, not proof authenticated admin tools, API, support or contract cannot provide an artifact.

Request the export and relationship manifest

Request an object-and-edge manifest while licenses and capture remain active. Ask Revenue.io to map every product/artifact to Salesforce, admin export, download, API or support delivery; identify required role, scope, format, stable IDs, relationship schema, full/incremental history, media/transcript pairing, AI/model/version metadata, deleted/inactive users, pagination/limits, delivery encryption, expiry, cost and time.

Ask whether a Salesforce “recording” field contains a durable media file or a URL that depends on Revenue.io access; whether transcripts, summaries, AI outputs and annotations are separate; how calls/meetings map to leads/contacts/accounts/opportunities; and which configuration, permissions and audit records are excluded. Obtain a sample before freezing.

Freeze a snapshot, final delta, and stop-capture plan

Take a full snapshot, announce a freeze, capture the final delta, then stop capture. Record requester, tenant/org, method, filters, products, package/schema version, as-of time, rows/files/bytes, checksums, encryption and secure location. Preserve originals and data dictionary.

Freeze users/roles, numbers/routes, cadence logic, templates, dispositions, mappings, recording/compliance settings, keyword groups, agents, retention and integrations. Capture new/changed calls, messages, meetings, tasks, enrollments, dispositions, media, transcripts, annotations, AI outputs, Salesforce associations, opt-outs and permissions since snapshot.

Stop capture in a sequenced plan: prevent new cadence enrollments/sends/dials; finish or quarantine queued tasks; stop meeting bots/recording under approved policy; disconnect email/calendar/telephony; stop Salesforce write jobs. Never create a media gap by turning off the source before target consent, recording, storage and association tests pass. Use the recording-consent guide with qualified counsel.

Reconcile counts, fields, media, edges, and history

Reconcile five layers. Counts compare expected/delivered users, numbers, communications, cadence objects, tasks, media, transcripts, AI outputs, mappings and audits. Fields test nulls, enums, phone/email, direction, timestamps, durations, Unicode, long text and dispositions. Media tests filename/ID, bytes, checksum, codec, duration, channels and playable access.

Edges verify call/SMS/email/meeting → participant/user → Salesforce record/opportunity/campaign; cadence → participant → step/task; recording → transcript → speaker → annotation/AI output; field mapping → object/field; suppression/consent → recipient/action. History tests ordering, changes, retries, deleted users, reprocessing and effective configuration.

Reconcile both directions. Every manifest row has one delivered/reconstructed/accepted-loss result; every delivered item traces to one allowed source. Report missing, duplicate, orphaned, truncated, inaccessible, mismatched, late and unknown items. A matching Salesforce activity count can conceal dead recording URLs or wrong opportunity associations.

Stage the target and dual-run one authority

Stage representative artifacts before live capture or actions. Include inbound/outbound, voicemail, SMS thread, email/reply, Zoom/Teams/phone calls, single/dual-channel media, multiple speakers, no recording, recording-notice paths, duplicate contacts, multiple opportunities, merged/deleted records, owner changes, suppressed recipient and failed mapping.

Dual-run only where one system has action authority. Both may evaluate an internal/golden event, but only one may dial, send, enroll, record, create tasks or write each Salesforce field/cohort. Compare association, media, transcript/AI artifacts, latency, duplicates, suppression, retries and admin effort. Preserve hard gates for prohibited action, missing notice, wrong-record write, duplicate side effect and lost media.

Cut over and prove rollback

Transfer authority in bounded cohorts. Capture/reconcile final delta, stop source actions for the cohort, enable target capture/read, then one write/action at a time. The kill switch stops target capture/actions while retaining evidence. Rollback disables target, restores approved source configuration/access, identifies target-created records/media, corrects Salesforce, and replays only proven missing events.

Test Salesforce token/permission loss, timeout after write, duplicate webhook, late activity, number reassignment, owner/record merge and source/target retry. Follow the automation migration checklist for idempotency, queues and decommission.

Decommission, revoke, and collect deletion evidence

Revoke after acceptance and rollback expiry. Disable users/licenses, SSO/SCIM, Salesforce managed-package permissions, OAuth/API credentials, email/calendar/meeting connections, phone numbers/routes, carrier access, webhooks, extensions/apps, external share links, scheduled jobs and support access; rotate secrets; stop billing; update inventories/runbooks.

Revenue.io’s 2026 privacy policy describes Google Workspace data, retention, portability/access/deletion rights, and post-disconnection/termination handling for associated Google API data subject to limitations. Privacy deletion is not a complete customer-operational export. Request scoped evidence for tenant data, Salesforce-held copies, media, logs, backups and subprocessors; record permitted retention and late callback tests.

Apply the worked example and calculate TCO

Synthetic example—not a Revenue.io export result: manifest expects 100 users/numbers/config items, 10,000 communications/tasks, 2,000 cadence objects, 4,000 media/transcript items, 1,500 AI/annotation items and 400 mappings/audits: 18,000. Delivery/reconstruction accepts 17,850, marks 100 reference-only and leaves 50 unresolved. Accounted rate is 17,950/18,000 = 99.7%, but one unresolved suppression rule blocks cutover.

Expected edges total 30,000; 29,920 pass, or 99.7%. Media manifest expects 2,000 files; 1,990 checksums pass, five files are corrupt and five are missing. Do not claim “99.5% media success” as acceptable universally; apply preapproved severity gates and recover/re-record only where lawful and possible.

TCO = export/API/support + media egress/storage + target licenses/telephony/usage + implementation/mapping + Salesforce cleanup + overlap + security/privacy/legal + validation + training + monitoring/incidents/rollback + decommission/deletion + future exit − retired cost. Model number porting, recording volume, transcription/AI, premium support, connectors and extended overlap.

Print the Revenue.io migration checklist

A defensible Revenue.io exit preserves media and Salesforce context together, prevents duplicate live authority, and discloses every unavailable artifact—without converting vendor architecture claims into an undocumented complete-export promise.